For basic information on paying for transportation program costs, see the At a Glance table below. For more detailed information on each transportation method, scroll past the table and click on the appropriate section.
At a Glance
| Transportation Type | Payer | Documents/Information Needed |
| Airfare for Program Staff |
|
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| Airfare for Students | Students or SAFA | Student airfare must be in program budget for SAFA to pay |
| Ground Transportation for Program Staff (to and from airports) | In U.S.: out of pocket/reimbursement
In program location: field advance |
In U.S.: Complete reimbursement form OR use field advance funds and enter in field advance tracking spreadsheet
In program location: Save receipts and enter in field advance tracking spreadsheet |
| Daily Transportation | Program Director via field advance | Save receipts and enter in field advance tracking spreadsheet |
| Excursion Travel (to and from field trips) | SAFA or Program Director via field advance |
|
Airfare for Program Directors/Staff
Program funds are generally used to purchase airfare to and from the program location for program faculty and staff members. However, the following policies apply:
| Flight Route | Program budget funds are only to be used to pay for flights directly to and from your program location (connecting flights okay). If you are planning on booking a flight that is not direct (e.g. traveling one week early to another location), a comparison airfare must be provided and program funds can be used to pay up to that amount. Any costs over and above this amount must be paid for with personal funds |
| Flight Dates | Dates of flights must be up to a total of 7 days before the beginning and after the end of your program combined (e.g. 3 days before the program start date and 4 days after the program end date). If extra days are included, a comparison itinerary and price will be used to determine the amount to be paid with program funds. Any costs over and above this amount must be paid for with personal funds |
| Airfare Included in Budget | Program staff airfare must be included in your program budget in order to be approved by Study Abroad F&A |
| Airfare Type | Typically, only basic economy/coach class can be funded with program funds. Upgrades may be obtained if one of the following criteria is met or if paying with personal funds:
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| Frequent Flier Miles | Frequent Flier Miles or benefits may not be used to purchase airfare for a study abroad program |
| Seat Fees | Fees for reserving seats in advance are allowable and should be included in your airfare cost estimate |
| Baggage Fees | Program funds may be used to pay baggage fees for up to 2 bags |
| Visa and Passport Fees | If travel to your program location requires you to purchase or renew a passport or to acquire a visa, program fees can be used to reimburse you. |
| State Contracted Travel Agency | Our preferred method of purchasing airfare is through a state contracted travel agency. The traveler works with the travel agency to find an itinerary that works for them, and the agency contacts Study Abroad F&A to request approval for payment. | Suggested agencies:
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| Out of Pocket Purchase and Reimbursement | Program faculty and staff are free to purchase their own airfare and seek reimbursement from Study Abroad F&A, given that the above purchasing policies are followed. If your flight is not directly to and from your primary program location, and/or you are traveling more than a total of seven days before and after your program dates, please provide us with a comparison airfare. We will reimburse you the amount quoted in the comparison airfare. | To request reimbursement, submit the following to Study Abroad F&A:
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Airfare for Students
Students are usually responsible for purchasing their own airfare to and from the program location. However, in some cases where Program Directors prefer their students to travel and arrive in their program location together, SAFA can pay for all airfare as entered in the program budget.
If your program also requires a flight between locations during your program, this expense can be added to your budget. In these cases, SAFA can pay directly, or you may purchase the airfare and request reimbursement from UW Study Abroad F&A, or purchase through a state contracted travel agency (See Program Staff tab for more information).
Ground Transportation for Program Directors/Staff
Program funds are generally budgeted for ground transportation to and from airports for program faculty and staff, whether the staff member is flying out of Seatac Airport or any other airport.
For transportation to/from the airport in the United States, please pay for your ground transportation with personal funds and request reimbursement by sending your receipt to uwsafa@uw.edu OR with field advance funds, adding the purchase to your expenditure list. Alternately, we can pay for your ground transportation in advance (e.g. airport shuttles, etc.).
For transportation to/from the airport in your program location, use field advance funds. Remember to save the receipts and track these expenses in your field advance expenditure spreadsheet.
Student Ground Transportation
Students are generally responsible for arranging their own transportation to and from airports. However, some programs arrange for students to be picked up and dropped off at the program location airport(s) by hotel shuttles or charter buses.
Daily Transportation
Programs in urban areas often travel via local public transportation. You may purchase one-time passes, monthly passes, or rechargeable transit cards as befits your program requirements.
Payment Methods
| Advance Payment by SAFA or Local Coordinator | Send an invoice or direct payment request to SAFA or add to local coordinator’s contract. Be aware that “card in hand” rules often apply with advance purchase of transit passes, so this may not be a viable option for you. Be sure to research online before you choose this method. |
| Field Advance Funds |
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In some locations or for some events, you may need to pay for taxis to transport you and your students.
Payment Method
Use field advance funds to pay taxi fares.
- OPTION 1: Pay directly with field advance debit card. Note that currently our field advance debit cards do not contain a microchip. In many places, a chip is required in automated fare machines. You can purchase passes at a ticket window by swiping your card.
- OPTION 2: Withdraw cash and disburse to students using the Student Meal/Activity Form to enable them to purchase their own fare. Include this form with your field advance documentation after your program ends. Be sure to take maximum cash withdrawal amounts into consideration when planning to withdraw sufficient funds for payment by this option.
Note about tips: Be sure to write in any tips on your receipt when including it with your field advance documentation. If the fare is paid with your card and the tip is paid in cash, enter them as separate line items in your tracking spreadsheet.
Excursion Travel
Most programs travel to excursion sites by rail or chartered bus/van. Whenever possible, have SAFA or the Rome Center pay for your excursion travel in advance to avoid being responsible for large payments in the field. In some cases you may need to pay in cash, so you may pay with field advance funds.
Note about tips: For tips to bus or van drivers paid in cash from your field advance, please record as a line item in your tracking spreadsheet. You can add this line item to your perjury statement or use the Field Advance Payment Form as a receipt.
The use of rental cars for program travel is not permitted for liability reasons. For more information on transportation health and safety while abroad, please reach out to Global Travel Health and Safety.