Shelter-In-Place Travel Reimbursements

Travel expenses for crew shelter-in-place:

If you live locally and are sheltering in place in your own home, there is no reimbursement involved. If you live locally but are unable to shelter in place at home because the other members of your household are not able to also shelter in place with you, so that you have to stay in commercial lodgings:
• Book 7 nights of lodging, checking in on Day 1 of your 7-day SIP and checking out on the day you report to the ship (which is Day 8). You will be reimbursed for 7 days of lodging and meal per diem plus your rides to and from COVID testing.

If you fly to Seattle for your SIP before reporting to the ship (in either Seattle or to ride together down to Newport, OR) so that you're staying in commercial lodgings:
• Book 8 nights of lodging, checking in on your travel day (which does not count as a SIP day) and checking out on the day you report to the ship (which is Day 9). You will be reimbursed for 8 days of lodging and meal per diem plus your ride from the airport, rides to and from COVID testing, and the ride from your lodging to the ship on reporting day.

If the ship is away from Seattle and you must SIP in another city:
• Book 8 nights of lodging, checking in on your travel day (which does not count as a SIP day) and checking out on the day you report to the ship (which is Day 9). You will be reimbursed for 8 days of lodging and meal per diem plus your ride from the airport, rides to and from COVID testing, and the ride from your lodging to the ship on reporting day.

Who makes the lodging reservations?

• All travelers, whether UW employees or not, are responsible for arranging and paying for their own isolation lodging. As soon as 100% payment is made you can seek reimbursement. You need to turn in a receipt that shows the breakdown of the cost (room rate, cleaning and service fees if you use a vacation rental, and tax).
• If you book through a vacation rental site (Airbnb, VRBO, etc.), what constitutes the “daily rate” for reimbursement purposes includes the nightly rental + cleaning fee + service fee—in short, everything except the tax—added together and divided by the number of nights in your stay.
• Lodging per diem rates for upcoming RV Thompson ports are listed below. UW will reimburse up to the allowable lodging per diem for the daily rate plus whatever tax you paid.

What you need to submit:

• a scan or photo of your receipts
• lodging receipts must show the dates and location of lodging, itemized detail of the various fees and taxes that were paid, and the total payment amount
• amounts and dates of ground transportation to and from COVID testing. No receipts are needed for rides under $75

Send your information and receipts to Su Tipple and she will process your reimbursement in our online system. Within usually about a week after you submit your receipts UW Payables will initiate a direct deposit to the bank account you designated in Workday during your pre-hire onboarding. If you have not yet had your first payday (which is what turns on your direct deposit), payment will come in the form of a check mailed to your home address, or another address you may wish to designate if there is no one at your home to deposit the check for you.