Pre-Travel Approval

The purpose of the Pre-Travel form is for a University of Washington employee to submit a UW business travel request prior to the trip. The request will also connect the requestor or traveler to the Executive Office Finance team (EOFin) for any needed assistance or guidance on the proposed travel.

Submission of the request will be reviewed and approved according to the Executive Office Finance Pre-Travel Approval flow. Please include any documents or information related to the business travel. Additional information or approval may be requested/required based on the business travel request. Please fill out the form to the best of your knowledge. If fully approved, it will then create an RT ticket sent to the EOFin team.

Information and Documentation

Prior to filling out this form, please have the following information that is applicable to your request ready and prepared to provide.

Trip information (including purpose, dates and any personal time that will be included)
Grant cost center
Proposed spending estimates (including registration fee, airfare, lodging, meals, ground transportation, shipping, supplies, etc.)
Any relevant documents for upload (ex: PDF of conference agenda)

Pre-Travel Approval form

UW Guests

Guests of UW should consult with the EO Finance Team about travel approval. Please submit an EOFin General Consultation form, select “Other” and indicate “UW Guest Travel” as the topic. Please provide the business purpose of travel. The EO Finance team will work with you to navigate the approval process.

General Consultation Form

Name(Required)

First

Last

Email(Required)

Are you a member of the Executive Office(Required)

Yes

Unit(Required)

AP Sub-Units(Required)

ASA Sub-Units(Required)

DCCS Sub-Units(Required)

HSS Sub-Units(Required)

PRES Sub-Units(Required)

UW Unit(Required)

UW Unit/Department

Topic(Required)

What is your message regarding?

Change or Close Purchase Order

Food Approval Form

General Question

Internal Sales Delivery (ISD)

Invoicing Issue

Procard

Other

Your Message

Please be aware that any information that is considered protected and/or confidential should not be shared via this form.

Documentation

Upload any additional documentation that would be helpful to EOFin Team when reviewing this request.

Drop files here or

Accepted file types: pdf, doc, docx, xls, xlsx, Max. file size: 15 MB.

All EOFin Forms

Consultation

Form Title & Link	Description
EOFin Consultation	Submit a general consultation request to the EO Finance team.

Contracts

Form Title & Link	Form Information & Instructions
Contract Extension	Learn how to submit a request to consult with the EO Finance team to extend an existing contract.
Initiate New Contract	Learn how to submit a request to consult with the EO Finance team to initiate a contract.

Purchase

Form Title & Link	Form Information & Instructions
Purchase, Invoice, Reimbursement	Learn more about how to submit a request to purchase goods or services, pay a vendor invoice, or process a non-travel reimbursement. May require: (Food Approval Form) UoW 1798: UW Food and Beverages for Meetings [PDF]

Travel

Form Title & Link	Form Information & Instructions
Travel Approval Upload	Learn about how to submit a completed EO Fin Travel Approval form to the EO Finance Team.
Travel Reimbursement	Learn about how to submit a travel reimbursement request.

Travel Approval – Upload Form

Travel Approval Upload

Step 1 of 2

Preparer Information

Preparer / Submitter(Required)

I am submitting on my own behalf

I am submitting on another's behalf

Preparer Name(Required)

Your name

First

Last

Preparer UW Email(Required)

Your UW email

Name(Required)

Name of individual you are preparing on behalf of.

First

Last

Email(Required)

Email address of individual you are preparing on behalf of.

Alternate Contact

In the event of your absence, who should be contacted?

First

Last

Alternate Contact UW Email

Alternate contact's UW email address

Unit(Required)

AP Sub-Unit(Required)

ASA Sub-Unit(Required)

DCCS Sub-Unit(Required)

HSS Sub-Unit(Required)

PRES Sub-Unit(Required)

Contract Initiation – Request Form

Contract Extension – Request Form

Contract Extension

Step 1 of 2

Preparer Information

Preparer / Submitter(Required)

I am submitting on my own behalf

I am submitting on another's behalf

Preparer Name(Required)

Your name

First

Last

Preparer UW Email(Required)

Your email

Name(Required)

Name of individual you are preparing on behalf of.

First

Last

Email(Required)

Email of individual you are preparing on behalf of.

Alternate Contact

In the event of your absence, who should be contacted?

First

Last

Alternate Contact UW Email

Alternate contact's UW email address

Unit(Required)

AP Sub-Unit(Required)

ASA Sub-Unit(Required)

DCCS Sub-Unit(Required)

HSS Sub-Unit(Required)

PRES Sub-Unit(Required)

Contract Information

EO Assistance(Required)

Did you consult with or receive assistance from an Executive Office Finance team member prior to filling out this form?

Yes

Team Member Name

Who assisted you?

First

Last

Existing Contract End Date(Required)

Current contract's original end date

Supplier(Required)

Current Purchase Order Number

Extension End Date(Required)

Contract(Required)

Upload any additional background documentation that would be helpful to the EO Fin Team when reviewing this request.

Drop files here or

Accepted file types: pdf, Max. file size: 15 MB.

Documentation Upload

Upload any additional documentation that would be helpful to the EO Fin Team when reviewing this request.

Drop files here or

Accepted file types: pdf, doc, docx, xls, xlsx, jpg, jpeg, png, Max. file size: 15 MB.

Additional Information

Provide any additional, relevant information on needed action.

Travel Approval Upload

The purpose of the Travel Approval Upload form is to submit a completed EOFin Travel Approval Request Form [PDF] to the Executive Office Finance team (EOFin). Submitting the form will create an RT ticket with the EOFin team. Please include all documents related to the request. Additional information or approval may be requested/required based on the request. Please fill out the form to the best of your knowledge.

Documentation

Prior to filling out the form, please have your completed, signed, and approved Travel Approval Request Form [PDF] ready for upload.

Travel Approval Upload Form

Contract Extension

The purpose of the Contract Extension form is to request a consultation with the Executive Office Finance team (EOFin) to extend an existing contract. Submission of the request will create an RT ticket sent to the EOFin team. Please include all documents related to the request. Additional information or approval may be requested/required based on the request. Please fill out the form to the best of your knowledge.

Documentation

Prior to filling out this form, please have the following documents that are applicable to your request ready and prepared for upload (not all documents are applicable/required for every individual).

Data Processing Agreement (DPA)
New contract
Sole source justification
Scope of work and requirements

Contract Extension form

Contract Initiation

The purpose of the Contract Initiation form is to request a consultation with the Executive Office Finance team (EOFin) to initiate a new contract. Submission of the request will create an RT ticket sent to the EOFin team. Please include all documents related to the request. Additional information or approval may be requested/required based on the request. Please fill out the form to the best of your knowledge.

Documentation

Prior to filling out this form, please have the following documents that are applicable to your request ready and prepared for upload (not all documents are applicable/required for every individual).

Data Processing Agreement (DPA)
New contract
Sole source justification
Scope of work and requirements

Contract Initiation form

Purchase, Invoice, and Reimbursement – Request Form

Category: Finance

Pre-Travel Approval

Information and Documentation

UW Guests

General Consultation Form

All EOFin Forms

Consultation

Contracts

Purchase

Travel

Travel Approval – Upload Form

Travel Approval Upload

Preparer Information

Travel Information

Contract Initiation – Request Form

Contract Initiation

Preparer Information

Contract Information

Contract Extension – Request Form

Contract Extension

Preparer Information

Contract Information

Travel Approval Upload

Documentation

Contract Extension

Documentation

Contract Initiation

Documentation

Purchase, Invoice, and Reimbursement – Request Form

Purchase, Invoice, and Reimbursement

Preparer Information

Action Request