Expense Type Identifier
Determining your Travel Expense Type
Purpose: This tool is designed to assist users who are completing a Travel Authorization or Travel Expense Report in ctcLink and are uncertain about which Travel Expense type to select. Choosing the correct Travel Expense type is essential, as it determines the appropriate account for accurate departmental budgeting and financial reporting.
Audience: Anyone completing a Travel Authorization or Travel Expense Report.
Assumptions: To determine the correct answer, you’ll need to know both the traveler’s Official Residence and the location of their Official WorkStation. For more information please ask your local Human Resources.
For more definitions please visit the Travel and Expense Master Glossary.
Official Residence: An employee's "Official Residence" isnotthe employee’s home, but the city, town, or other location where an employee maintains theirprimary residence. If your residence is not within the city limits it is treated the same as an unincorporated location (i.e., your mailing address is Olympia, but your residence is not within the city limits).
Official WorkStation: The official workstation for travel reimbursement may be the city, town, or unincorporated area of the state official or employee’sofficial duty stationorofficial worksiteas determined by the agency for purposes of travel reimbursement. [As defined in theSAAM Glossaryby theOffice of Financial Management]
Why Are Expense Types Necessary When Traveling?
Expense Types are essential for ensuring accurate financial reporting and compliance with state policies when traveling on behalf of Washington State agencies, including community and technical colleges.
The Office of Financial Management (OFM) oversees statewide budget planning, allocation, and policy alignment. To receive and spend state funds, colleges and agencies must follow OFM’s financial and administrative policies. These policies are documented in the State Administrative & Accounting Manual (SAAM), which OFM develops and maintains.
Statewide Accounting refers to the centralized system managed by OFM that ensures consistent, transparent, and accurate financial reporting across all state entities. Month-end and year-end accounting data from all colleges is reported by SBCTC at the Enterprise level and sent to the Office of Financial Management (OFM).
Expense Types are directly linked to account codes that colleges use to report how funds are spent during travel. These codes categorize expenditures (e.g., lodging, meals, transportation) and ensure they align with state guidelines. These account codes are also key in who approves the travel. For example an expense type that is identified as "Over Per Diem" might be directed to a different approval chain than those that are identified as "Local In State".
In short, Expense Types help translate travel-related costs into standardized financial data that supports transparency, compliance, and informed decision-making across Washington’s public institutions.
Are you traveling as an Advisor/Coach with Student(s)?
Where are you Traveling?
Select Expense Type-"In State (WA)Stu Group" for the student(s), you would also choose "In State (WA)" for you as the advisor.
Student and Advisor travel expenses must be itemized separately.If more than one Advisor is traveling, one Advisor should submit a Travel Authorization that includes the student(s), while each additional Advisor must submit their own individual Travel Authorization. For further assistance, please contact your Local Travel Administrator.
Expense Types for the Student or Student Group:
- In State Hotel Stu Group-This value represents the per night Hotel room rate for student(s) when staying in a hotel that is out of State from the college
- In State Meals Stu Group-This value represents the daily Per Diem meal total for student(s) when traveling in state from the college.
Expense Types the Coach or Advisor:
- In State Airline- This value represents the traveler's Official Residence and Official Workstation being in Washington State, and flying in state.
- In State Hotel Per Diem-This value represents the daily hotel room rate only.
- In State Hotel Misc- This value represents a miscellaneous expenses from an in-state hotel stay, excluding the per-night fee and taxes associated with the room.
- In State Hotel OverPerDiem- This value represents a hotel that exceeds the Per Diem rate.
- In State Hotel Tax- This value represents hotel tax only.
- In State Meal (Breakfast, Lunch, or Dinner)- This value represents the daily Per Diem rate for meals. Daily Per Diem rates apply separately for breakfast, lunch, and dinner for each day.
Select Expense Type-"Out of State (WA)Stu Group" for the student(s), you would also choose "Out of State (WA)" for you as the advisor.
Student and Advisor travel expenses must be itemized separately.If more than one Advisor is traveling, one Advisor should submit a Travel Authorization that includes the student(s), while each additional Advisor must submit their own individual Travel Authorization. For further assistance, please contact your Local Travel Administrator.
Expense Types for the Student or Student Group:
- Out of State Hotel Stu Group-This value represents the per night Hotel room rate for student(s) when staying in a hotel that is out of State from the college
- Out of State Meals Stu Group-This value represents the daily Per Diem meal total for student(s) when traveling out of state from the college.
Expense Types the Coach or Advisor:
- Out of State Airline-This value represents the out of state Airline expense, for a traveler that is traveling out of their State of Official Residence or Official workstation.
- Out of State Hotel Per Diem-This value represents the out of state daily Hotel rate only, for a traveler that is traveling out of their State of Official Residence or Official workstation.
- Out of State Hotel OverPerDiem-This value represents the out of state daily hotel room rates that exceeds the Per Diem rate, for a traveler that is traveling out of their State of Official Residence or Official workstation.
- Out of State Hotel Tax-This value represents the out of state Hotel tax only,for a traveler that is traveling out of their State of Official Residence or Official workstation.
- Out of State Meal (Breakfast, Lunch, Dinner)-This value represents the daily Per Diem rate for meals. Daily Per Diem rates apply separately for breakfast, lunch, and dinner for each day.
Are you traveling in the State of Washington?
To find this information please go to contact your local Human Resources Department.
Select Expense Type-"In State"
Because you are traveling further than 50 miles from your Official Residence or Official Workstation you will select the travel expense types of "In State(WA)".
Expense Types that are "In State"
- In State Airline- This value represents the traveler's Official Residence and Official Workstation being in Washington State, and flying in state.
- In State Hotel Per Diem-This value represents the daily hotel room rate only.
- In State Hotel Misc- This value represents a miscellaneous expenses from an in-state hotel stay, excluding the per-night fee and taxes associated with the room.
- In State Hotel Tax- This value represents hotel tax only.
- In State Hotel OverPerDiem- This value represents a hotel that exceeds the Per Diem rate.
- In State Meal Per Diem (Breakfast, Lunch, Dinner)- This value represents the daily Per Diem rate for meals. Daily Per Diem rates apply separately for breakfast, lunch, and dinner for each day.
Where are you Traveling to?
Select Expense Type-"Out of State"
You are a traveling outside of Washington State you will select the travel expense types of "Out of State". British Columbia, Canada is not considered International by the Office of Financial Management (OFM).
Expense Types that are "Out of State"
- Out of State Airline-This value represents the out of state Airline expense, for a traveler that is traveling out of their State of Official Residence or Official workstation.
- Out of State Hotel Per Diem-This value represents the out of state daily Hotel rate only, for a traveler that is traveling out of their State of Official Residence or Official workstation.
- Out of State Hotel OverPerDiem-This value represents the out of state daily hotel room rates that exceeds the Per Diem rate, for a traveler that is traveling out of their State of Official Residence or Official workstation.
- Out of State Hotel Tax-This value represents the out of state Hotel tax only,for a traveler that is traveling out of their State of Official Residence or Official workstation.
- Out of State Meal Per Diem (Breakfast, Lunch, Dinner)- This value represents the daily Per Diem rate for meals. Daily Per Diem rates apply separately for breakfast, lunch, and dinner for each day.
Select Expense Type-"Out of State"
You are an Official resident of Washington State and you are traveling outside of Washington State you will select the travel expense types of "Out of State".
Expense Types that are "Out of State"
- Out of State Airline-This value represents the out of state Airline expense, for a traveler that is traveling out of their State of Official Residence or Official workstation.
- Out of State Hotel Per Diem-This value represents the out of state daily Hotel rate only, for a traveler that is traveling out of their State of Official Residence or Official workstation.
- Out of State Hotel OverPerDiem-This value represents the out of state daily hotel room rates that exceeds the Per Diem rate, for a traveler that is traveling out of their State of Official Residence or Official workstation.
- Out of State Hotel Tax-This value represents the out of state Hotel tax only,for a traveler that is traveling out of their State of Official Residence or Official workstation.
- Out of State Meal Per Diem (Breakfast, Lunch, Dinner)- This value represents the daily Per Diem rate for meals. Daily Per Diem rates apply separately for breakfast, lunch, and dinner for each day.
- Out of State Meals Stu Group-This value represents the daily Per Diem meal total for student(s) when traveling out of state from the college.
Select Expense Type- "Hawaii"
According to the Office of Financial Management (OFM), travel to Hawaii, Puerto Rico, Guam, and other U.S. territories is classified as international travel for reimbursement purposes. However, travel to British Columbia, Canada, is not considered international under OFM guidelines.
Going to Hawaii please select the Expense Types that are "Hawaii"
- Hawaii Airline-This value represents the airline cost when traveling outside of the United States or when traveling to Hawaii.
- Hawaii Hotel- This value represents the Hotel cost when staying outside of the United States.
- Hawaii Hotel Per Diem- This value represents the daily hotel room rates when staying in Hawaii.
- Hawaii Hotel Misc-This value represents miscellaneous expenses from an Int'l or Hawaii hotel stay, excluding the per-night fee and taxes associated with the room.
- Hawaii Hotel Tax-This value represents the hotel taxes only when staying outside of the United States or when staying in Hawaii.
- Hawaii Hotel OverPerDiem-This value represents the daily hotel room rates for Hawaii that exceeds the Per Diem rate.
- Hawaii Meal (Breakfast, Lunch, and Dinner)- This value represents the daily Per Diem rate for meals. Daily Per Diem rates apply separately for breakfast, lunch, and dinner for each day.
Going to Puerto Rico, Guam or an International location please select the Expense Types that are "International"
- International Airline-This value represents the airline cost when traveling any place classified as International.
- International Hotel- This value represents the Hotel cost when staying any place classified as International.
- International Hotel Per Diem- This value represents the daily hotel room rates when staying any place classified as International.
- International Hotel Misc-This value represents miscellaneous expenses from a place classified as International, excluding the per-night fee and taxes associated with the room.
- International Hotel Tax-This value represents the hotel taxes only when staying any place classified as International.
- International Hotel OverPerDiem-This value represents the daily hotel room rates for any place classified as International that exceeds the Per Diem rate.
- International Meals- This value represents the daily Per Diem rate for meals in a place classified as International. Daily Per Diem rates apply separately for breakfast, lunch, and dinner for each day.
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