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Business Office - Travel
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Please refer to the complete University Policies, Procedures and Information available at:
http://www.ucop.edu/ucophome/policies/bfb/g28.pdf.
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Summary of Travel Reimbursement Procedures
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To Do
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- Complete a new Professional Activity Reimbursement Form with ALL trip expenses (including any amount already reimbursed as an advance)
- Submit Professional Activity Reimbursement Form and all backup documents (original receipts, conference itinerary, airline tickets, etc.) to the Business Office within 10 business days of returning from trip.
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Travel Guidelines
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Acceptable travel backup documents:
Original receipts that show the method of payment are required for the following:
- Airfare: original passenger receipt (e-ticket email confirmation acceptable) and document showing the airline ticket number (13-digit number)
- Lodging: itemized checkout statement showing form of payment
- Car Rental: original receipt showing rental contract number and mileage in and out
- Registration Fee: conference agenda, itemized receipt, or other supporting documentation including conference schedule
- Meals: log or receipts (original receipts required if a receipt exceeds $75)
- Local/Non-Local Transportation (taxi, shuttles, etc.): log or receipts over $75
- Miscellaneous: parking, tips, internet, etc.
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Internet Travel Packages NOT Allowed if breakdown of charges is not included (e.g., Expedia, Travelocity, etc.):
Reimbursement of these packages is not allowed unless they provide a breakdown of the charges. If you are interested in obtaining a travel package, but are not sure if the vendor will provide a breakdown of the expenses, inquire with the vendor prior to purchase. You may need to call the vendor to obtain this information.
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Lodging/Hotel Agreements:
If you need to find lodging for visitors to the University several local hotels offer special negotiated University rates. You may find a list of Orange County hotels with these agreements through this link - Hotels.
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Car Rental Agreements:
The University has rental car agreements with Alamo, Avis, Budget, Hertz and National that allow University travelers to receive good rates and free liability insurance when renting a vehicle. To obtain contracted rates, you need to reference the University's corporate ID number when placing reservations (see http://snap.uci.edu/viewXmlFile.jsp?resourceID=245 for proper procedures and information). The traveler is responsible for obtaining liability insurance when renting a vehicle from a company other than the ones listed.
- Rental Car Companies with UC Contracts:
- Alamo Rent-a-Car
- Avis Rent-a-Car System
- Budget Rent-a-Car Corporation
- Hertz Corporation
- National Car Rental System
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Per Diem for Domestic Travel:
| Lodging |
$200 per day maximum within the continental United States |
| Meals & Incidentals |
$ 64 per day for trips longer than 24 hours in length
| Breakfast |
$12 per day |
| Lunch |
$18 per day |
| Dinner |
$31 per day |
| Incidentals |
$ 3 per day |
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Per Diem for Foreign Travel:
Rates may be obtained by contacting the Business Office or via the web at: http://aoprals.state.gov/content.asp?content_id=184&menu_id=78.
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Currency Conversion Resource:
Oanda.com - The Currency Site.
http://www.oanda.com/convert/classic
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Business-related Entertainment/Meals:
A business meal differs from a Per Diem meal in that the traveler is having a business meeting during the meal and is serving as host by paying for the food/beverages of other attendees. Such meetings must have a business purpose in accordance with the UC Policy, BUS-79, on Expenditures for Business Meetings, Entertainment, and Other Occasions. Reimbursement requires submission of a list of attendees, an itemized receipt, and statement of business purpose. University policy allows such meals to be reimbursed at entertainment rates as follows:
| Breakfast |
$26 per person |
| Lunch |
$38 per person |
| Dinner |
$64 per person |
| Refreshments |
$17 per person |
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Mileage:
When private vehicles are used on Official University Business, the traveler is required to have adequate liability insurance coverage in order to be reimbursed for Private Car Mileage.
It is not necessary to provide proof of said insurance, but the traveler's insurance must meet University standards.
Please refer to Vehicle Use & Insurance at the University of California and
to UC Business & Finance Bulletin Page 20, Section D for further information.
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University of California Traveler Insurance Coverage:
UC employees who travel on official University business are eligible to be covered for a wide variety of accidents and incidents while away from campus. This coverage is automatic for trips within California. However,
to be eligible for coverage during business trips out of state and to foreign countries, an online Traveler Insurance Form
must be completed to register your trip in advance of the travel.
This insurance provides protection to Regents, Faculty, Staff, or any person designated by UC while traveling at the direction and approval of UC. Coverage can also be provided to a spouse/domestic
partner and dependents(s) when traveling with them.
For complete details about this insurance, please visit UCOP's Traveler Insurance website at: http://www.uctrips-insurance.org/
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Reimbursement to non-U.S. Citizens:
Copy of I-94 and passport showing appropriate visa stamps are required. It is also necessary to have traveler complete a "Certification of Academic Activity" form if on a B-1, B-2, WT or WB visa.
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