Airfare & Lodging Reimbursements
Report allowable airfare, airline fees, lodging, taxes, and mandatory fees on the Concur Expense Report. Retain detailed receipts and document any exception, personal travel, refund, or credit affecting the University’s cost. For purchasing and reservation requirements, use the Airfare and Lodging pages under Booking Travel.
Airfare reimbursement
| Expense | Reimbursement requirement |
|---|---|
| Airline ticket | Reimbursement is based on the most economical and reasonable itinerary that meets the approved business need. Attach the detailed receipt and itinerary. |
| Premium class | Business- or first-class airfare is allowed only under the circumstances and approvals specified in UC G-28. Attach the required justification and approval. |
| Ticket change or reissue fee | Explain the business reason for the change and attach the revised itinerary and receipt. Costs caused by personal changes are the traveler’s responsibility. |
| Canceled or unused ticket | Attach the cancellation confirmation and document the refund or future ticket credit. Reconcile the original University-paid transaction. |
| Personal travel included | Attach the business-only airfare comparison obtained at booking. Reimbursement is limited to the lower of the actual cost or allowable business-only cost. |
| Bundled reservation | The provider must separately itemize airfare, lodging, rental vehicle, and other components. A non-itemized package may not be reimbursable. |
Airline ancillary charges
UCR’s local ancillary-charge policy establishes different approval and documentation requirements. These ancillary provisions do not authorize business- or first-class airfare. Review UCR’s Local Travel Policy on Ancillary Charges
| Airline charge | Required approval | Documentation |
|---|---|---|
| Standard checked baggage, up to two bags | Department approval as a routine travel expense | Receipt when the individual charge exceeds $75 |
| Carry-on baggage, up to two bags | Department approval as a routine travel expense | Receipt when the individual charge exceeds $75 |
| Seat selection of $30 or less—not a seat upgrade | Department approval as a routine travel expense | Receipt when the individual charge exceeds $75 |
| Non-standard checked baggage | Department head approval | Written business purpose; receipt when the individual charge exceeds $75 |
| Wi-Fi | Department head approval | Written business purpose; receipt when the individual charge exceeds $75 |
| Seat selection exceeding $30—not a seat upgrade | Department head approval | Written business purpose; receipt when the individual charge exceeds $75 |
| Early Bird check-in or priority boarding | Exceptional Organizational Unit Head approval, such as a Dean or Vice Chancellor | Written business-need justification and receipt for any amount |
| Economy Plus, Extra Comfort, or a similar upgrade within economy | Exceptional Organizational Unit Head approval, such as a Dean or Vice Chancellor | Written business-need justification and receipt for any amount |
Lodging reimbursement
Rates and funding restrictions may change. Apply the rate and requirements in effect on the date of travel.
| Expense or situation | Reimbursement requirement |
|---|---|
| Standard lodging | Reimbursement is based on the actual and reasonable room cost. For travel within the continental United States lasting fewer than 30 days, the nightly room rate is limited to $333 before taxes and mandatory fees. |
| Rate above the lodging limit | Attach a written business justification and price comparisons for reasonable lodging near the business location obtained at the time of booking. |
| Official conference hotel | Attach conference documentation identifying the property as an official or designated conference hotel. |
| Taxes and mandatory fees | Allowable taxes and mandatory hotel fees may be reported separately from the nightly room rate. Identify a mandatory fee on the Expense Report when it is not clear from the folio. |
| Shared lodging | Identify the occupants, explain how the charge was divided, and ensure the same expense is not claimed on more than one report. |
| Personal companion or personal extension | Exclude additional room costs, added nights, resort activities, or other expenses caused by personal travel. |
| Alternative lodging | Provide an itemized receipt or agreement, proof of payment, business justification, and documentation sufficient to identify the allowable lodging cost. |
Required lodging documentation
A reservation confirmation or credit-card statement alone does not replace the final itemized folio. Attach the final itemized hotel folio, even when the reservation was prepaid. The folio should show:
- Traveler or guest name
- Property name and location
- Check-in and checkout dates
- Nightly room rate
- Taxes and mandatory fees
- Meals, parking, and other separately charged items
- Credits or adjustments
- Payment method and amount paid
Lodging charges that require separate review
Do not include personal charges such as movies, spa services, companion expenses, pet fees unrelated to University business, or additional personal nights. Meals, parking, internet, and other potentially allowable charges appearing on the hotel folio should be classified separately on the Expense Report rather than included in the room rate.
Missing airfare or lodging documentation
Request a duplicate receipt, itinerary, or final folio from the provider before using a missing-evidence declaration. If the merchant cannot provide a duplicate, follow the missing-documentation process and attach all available evidence.