Business Travel Overview
University business travel includes travel by UCR faculty, staff, students, and hosted guests away from their official headquarters to conduct authorized University of California, Riverside business. Normal commuting between home and work is not reimbursable.
UCR travel follows a consistent lifecycle to support compliance with University policy, responsible use of University funds, traveler safety, and timely reimbursement.
Plan → Pre-Trip Approval → Book → Travel → Expense
Headquarters & Travel Status
Employees are generally on travel status when traveling away from their official headquarters on authorized University business. An employee's official headquarters is generally the primary location where they perform most of their University duties.
Normal commuting between an employee's residence and official headquarters is a personal expense and is not reimbursable. When traveling to a business destination, reimbursable mileage is generally calculated from the employee's residence or official headquarters, whichever is closer to the destination.
Steps in the Travel Process
| Step | What to Do |
|---|---|
| 1. Plan | Identify the business need, destination, travel dates, estimated costs, and any funding or travel requirements. |
| 2. Obtain Pre-Trip Approval | Complete a Pre-Trip Request in Concur and obtain required approvals before booking airfare and before travel begins. |
| 3. Book | Book airfare, lodging, rental vehicles, and other travel using University-preferred booking tools and suppliers whenever possible. |
| 4. Travel | Conduct authorized University business and retain required receipts and supporting documentation. |
| 5. Report Expenses | Submit a Concur Expense Report for reimbursable expenses and applicable University-paid expenses, with required documentation. |
| 6. Review & Approve | The department reviews the Expense Report for accuracy, funding, documentation, and policy compliance. |
Travel Policy Essentials
The following summarizes key requirements under UC and UCR travel policy and is not a substitute for the full policies.
Responsible Use of University Funds
University business travel must have a clear business purpose, and expenses must be reasonable, necessary, and directly related to University business.
The business purpose should provide enough information to establish who traveled, where and when the activity occurred, why the travel was necessary, and how it supported the University.
Expenses that are excessive, personal in nature, or unrelated to the business purpose are not reimbursable. Travelers should retain agendas or other supporting documentation when needed for audit or funding-source review.
Combining Business & Personal Travel
Personal travel may be combined with University business travel when the business and personal portions can be clearly distinguished and the personal travel does not result in additional cost to the University.
When personal travel affects the itinerary or cost, reimbursement is limited to the documented cost of business-only travel. Travelers are responsible for expenses associated with personal destinations, side trips, extended stays, and accompanying family members or other personal companions.
Paying for Others
Travelers are generally expected to pay for their own expenses and submit individual Expense Reports. Exceptions may include approved group travel, shared lodging, or department-arranged travel for guests and non-employees.
When one traveler pays an expense on behalf of another, the Expense Report must identify the individuals involved and provide appropriate documentation.
Related Policies & Resources
- UC Policy G-28: Travel Regulations
- UCR Travel Policies
- Concur Travel & Expense Roles
- Travel Training Resources