The UCR travel process
University business travel includes authorized travel by UCR faculty, staff, students, and hosted guests away from their official headquarters to conduct University business. Normal commuting between home and work is a personal expense and is not reimbursable.
| Step | What happens |
|---|---|
| 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. Before you travel, confirm registration requirements, complete any necessary approvals, and ensure your travel arrangements are properly registered in UC Away. |
| 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
-
Clear business purpose
Travel must support a documented University business purpose. Expenses must be reasonable, necessary, appropriately approved, and directly related to that purpose. The documentation should explain who traveled, where and when the activity occurred, why the trip was necessary, and how it benefited UCR.
-
Combining business and personal travel
Personal travel may be combined with business travel only when the traveler clearly separates personal costs. Obtain a business-only comparison at the time of booking when personal dates, companions, destinations, or routing affect the itinerary. UCR pays no more than the allowable business-only cost.
-
Paying expenses for another traveler
Travelers generally pay their own expenses and normally shall not be reimbursed for expenses paid on behalf of others. Approved group travel, shared lodging, and department-arranged travel for guests may require another payment arrangement. Identify all travelers and explain any shared expense on the related Concur Expense Report.
-
Travel status and headquarters
Travel status is the period during which a traveler is traveling on official University business outside the vicinity of their official headquarters or residence.
An employee’s official headquarters is generally the primary University location associated with the performance of their duties. For employees who work remotely from home, the home work location is not generally considered the employee’s official headquarters unless it has been formally designated as such. In most cases, the employee’s primary campus work location remains the official headquarters for travel purposes.
When traveling to another business location, allowable mileage is generally based on the shorter distance from the employee’s residence or official headquarters.