Accounting Office

International Travel Reimbursements

International travel reimbursements are based on the destination, trip duration, eligible expenses, applicable federal travel allowances, and any restrictions imposed by the funding source. Before departure, complete the registration, risk, and export-control requirements described on the Before You Travel webpage.

Review the applicable reimbursement requirements

Foreign travel, travel to offshore U.S. locations, and long-term travel use destination-based allowances and additional requirements under UC G-28. Use the following pages for the detailed reimbursement rules:

Meals & Incidentals

Review the Meals & Incidentals page for:

  • Foreign and OCONUS meal and incidental rates
  • Partial travel-day calculations
  • Meals provided by a conference, hotel, airline, host, or registration fee
  • Long-term travel of 30 or more consecutive days in one location
  • Concur travel-allowance entries
  • Travel Card Per Diem Offset and Meal Cap/Per Diem Reduction requirements

Lodging

Review the Lodging page for:

  • Foreign and OCONUS lodging allowances
  • Long-term lodging
  • Final itemized lodging-receipt requirements
  • Lodging taxes and mandatory fees
  • Expenses above the applicable destination allowance
  • Required explanations, comparisons, and approvals

Funding sources or departments may impose lower limits or additional documentation requirements.

Using Concur for international travel

Foreign, OCONUS, and long-term travel require the Travel Allowance process in Concur. There is not a separate international Expense Report.

When preparing the Travel Expense Report:

  1. Create the report from the approved Pre-Trip Request.
  2. Build the complete itinerary using the departure and arrival locations, dates, and times. Concur uses the itinerary to calculate the applicable travel allowance.
  3. Exclude personal travel days and meals provided by a conference, hotel, airline, host, registration fee, or other source.
  4. Enter T&E Card charges for meals and incidentals using the Travel Card Per Diem Offset expense type so the traveler is not reimbursed for an amount already paid by the University.
  5. Use Meal Cap/Per Diem Reduction when eligible actual expenses are less than the allowance calculated by Concur.
  6. Retain documentation supporting any currency conversion used on the report.

The amount calculated by Concur is a maximum allowance, not an automatic reimbursement. Reimbursement cannot exceed the traveler’s eligible expenses.

Review the Travel Allowance – Expenses and Usage Guide

Currency conversion

Report international expenses in U.S. dollars and retain documentation supporting the conversion. Use the actual U.S.-dollar amount shown on the traveler’s T&E Card or personal card statement. For expenses paid in cash or when the statement does not show the converted amount, use a documented transaction exchange rate or the rate accepted by Concur.

Retain documentation showing:

  • Foreign amount
  • Currency
  • Transaction date
  • Exchange rate
  • U.S.-dollar amount

Do not separately claim a foreign-transaction fee when it is already included in the converted card charge.

Federally funded airfare reminder

International airfare charged to a federal grant or contract, including a federal flow-through award, must comply with the Fly America Act and applicable Open Skies Agreements. Airfare that does not comply and is not supported by an allowable documented exception cannot be reimbursed from federal funds. Another eligible non-federal funding source may be required.

Review the Federally Funded Travel and Fly America guidance on the Airfare page before purchasing the ticket.

Submit the Expense Report

Report eligible international expenses and applicable University-paid expenses in Concur. Exclude personal days, personal expenses, and meals provided without additional cost.

For general receipt, documentation, missing-evidence, and submission requirements, use the Prepare & Submit a Travel Expense Report page.