Accounting Office

General

Connexxus

Reporting Travel Expenses

  • When are trip expense reports / reimbursement requests due?

    Per UC policy, expense reports must be submitted within 45 days after the end of the trip. When a trip lasts more than 90 days, a quarterly report is required. Payments of reimbursement requests submitted after 45 days may be reported as taxable income or may not be paid at all, considering the circumstances and funding sources. A trip expense report must be submitted even if no reimbursement is due the traveler (i.e., when the only expense is direct billed airfare).

  • Who can approve an exception?

    Exceptions are rare and could introduce risks to other aspects of the travel program. Only individuals with the delegated authority may consider and grant exceptions.

Documentation/Receipts

  • When do I need a receipt?

    Receipts are required for registration fees, airfare, lodging, and car rental expenses regardless of the amount. Approvers will review the receipts to ensure the traveler paid for the expense and that non-business related charges (i.e., hotel spa services, child car seat rental, etc.) are not included. Receipts are also required for any expense of $75 or more. Auditors expect to see receipts to support the payment of a business expense; if a payment is not proven to be business related, it may be disallowed and, as a result, taxable. It is always in the traveler’s best interest to keep records of expenses incurred and reimbursed.

  • Is a credit card statement an acceptable receipt?

    A valid receipt will show specifics about the purchase – what was purchased, when, where, the amount, and proof of payment. Generally, the person making the purchase possesses the receipt, which substantiates who should be reimbursed. For airfare, hotel and car rental, a detailed receipt is required, (duplicate receipts can usually be obtained from the merchant) though a credit card statement may be requested as evidence of who paid for the expense. A receipt is also needed for conference registration fees and when any single expense is more than $75. If a detailed receipt is not available for these types of expenses, but the traveler’s credit card statement documents the purchase, the traveler should provide a copy of the credit card statement as proof of payment along with a written explanation (DME) in lieu of a receipt citing what was purchased, when, where, and why a receipt cannot be provided.

Allowable Expenses

  • Can I be reimbursed for ancillary fees charged by airlines?

     The UC Travel policy, Business and Finance Bulletin G-28 (BFB G-28) allows campus chancellors to establish local policy on ancillary travel charges. Effective October 1, 2018, ancillary travel charges are eligible for reimbursement as follows: 

    Reimbursable with department approval as part of uniform and routine travel expenses. 
    Receipts are required for charges in excess of $75: 

    • Standard checked baggage fees up to 2 bags 
    •  Carry-on baggage fees up to 2 bags 
    • Seat selection charges-cannot exceed $30. Does not include seat upgrades. 

    Reimbursable with department head approval and a written explanation of the business purpose. Receipts are required for charges in excess of $75: 

    • Non-standard check baggage fees 
    •  Wi-Fi services 
    • Seat selection charges in excess of $30. Does not include seat upgrades. 

    Reimbursable with Exceptional Organizational Unit Head (e.g. Dean, Vice Chancellor) Approval and a written justification of the business need. 
    Receipts are required for these charges: 

    • Early Bird Check-in or priority boarding 
    •  Seat Upgrade to Economy Plus/Extra Comfort within the economy class airfare or similar -- excludes Business or First Class airfares (see BFB G-28 for policy requirements on business or first class airfares) 
       
  • I am attending a two-day conference. Can I be reimbursed for a hotel room to save commuting time from my home?

    While it may save time, UC policy is to reimburse only when the location is more than 40 miles from the traveler’s home or place of work.

  • Can I book a bundled travel package?

    Often these ‘deals’ appear to be a cost savings. However, the documentation and receipts typically do not itemize what is included in the purchase price, so the ‘receipts’ are insufficient per IRS rules for substantiating the business-related nature of what is being paid for. Unless the traveler confirms with the package provider that an itemized receipt for all included expenses (airfare, hotel, car rental, etc.) will be provided, it is best to avoid purchasing a package. Insufficient documentation could result in denial of reimbursement.

  • What is the maximum I can spend for meals and lodging?

    As good stewards of the university’s limited resources, travelers usually are looking to spend the least amount possible. However, circumstances may arise when the traveler is concerned about exceeding a maximum – crossing a line between reasonable and extravagant. The travel policy establishes daily expense maximums based on the US Department of State’s per diem rates for a particular destination. Further limitations may be applied by funding sources or departmental budgets. Exceptions may be considered with justification, but should not be presumed. Different limits apply to trips lasting more than 30 days.

    Location Maximum Meals & Incidentals Maximum Lodging
    Continental US – 25 hours to 30 days $62 per day $275 per day (excluding taxes and fees)
    International and off-shore US State Dept rate Up to 300% of State Dept rate


     

  • I enjoy the amenities that come with a business-class or first-class seat. Will I be reimbursed if I purchase a higher-class ticket?

    In keeping with UC’s policy to travel by the most reasonable and economical means, purchasing a business-class or first-class seat instead of coach/economy is usually not permitted. If you choose to purchase a higher-class seat, you should document the price for coach-class and expect to pay for the upgrade using personal funds. Policy does allow for some special circumstances that must be documented for reimbursement. Exceptions outside of these special circumstances will require additional justification and approval.

  • Can I use emerging market services like Uber, Lyft, AirBnB?

    UC has partnered with Uber and AirBnB.  Uber for UC and AirBnB for UC is now a preferred travel option.  Travelers are expected to give full consideration to the costs of these services as compared to more traditional providers. If the costs are out of line with ordinary and customary comparables, the traveler may be expected to provide a business justification or be reimbursed based on the lower cost alternative.

  • I prefer to drive rather than fly. Will I be reimbursed for the mileage?

    The basic expectation is that you will get to your business destination using the most economical and reasonable method.


    If most people would drive the distance, then you may claim mileage with no further explanation. However, if most people would fly and you are choosing to drive for personal reasons (i.e., sightseeing, stopping off to visit friends, taking family along, etc.), you should expect to be reimbursed the lesser of mileage based on the most direct route or an amount equal to the cost of flying coach/economy with advance booking. If you are driving for business reasons (i.e., transporting large boxes of research equipment), then provide a written statement explaining the circumstances.
     

  • Can I receive reimbursement for extra fees charged by hotels?

    The university will reimburse you for mandatory fees assessed by hotels, such as a resort fee or charge for valet parking. An explanation that the fee was not discretionary should be included on the expense report.

  • I am going on a trip for business purposes, but would like to include some personal time while I’m there. What are the guidelines for combining business and personal travel?
    1. It is expected that university travelers can judge when they are on business and when they are on personal time and that they will claim expenses in an honest and ethical manner.
       
    2. When booking flights, document the cost of airfare as if you were just going for business and the cost for the extended time.  You should claim reimbursement for the lesser of the two.
       
    3.   If any personal time is included, you may not charge the airfare to the university using a Direct Bill ID. You must purchase the tickets using personal funds and request reimbursement, if applicable.
       
    4.  If traveling within the U.S. and the purpose of the trip is business, but you take a side trip for pleasure, you may not be reimbursed for any expenses related to the side trip or the extended stay.  If the trip is primarily personal (for example, you’re on vacation) but you attend to business while at the location, you can claim any expenses related to the business, but you cannot be reimbursed for transportation to the location.
       
    5. When traveling internationally, a trip must meet one of the following tests in order to be defined as entirely business:
      1.  The traveler did not have control over arranging the trip
      2.  Vacation was not a major consideration
      3. Travel was outside the U.S. seven consecutive days or less
      4.  If more than seven days, less than 25% time was spent on personal activities.
      5. If the trip is ‘primarily personal,’ airfare/transportation will not be reimbursed.  Only expenses for days when business was conducted will be paid.
         
    6.  If family members are traveling with you, document and claim the cost for car rental, lodging, and meals as if you were traveling alone.  The university will not pay for any incremental costs associated with personal traveling companions. (Note: Different rules apply for moving/relocation)
       
    7.   Airport parking will be paid only for business-related days.
       
    8.  If taking a side trip for personal activities, document and claim the costs for the direct route related to the business purpose of the trip.