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Travel

Welcome to the MSI Travel Unit

I hope you find the information and links in this page very useful. If you need further assistance or have questions please contact me.

Donna Dobis, Travel Unit Analyst 805-893-8078

donna.dobis@ucsb.edu

As MSI Travel Coordinator, my principal duties are:

  1. to process reimbursement of out-of-pocket expenses for MSI faculty, researchers, staff, and students for research trips and attendance at scientific meetings
  2. to process direct payment of:
    • registration
    • airfare
    • hotel (deposit only)
  3. to obtain travel advances for travelers
  4. to provide information regarding UC and funding agencies’ travel regulations and policies.

Travel Information

Please refer to the UCSB Travel Office website for additional information.

Please read the UC Travel Regulations (Policy G-28).

The travel reimbursement request must be submitted to the Accounting office within a reasonable amount of time, not to exceed 45 days after the end of a trip. In order to meet this deadline please turn in your travel reimbursement worksheet along with supporting documentation to the MSI travel analyst in a timely manner.

Travel Advance

You may request a travel advance for expenses incurred prior to a trip, which could include payments for yourself or to a vendor. You must submit original receipts for travel scheduled more than 30 days prior to the departure date. The Travel Advance Worksheet must be signed by the PI.

Please submit advance requests at least 15 business days before travel commences.

Clearing out an advance: Upon returning from your trip, please fill out the appropriate travel reimbursement worksheet. This form is required even if you don’t have additional expenses to report.

Domestic Travel Reimbursement

Complete, obtain appropriate approval signature and return the Domestic Travel Worksheet with original receipts* to Donna Dobis, Travel Analyst. There is no per diem rate for domestic travel less than 30 days. Please record your actual expenditures on the domestic travel worksheet. The domestic travel worksheet must be signed by the PI.

Meals are not reimbursed when the trip is less than 24 hours in duration except when there is an overnight stay. In this case, meals are reimbursable with proof of a lodging receipt.

Per diem can be claimed for travel to Alaska and Hawaii. The per diem rates can be found at the Defense Travel Management Office. Please use the Foreign Travel Worksheet for this type of reimbursement.

Declaration of Missing Evidence: If you are unable to locate original receipts for your trip, please complete a declaration of missing evidence form with an alternate proof of purchase (i.e. credit card statement showing payment).

*Receipts for all expenses for which you seek reimbursement are required including, but not limited to:

  • Airline Passenger Receipts**
  • Rental car receipts, rail ticket stubs, bus tickets
  • Local transportation receipts
  • Receipts for miscellaneous expenses (supplies)
  • Hotel receipts (must be itemized to show nightly rates, applicable taxes, etc.)
  • Conference Registration Receipts

 

**When traveling using federal funds you must comply with the Fly America Act.

U.S. carriers shall be used for all travel reimbursed from federal contracts or grants. Please reference the Fly America Act. webpage for a list of exceptions.

Foreign Travel Reimbursement

Complete, obtain appropriate approval signature and return the Foreign Travel Worksheet with original receipts* to Donna Dobis, Travel Analyst. Please refer to the Department of State website for foreign per diem rate maximums. The foreign travel worksheet must be signed by the PI.

When calculating a currency conversion, the date of the expense must match the currency conversion date. You may refer to the Oanda currency converter

Declaration of Missing Evidence: If you are unable to locate original receipts for your trip, please complete a declaration of missing evidence form with an alternate proof of purchase (i.e. credit card statement showing payment).

*Receipts for all expenses for which you seek reimbursement are required including, but not limited to:

  • Airline Passenger Receipts**
  • Rental car receipts, rail ticket stubs, bus tickets
  • Local transportation receipts
  • Receipts for miscellaneous expenses (supplies)
  • Hotel receipts (must be itemized to show nightly rates, applicable taxes, etc.)
  • Conference Registration Receipts

 

**When traveling using federal funds you must comply with the Fly America Act.

U.S. carriers shall be used for all travel reimbursed from federal contracts or grants. Please reference the Fly America Act. webpage for a list of exceptions.

Mileage Reimbursement

The Mileage Reimbursement Worksheet may be used when no other travel expenses are being claimed. The mileage worksheet must be signed by the PI.

Travel Packages

Reimbursement of travel packages through Expedia, Travelocity, etc. are only allowed if you can provide an itemized breakdown for the expenses (i.e. the exact amount charged for airfare, car rental, lodging, etc.). Travel packages should not be booked unless you have confirmed that each aspect of the package will be separately itemized.

If your itinerary will include personal time

Do you plan on taking personal time to explore a city while you’re away? If the purchased airfare is an indirect route and/or includes personal time, please print a quote that shows what the cost of airfare would have been for direct travel to the destination on the business dates.

Submit the quote in addition to your actual airfare receipt. The quote should be obtained and printed on the same date that you actually purchase your ticket.

Direct Billing to a Contract / Grant

Connexxus is an online travel booking system available to UC employees that provides discounted rates on car rentals, hotels and airfare. UCSB employees can easily log into the system using their UCSBnetID and password at the following link: Connexxus

If you would like to have the cost of your airfare directly billed to your contract/grant, please do the following:

  • Submit a completed and signed Travel Advance Request form to Donna Dobis, Travel Analyst.
  • Login to Connexxus to reserve your flight through BCD, UCLA, Southwest, or SHORTs travel.
  • Send the reservation e-mail to Donna Dobis, Travel Analyst.
  • If you need assistance booking your flight via Connexxus, please contact Donna Dobis at 893-8078.

Rental Car

In order to receive reduced rates that include insurance coverage, car rental reservations with Hertz, National and Enterprise need to be made under the UC contract number. If you do not use the UC contract, any additional insurance coverage you consent to is not a reimbursable expense.

Recommendation: Use Connexxus! Car rental reservationsmade through Connexxus are automatically booked under the UC contract, at discounted rates with full insurance coverage included.

 

Hertz National Enterprise
ContractID #72130

Reservations:

1-800-654-3131
ContractID #5400328

Reservations:

1-800-654-3131

ContractID #XZ32A01

Reservations:

1-800-654-3131

Business Travel Insurance

UC Business Travel Insurance provides additional coverage to UC employees traveling on official University business for emergency medical evacuation, out-of-country medical expenses, loss of personal effect, and security extraction.

If you book your travel through Connexxus, your travel will be automatically insured.

If you book your travel outside of Connexxus, you are required to register your out of state and foreign travel plans. Please register your trip.