Travel

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.

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.

Complete, obtain appropriate approval signature and return the Domestic Travel Worksheet with original receipts* to Kim Taylor, 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.

Concur Expense Reimbursement

There is a maximum lodging reimbursement rate of $275 per night before taxes and mandatory hotel fees. Exceptions are allowed if a hotel rate at $275 or less is not available. The traveler must submit the lodging limit justification form along with price comparisons within the proximity of the meeting location that supports the higher lodging rate. The price comparisons should be performed at the time of booking. Pre-arranged conference lodging rates in excess of $275 per night do not require an exceptional approval.

Complete, obtain appropriate approval signature and return the Foreign Travel Worksheet with original receipts* to Kim Taylor, 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.

Important information when flying on federal funds. Please read the Fly America Act and Open Skies Agreements Guidance before purchasing your airfare.

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.

Concur Expense 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.

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.

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.

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 Kim Taylor, Travel Analyst.
• Login to Connexxus to reserve your flight through BCD, UCLA, Southwest, or SHORTs travel.
• Send the reservation e-mail to Kim Taylor, Travel Analyst.
• If you need assistance booking your flight via Connexxus, please contact Kim Taylor at 893-8078.

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 reservations made through Connexxus are automatically booked under the UC contract, at discounted rates with full insurance coverage included.

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.