No, reimbursements for items paid via gift card are not reimbursable expenses.

Please see policy excepts here regarding paying and requesting reimbursement with Gift Cards.

https://www.accounting.uci.edu/ap/supporting-docs/index.php

Reimbursements will not be allowed for purchases made by gift card, reward points, prepaid vendor-specific cards (copy card, phone cards, etc.), gift certificates, etc. If proof of payment of the non-cash method can be provided, such as the receipt for a gift card purchase that can be included in the request to supplement the other receipts.

https://ucipolicy.ellucid.com/documents/view/87/?security=afbe736de4d9b52b5a20db313359b527897cf27e

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d. Reimbursement for travel paid for with gift cards will not be approved. 

You will need an airfare comparison if:

• You are including personal travel in your trip (ex: visitng family or staying longer to explore the city)

• If your flight does not depart/arrive out of one of the approved airports listed below, you will need to run an airfare comparison using SNA airport as the departing/return airport.

  • SNA

  • LAX

  • SAN (only allowed for payee's living near San Diego)

• If attending a conference or business meeting and planning to arrive earlier or leave later than what is allowed:

  • For domestic trips: You are allowed to travel 1 day before the conference start date and 1 day after the conference end date 

  • For international trips: You are allowed to travel 2 days before the conference start date and 1 day after the conference end date

If your trip does not meet these guidlines, please run an airfare comparison.

No. When flying internationally and charging the expense to a federal award, travelers must be in compliance with the Fly America Act which requires air travel on U.S. flag air carriers. While some exceptions (e.g., code sharing, open skies agreements), adherence to this policy will ensure that your airfare cost can be reimbursed. For information about the Fly America Act, see: https://accounting.uci.edu/ap/travel/book/fly-america.php and https://accounting.uci.edu/cg/post-award/direct-costs/travel.php. If you're not sure if this applies to your situation, please contact the department admin office for guidance before purchasing your airfare.

• Airfare 

• Lodging ($333/night max for domestic travel)

• Registration Fees

• Membership Fees

• Ground Transportation Fees (complete a mileage log for personal vehicles, gas receipts are accepted for rental cars only)

• Car Rental (must include miles in/out)

• Parking (must include parking dates)

• Meals (Receipts under $75 USD are no longer required) Meals must be listed out by date and total being claimed;

  • • •  11/12/2024: $11.95 USD

      •  11/12/2024: $19.55 USD

      •  11/12/2024: $25.93 USD

• Other (ex: Abstract Fee, Baggage Handling, Wifi, Poster Printing)

• Gas (can only be claimed if the vehicle used was a rental)

UCI Employees are the only ones who can create a TEM profile to receive their reimbursement payment via direct deposit. Here are instructions to create your TEM profile: https://accounting.uci.edu/travel/before/tem-profile.html

Please note the following:

• Make sure you are on VPN if you are not on campus when creating your TEM profile

• Make sure to list myself, MyLee (myleer), Karen (ktvan1), Christa (cmellina) and Clara (clara) as TEM arrangers. UCINetIDs are included to make it easier to search for us. 

• Once you've done this, make sure to send MyLee an email letting her know. It can take a few minutes/hour to get in place, and it needs to be in place in order to process out the payments.

Yes, but you'll need to conduct an airfare comparison. Please click here for more instructions.

Yes, but please be aware that if the cost of Mileage exceeds the cost of flying to the business destination, we will reimburse you based off of the cheapest airline ticket only by running an airfare comparison. 

No, gas receipts can only be claimed if the vehicle was a rental. Gas receipts cannot be claimed for personal vehicles. Payee's seeking reimbursement for driving their personal vehicle will need to complete a Mileage Log and submit a copy of it with their Travel Reimbursement Request Form.

Yes, gas receipts can be claimed for rental cars only. Please provide a copy of the paid receipt with all other receipts and submit for reimbursement using the Travel Reimbursement Request Form.

No, this is against policy. If you paid for someone else's meals or lodging they will need to reimburse you (Venmo, Zelle, PayPal etc) and request their own reimbursement request. The only time this is allowed is if the PI requests approval to act as "group leader" from the Dean prior to the the trip/conference. 

The PI will need to email the Dean, Bill Maurer (wmmaurer@uci.edu), and cc: myleer@uci.edu, clara@uci.edu and fhom@uci.edu.  Please include the following information in your email to the dean:

(1) details of the trip (date, location, conference, etc), (2) who is traveling with the Professor (whose expenses you are paying), (3) dates of travel, (4) business justification of travel.

Here's a policy excerpt for allowing someone to act as group leader and pay the travel expenses for others:

Payment of Expenses on Behalf of Others

University travelers normally shall not be reimbursed for expenses paid on behalf of other persons; however, limited exceptions are permitted (see Section V.H.2.f) such as in the case of co-travelers who are sharing a room.

Exceptions to this rule, such as supervised group trips, must be approved in advance. (See Section V.E.4., Payment of Group Subsistence Expenses, for more information.)

• Daily Meal Maximum: $92/Day

• Daily Lodging Maximum: $333/Night before taxes and fees

For more information

In order to determine the daily maximum for the destination you're traveling to, click here.

You'll need to search the name of the country you're traveling to and then search for the city you'll be in.

If your destination city is not listed we will use the rates under "Other"

Be sure to save a PDF copy of for your records.

• Supplies and materials (books, pens, printer ink etc)

• Refreshments for Human Subject Participants

• Invoices for services (Journal publishing fees, lab services etc)

Complete the Purchase Order Request Form Here

No, please email Computing Services (sscs@uci.edu) to place the order. They will ensure that the software is up to UCI standards.

Yes, as long as you've obtained approval from the university prior to your event.

Submit an UCI Alcohol Request Form (20 business days in advance) of your event date.

• Download a copy of the form below for completion

• email a copy of the form to myleer@uci.edu to obtain the dean's approval

• mylee will send the completed permit to food@uci.edu for approval

• you will receive a copy of the approved permit, save it, and upload it as backup documentation when you complete an entertainment request form.

LINK TO DOWNLOAD ALCOHOL REQUEST FORM

• Breakfast: $31/per person

• Lunch: $54/per person

• Dinner: $94/per person

• Light Refreshments: $22/per person

For more information

Yes, you are allowed to open two advances with the same protocol and same PI in our system. But, these two open advances cannot be under the same KFS account.

Please send an email to Candy Tan (tsec@uci.edu) letting her know that you'd like to request an extension. CC: MyLee (myleer@uci.edu) on your email to Candy and be sure to attach a copy of the IRB Letter of Approval.  

Please complete an HS Reimbursement Request Form for your out-of-pocket expenses only. If the Cash Advance was for $3,200 but the HS Study cost $3,400 total, request for your $200 paid out-of-pocket only. Please make note of that when filling out the form. Be sure to include the following documents for upload:

1. Cert Form of Anonymous Payments to Participants

2. Paid Receipts (For the entire study, receipts paid with Cash Advance money and receipts paid by you) Please be sure to make note what receipts were paid by you with proof of payment

3. IRB Letter of Approval or Self-Exempt Determination Letter

4. Original Cash Advance Request Form