FAQs
REIMBURSEMENT REQUEST
Can I request a reimbursement for an item paid for via gift card?
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.Â
TRAVEL
How do I create a TEM Profile in KFS to be reimbursed?
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.Â
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.
Can I still be reimbursed for airfare if I included personal travel dates in my business trip?
Yes, but you'll need to conduct an airfare comparison. Please click here for more instructions.
If the cost of flying is cheaper than driving, can I still drive?
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.Â
Can I claim a gas receipt if I drove my personal vehicle?
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.
Can I claim a gas receipt if I drove a rental car?
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.
What are the claimable items for travel reimbursement requests?
AirfareÂ
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
Parking
Meals (must be itemized, non-itemized receipts cannot be claimed for reimbursement)
Other (ex: Abstract Fee, Baggage Handling, Wifi, Poster Printing)
Gas (can only be claimed if the vehicle used was a rental)
Can I pay for someone else's meals and lodging fees?
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.Â
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.)
What are the daily lodging and meal maximums while traveling in the U.S.?
Daily Meal Maximum: $79/Day
Daily Lodging Maximum: $333/Night before taxes and fees
What are the daily lodging and meal maximums while traveling outside of the U.S.?
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.
PURCHASE ORDERS
What items can be ordered on a Purchase Order Request?
Supplies and materials (books, pens, printer ink etc)
Refreshments for Human Subject Participants
Invoices for services (Journal publishing fees, lab services etc)
Can I order a laptop using a Purchase Order Request Form?
No, please email Computing Services (sscs@uci.edu) to place the order. They will ensure that the software is up to UCI standards.
MEETINGS & EVENTS
Can I serve alcohol at my event?
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.
What are the meal expense maximums for meetings and entertainment requests?
Breakfast: $31/per person
Lunch: $54/per person
Dinner: $94/per person
Light Refreshments: $22/per person
CASH ADVANCES & CLOSE OUTS
Can I open two cash advances with the same IRB protocol at the same time?
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.
I have not tested all of my human subject participants but my Cash Advance is about to expire?
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. Â
After using the entire Cash Advance I still paid some of the human subjects out-of-pocket, how can I get reimbursed?
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:
Cert Form of Anonymous Payments to Participants
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
IRB Letter of Approval or Self-Exempt Determination Letter
Original Cash Advance Request Form