Travel

Key Tips for UCSC Travelers: https://financial.ucsc.edu/Pages/Travel_Keys.aspx

Contact travelhelp@ucsc.edu with any questions about UCSC travel. 

Complete and detailed policies may be found here:  https://financial.ucsc.edu/pages/travel_guide.aspx

• If you plan on being reimbursed frequently for travel charges please consider obtaining a CTE Card. The reimbursement process for travel is painful. Financial Affairs is working on a replacement system that will streamline the process and be less vexatious. 

• Ensure a trouble-free expense reimbursement by using the most practical and economical means available to achieve your travel objective. Your reimbursement will be called into question and delayed if any expenses are seen as not "practical and economical".

• How do I? Please refer to the sub-page to find out ways to be reimbursed and pay for travel.

• Travelers and travel arrangers should book coach or economy class airfare (see Business/First Class exception)

• Seat Upgrades, Seat Selection Fees, and Refundable tickets are not allowable.

• Generally, allowable fees include: Baggage check-in, Lost ticket replacement,  if infrequently incurred, Re-ticketing and scheduling change, for a valid business reason

• To substantiate attendance at a formal meeting or conference, an agenda or documentation supporting the date and location of the event should be attached to the reimbursement request.

•  Travelers must reserve an economy or compact class car and note that UCSC cannot reimburse for insurance. Please save all itemized receipts.

• You may be able to rent a larger or different-sized vehicle if you have a documented disability or medical need.

• Ensure a speedy and full reimbursement by using Connexxus or a UC-Contracted agency to rent a car up to intermediate size

At the time of booking your travel, prepare an airfare cost analysis, comparing the cost of direct travel to the business destination, to the cost of mixed personal and business travel. A comparative is all available options at the time of booking (Employees should use Connexxus) so it is not a single airfare option vs. a mixed personal and business travel. The reasoning for a comparative taking into account all available options is that it provides a clear snapshot of the lowest cost airfare across multiple airlines. The comparative should be a print out of the query, not only the summary, showing the most economic and policy compliant flights available. Taking a business schedule into account is a consideration on the overall business only choice, but a small layover should not change the decision if there is a significant cost savings for the University. Being good stewards of UC funding requires the consideration of time, cost, and overall benefit to the UCSC's mission. For UC students, the use of Student Universe would be appropriate for the lowest cost option. For non-UC traveler's, the comparative should be drawn up from a website that collates available flights from as many airlines as possible such as Google Flights.

Please inquire with your budget financial analyst.

See the following sub-page for more details.

You must use the Oanda currency converter for expenses purchased in a non-USD currency. The Oanda site allows you to select the date of purchase and the according exchange rate. You have the option to “Print” the conversion and save as a PDF instead. You must include all PDFs of the Oanda currency conversion for each expense and include it as an attachment with your Post Travel form. 

• $333: For stays of less than 30 days, lodging expenses in the continental U.S. are limited to a daily rate of $333 excluding taxes and mandatory fees (effective 1/1/2024).

• When the traveler is unable to secure lodging at $333 per night or less, the traveler must submit additional documentation such as price comparisons within the proximity of the meeting location that supports the higher lodging rate incurred. The price comparisons should be performed at the time of booking.

• A traveler who is required to attend a conference where the prearranged conference lodging rate exceeds the $333 per night cap may stay at the conference hotel without exceptional approval or additional documentation.

• Reimbursement for overnight lodging will be allowed only if the traveler is at least forty miles from the headquarter location or home, whichever is closer.

• For local lodging in the Santa Cruz Area, if a traveler (or business unit) is unable to secure lodging at $333 per night or less, additional documentation such as a price comparison in a 5-7 mile radius of the meeting location must be created showing all available rooms (through Connexxus). Once the comparatives are created, a submission of the Travel Advance Request form and backup documentation should be sent to UCSC Financial Accounting & Reporting with a description of all variables so that our policy team can help facilitate the request for an Exception to Policy for Local Lodging in the Santa Cruz Area via the Chancellor's Office.

• Santa Cruz Area: For more information see the Hotels in the Santa Cruz Area step of the How to Buy Guide.

• International Lodging: Reimbursement rates are based on the duration of travel.

Travel is less than 30 days in one location:

Reimbursement is based on US Department of State Federal Maximum Travel Per Diem Allowance for Foreign Areas.

Travel is for 30 or more consecutive days in one location:

Reimbursement up to 100% of the US Department of State Federal Maximum Travel Per Diem Allowance for Foreign Areas.

You can find the link to information on allowable meal reimbursements while traveling here. Common policy issues we often see are as follows:

• Please stay under the $79/per day limit on meal expenses while traveling (see below for outside-of-U.S. rates)

• Make sure to save an itemized receipt for all meals 

• We cannot reimburse for alcohol. If you purchase alcohol you must purchase it on a separate receipt

• Do not pay for another person if you plan on being reimbursed and avoid splitting meals; please save your own itemized receipt

• Less than 24 hours without an overnight stay

  • M&IE is not reimbursable under any circumstance.

  • A meal expense incurred in connection with a business meeting while on travel status may be reimbursable. Refer to the Entertainment, Business Meeting, Other Events Expense Guide for more information.

• • Foreign Reimbursement Rates: Reimbursement rates are based on the duration of travel.

Travel is less than 30 days in one location:

Reimbursement is based on US Department of State Federal Maximum Travel Per Diem Allowance for Foreign Areas.

Travel is for 30 or more consecutive days in one location:

Reimbursement up to 100% of the US Department of State Federal Maximum Travel Per Diem Allowance for Foreign Areas.

Resource:  https://financial.ucsc.edu/Pages/travel_guide.aspx#trav_conocon

(Includes information on lodging for thirty or more consecutive days in one location)

We are able to reimburse the cost of long-term parking at your departure airport, parking at your hotel (if applicable), or other local parking expenses associated with your travel. In all cases, the most economical parking option should be used and receipts provided.

If you use your personal vehicle in lieu of airfare, you must provide a flight comparison as the lesser of the costs will be reimbursed. The current mileage reimbursement rate is 67¢ per mile. Record of an airfare quote (flight comparison) will need to be provided; please obtain the airfare quote prior to the departure of your trip for submission. Your personal automobile must be insured. UCSC reimburses for mileage and does not reimburse for fuel costs.

Expenses for transportation using a taxi, Uber, Lyft, or other ride share service can be reimbursed, as long as they are providing transportation to/from the airport, or to/from an event for UC business. Please provide detailed receipts.

Retain all required itemized receipts to submit with your travel reimbursement request. Electronic receipts are acceptable as long as the detail provided is sufficient to substantiate the expense.

Lost Receipts

For any expense that is missing the required receipt, approval of the item for reimbursement must be made by one of the following campus officials authorized to approve travel policy exceptions (called Exception to Policy or ETP):  

Check with your budget analyst.  The Division may approve an ETP.