Travel & Lodging Information

Please submit your reimbursement request within 45 days of your trip.

Unfortunately, claims received after 90 days cannot be processed.

Details and instructions are available on the After Your Visit page.

Receipts are required for all reimbursements.

Itemized receipts must show proof of payment (amount, date, and method).

Digital and scanned receipts are acceptable.

If a receipt has been lost or is unavailable, please contact the department staff for guidance before submitting your claim.

✈️ Air Travel

• Airfare may be reimbursed only when funding is available from a faculty host or for recruitment visits. 

• Reimbursement is limited to coach or economy class fares. 

• Travelers must provide a paid receipt, not just an itinerary. 

• Closest airports: San Jose (SJC) and San Francisco (SFO). 

• Book flights well in advance (ideally 3–8 weeks) to ensure lower fares

• Bundled travel packages (air + hotel) are reimbursable only if airfare and lodging are itemized separately. 

• Business or first-class fares may be approved only when medically necessary, when no lower-cost options exist, or when coach travel would cause significant additional delay or cost (documentation required). Business or first-class is the only service offered between two points. The use of coach class would be more expensive or time consuming, e.g., if due to scheduling difficulties, traveling by air coach would require an unnecessary hotel expense, circuitous routing, or an unduly long layover. An itinerary involves overnight travel without an opportunity for normal rest before the commencement of working hours. The use of business or first-class travel is necessary to reasonably accommodate a disability or medical need. (Disability/Medical reason must be kept on file within the divisional business office and noted as 'On File' on the Post Travel form). 

Priority boarding or early check-in charges are/will be reimbursed only under the same conditions that apply in the previous four conditions.

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

🧳 Combining Business and Personal Travel

• If your trip includes both business and personal travel, prepare a cost comparison at the time of booking.

• Compare the fare for direct business travel with the fare that includes personal segments.

• For non-UC travelers, use a flight comparison tool (e.g., Google Flights) that shows multiple airline options.

• Run the comparison on the same day you purchase your ticket, and submit it with your airfare receipt for reimbursement.

• For more details and an example, see Cost Comparison Guidelines.
  
  

The department arranges lodging for visiting speakers, typically at the Santa Cruz Mission Inn, located just a few minutes from campus.

• The Mission Inn offers complimentary parking, Wi-Fi, and breakfast, and is conveniently situated near dining options and transit routes to UC Santa Cruz.

• If you prefer to book your own hotel, please let us know if you plan to request reimbursement. 

• Reimbursement is limited to a maximum of two nights, up to $200–$300 per night. 

• Additional lodging costs may be covered only if a faculty host provides funding.

Check-in: 3:00 p.m.  Check-out: 11:00 a.m.

• When renting a car, please select an economy, compact, or mid-size vehicle. 

• Insurance or pre-paid fuel purchased through the rental company is not reimbursable. You may choose to purchase these options for convenience, but any related costs will be at your own expense.

• The department will reimburse you for fuel costs. Please provide an itemized receipt. 

Electric vehicles (EVs) are reimbursable as long as the total cost is not significantly higher than a comparable conventional car (up to an intermediate-sized vehicle).  UCSC encourages sustainable and cost-effective travel choices.

🚕 Ground Transportation

• Reimbursable: transportation to your local airport, airport parking, rental cars, ride-hail (Uber, Lyft, etc.), public transit, and the Santa Cruz Airporter shuttle service.

• All expenses require itemized receipts showing payment. 

• Ride-hail services (Uber/Lyft)  are often the easiest and most affordable option—especially if you prefer not to drive Highway 17.

• Public transit (BART, CalTrain, bus) is recommended for travelers from the Bay Area; you can connect through San Jose to reach Santa Cruz.

• Personal vehicles: reimbursement by mileage (attach a Google Map of the distance traveled).

🍽️ Meals & Incidentals

• Meal expenses are reimbursed up to the UC daily maximum rate (includes food, beverage, tax, and gratuity).
  🔗 View current UC meal and incidental reimbursement rates. 

• Overnight stay required: reimbursement for personal meals applies only if your visit includes at least one overnight stay. 

• Tips may not exceed 25% of the pre-tax meal total, including any mandatory gratuity. 

• Alcohol is not reimbursable; please mark any alcohol charges on receipts so they can be excluded. 

• Department-hosted meals (such as a dinner or lunch on the day of your talk) are covered internally—no out-of-pocket payment required.

• Most visitors will be hosted for one department meal during their stay.

• Please submit itemized receipts for reimbursement