How to Complete a Post-Travel Form

Updated July 24, 2019

THIS FORM MUST BE FILED WITHIN 45 DAYS OF TRAVEL

UCSC’s Guide to this form: https://financial.ucsc.edu/Pages/Forms_Help_Travel.aspx#right

Welcome to possibly the most confusing of the 3 major UCSC forms, the Post Travel Expense form. Like the others I will walk you through by section. However, as there are no numbered parts on this form we will be going counter clockwise starting from the top left.

You can find this form here: https://financial.ucsc.edu/Financial_Affairs_Forms/Post_Travel_Expense.pdf

NOTE: This form will not display properly until you have downloaded it and open it in Adobe Acrobat. Until you do this it will look like this:

204 Confirmation

Before going further than this step, be sure that you have submitted a 204 previously to this. UCSC will not process this form without one on file.

After you have done this, check the ‘204 Submitted or on file’ box

Personal Info

Put your personal information under Traveler’s Name/Email/Phone
Don’t put a campus mail stop, instead fill in your mailing address (on campus or otherwise)

Trip Information

For Trip Information I will be using our 2019 Kingsport Travel as an example. If using this form for a different trip, change the information accordingly.

Destination(s)
- Nashville, TN - Kingsport, TN - Gate City, VA
UC Business Purpose
- To compete in the 2019 Intl. MATE event
Departure Date + Time
- June 19, 2019
- 10:55am
Return Date + Time
- June 24, 2019
- 9:51pm

Description of Expense:

Before going beyond this point make sure you have all your receipts handy, be they physical or digital. They will need to be attached to this form.

This section looks intimidating but it’s fairly self explanatory.

List all dates of the trip
- Even if money was not spent one day
You can bundle items on the day they were paid
- So instead of putting daily charges for a rental car you can put them all on the first day (this is my current understanding)

Fund Information:

Fund - 56912

Organization - 444300

Leave everything else blank

You will fill in amount at the end

Payments by Traveler:

Only applicable if you are paying for a portion of your fare.

For the 2019 International MATE Event
- Put a note in the margin to the effect of “Traveller paying for $200 of expenses”
- Make sure the total reimbursement amount reflects the 200 less
- Put the final amount in the ‘Amount’ portion of the fund information

Affiliation:

UC Student
Check yes for US citizen (unless not the case)
Select ‘Not Applicable’ for Foreign Visa (unless not the case)
Santa Cruz is your UC Campus
Leave the entire ‘Form Prepared By’ section blank

Now you’ve done all the hard work for this form. There are still a few things to do before you can just wait for your money to appear in your bank account.

Print & Sign:

Print out this form
Sign and date the form at bottom left
Make sure you filled in the amount in the FOAPAL box!

Submitting:

Like the other forms there are a few different ways to do this. They are as follows and may change over time.

More will be added in the future

Let Ryan do the work (it’s what I deserve)
1. Scan your printed form and all receipts
2. Put them all into a Google Drive folder with the following name
  1. <CruzID>PostTravel<Name of first Destination-<MO/YR>
    1. For example - ‘rmeckel-PostTravel-Nashville-0619’
3. Share with rmeckel@ucsc.edu
4. DM me on Slack with the link
5. I will let you know when it has been submitted
6. Done!

If there’s something that is unclear in this document let me know on Slack and I will fix it.

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