Travel Updates
January 22, 2019
2019 Updates & Reminders
Ask questions before you book: If you are unsure of any part of your travel, please email the Finance Team at genomics.finance@ucsc.edu
Generally, please do not cover expenses for others. There are some accepted cases of shared lodging when using Airbnb. Please list other travelers names on the Folio.
It is best to get all travel pre-approved by your manager/PI.
Save all your receipts.
Submit Post Travels to GI Finance no later than 2 weeks after the last travel day. They must reach FAST within 45 days. Otherwise, reimbursement may become taxable income.
Flying international? All flights should be scheduled on a U.S. Flag Carrier. We must be in compliance with the Fly America Act, while having an understanding of the Open Skies Agreement and the City Pair Program. We are not able to reimburse air travel expenses that are not in compliance.
Some good news! The mileage rate was increased to 58¢ per mile effective 1/1/2019.
Here are updated Post Travel forms for your convenience:
Nov 27, 2018
Rental Car Codes
If you need to rent a car for business purposes, it is best to place the reservation through Connexxus, because the reservation will include insurance and a negotiated rate. In the event that you cannot book a rental car through Connexxus, please remember that UCSC Policy does not allow for additional insurance to be reimbursed. In order to avoid paying out of pocket, please use the appropriate CDP # when booking directly with the rental company. These numbers are listed here .
Airbnb is connecting with Connexxus
Airbnb is now a UC preferred accommodation option for business travel through Airbnb for Work. Here are some highlights:
You can link your UC email address to your existing Airbnb account
When booking through Connexxus, it automatically registers your trip with UCSC Travel Insurance
If you set the Airbnb search filter to 'For Work Trips', it will default to properties under $275/night to help you stay inline with UCSC Policy. But searches can also be modified when needed
Please log into Connexxus to read more, and also review "Airbnb for Work."
Lodging Rate Cap Info
August 13, 2018
The lodging rate cap will remain the same at $275 per night, plus taxes and fees. This Memo is to inform you that UCSC will strictly adhere to the rate cap, especially when it comes to local lodging. This is very important to know when booking lodging in the Santa Cruz area for anyone (visitors and employees). It is imperative that you do everything possible to avoid booking lodging that exceeds $275 a night.
If local lodging is booked that exceeds the lodging rate cap, Genomics Finance will have to ask for an Exception to Policy (ETP) from UCSC’s Associate Chancellor directly, to allow the traveler to be reimbursed the full amount. If ETP is not given, the traveler will only be reimbursed up to $275 per night, with associated taxes and fees. Which means, the traveler will be out of pocket for the remainder. We have been cautioned by the Director of Accounting Services to not exceed the rate cap for local lodging, as ETP approvals are highly unlikely for this situation.
For non-local travel, in the event that the rate cap is exceeded, at the time of booking you must save proof of hotel rates in the same area for the same length of stay, to show that cheaper options were not available.
Ways to avoid paying out of pocket: 1) Do not exceed the lodging rate cap. 2) Submit a Travel Advance Request. A Travel Advance Request (TAR), done no less than 3 weeks from the start of travel, will allow your lodging to be reviewed by Travel and Accounting for preapproval and in most cases we will not have to seek an ETP. You must still provide the lodging comparables when needed. 3) Book directly with hotels and avoid booking with third party vendors (i.e., Expedia, Booking.com, etc.) as they often do not provide itemized receipts that separate the rate, taxes, and other fees, which is required by UC policy. Airbnb is an acceptable alternative that is often cheaper and itemizes the receipt.
Also, if you have booked lodging at the same location as the conference/meeting, an ETP from the Associate Chancellor will not be required, but your conference agenda must show proof of the location address and it must match your hotel folio.
Managers, please make sure your direct reports are aware of this policy.
To read more on UCSC lodging policies, please go to: Travel Guide - Lodging
Questions or comments, please email: genomics.finance@ucsc.edu
UCSC Risk Services Department offers the following information for those traveling on University business
January 12, 2018
You are covered by travel insurance when traveling 100+ miles from home or headquarters. Travel Assistance Services Include:
• Emergency Medical Services
• Emergency Travel Services
• Travel Alerts and Advisories while traveling
• Security Evacuation Services
You will need to register your travel if it was not booked through the UC Travel Center. Accurate information on travel plans is needed in order to deliver the services and protections the travel insurance policy offers.
The UCSC Travel Brochure gives you a step by step guide to registering your travel and updating your emergency contact information. It also gives you important contact numbers if you have an emergency while traveling or need to make a claim.
The Guidelines for UCSC Students Traveling Abroad has resources and information tailored to students.
See the Risk Services Travel webpage for additional details. Questions about this program can be directed to the Risk Services Department.