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UCOP Graduate, Undergraduate and Equity Affairs administers travel for University of California students to facilitate their engagement with Regents meetings, systemwide committees/task forces, the Council of Student Body Presidents, the Bonnie Reiss Leading on Climate Fellowship Program, and other special systemwide events that certain students are invited to such as the UC Student Leadership Summit and the UC Wellbeing Summit.
UCOP Graduate, Undergraduate and Equity Affairs administers travel for University of California students to facilitate their engagement with Regents meetings, systemwide committees/task forces, the Council of Student Body Presidents, the Bonnie Reiss Leading on Climate Fellowship Program, and other special systemwide events that certain students are invited to such as the UC Student Leadership Summit and the UC Wellbeing Summit.
Please download the appropriate file below (click on the top right corner) and read the guidelines thoroughly before planning your travel. The PDF reimbursement request forms are fillable when downloaded. Submit completed form and receipts to the Reimbursement Request Form in one single PDF packet, if possible. Please bookmark this page to ensure you are using the right version of the forms.
Please download the appropriate file below (click on the top right corner) and read the guidelines thoroughly before planning your travel. The PDF reimbursement request forms are fillable when downloaded. Submit completed form and receipts to the Reimbursement Request Form in one single PDF packet, if possible. Please bookmark this page to ensure you are using the right version of the forms.
Please complete the Airfare Purchase Request Form if you would like your flights purchased for you. You can purchase your own tickets if you prefer. If a rental car is the most economical option for you, please complete the Rental Car Request Form. We cannot pay for rental cars in advance, so you will need to pay with a credit card and be reimbursed for the expense. There is usually a deposit of around $200 for rental cars that will be held on your credit card. Rental cars must be booked by UCOP so you can get the contract rate. If you book on your own, you will only be reimbursed for the contract rate.
Please complete the Airfare Purchase Request Form if you would like your flights purchased for you. You can purchase your own tickets if you prefer. If a rental car is the most economical option for you, please complete the Rental Car Request Form. We cannot pay for rental cars in advance, so you will need to pay with a credit card and be reimbursed for the expense. There is usually a deposit of around $200 for rental cars that will be held on your credit card. Rental cars must be booked by UCOP so you can get the contract rate. If you book on your own, you will only be reimbursed for the contract rate.
We cannot pay for any ground transportation ahead of time, but we can reimburse your campus if they are able to pay for it.
Some key points to remember about UC student travel:
There is a $400 maximum for flights
Driving cannot cost more than it would cost to fly. If you decide to drive in lieu of flying, please provide an airfare comparison to show that driving did not cost more than airfare would have cost. If you are ok with assuming the additional cost, you will need to have the amount taken out of your other reimbursable expenses or you can write a check to the UC Regents (the first option is preferred).
Meals are only reimbursable with an eligible overnight stay
If you have personal travel, please provide an airfare comparison to demonstrate that the personal travel did not increase the cost of the trip
You cannot pay for someone else's travel, including meals
You cannot pay for travel expenses with credit card points
Systemwide Meetings
Systemwide Meetings
Regents Meetings
Regents Meetings
Student Travel Guidelines & Form - Systemwide Meetings.pdfStudent Travel Guidelines & Form - Regents.pdfAfter filling out the appropriate form above (delete the two pages of guidelines), please complete the form below to request reimbursement:
After filling out the appropriate form above (delete the two pages of guidelines), please complete the form below to request reimbursement:
If you need airfare purchased for you, please complete this form:
If you need airfare purchased for you, please complete this form:
To reserve a car, please complete this form (you must go through UCOP to secure the contract rate. If you rent a car on your own, you may not be reimbursed the full amount that you paid):
To reserve a car, please complete this form (you must go through UCOP to secure the contract rate. If you rent a car on your own, you may not be reimbursed the full amount that you paid):
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