UCOP Graduate, Undergraduate and Equity Affairs administers travel for University of California students to facilitate their engagement with Regents meetings, Academic Senate committees, other systemwide committees/task forces, the Bonnie Reiss Leading on Climate Fellowship, the Council of Student Body Presidents, and special systemwide events that select students are invited to, such as the UC Student Leadership Summit and the UC Well-being Summit.

Please download the appropriate file below (click on the top right corner) and read the guidelines thoroughly before planning your travel. Please bookmark this page to ensure you are using the right versions of the forms. 

Please complete the Airfare Purchase Request Form if you would like your flights purchased for you. You may purchase your own tickets if you prefer. If a rental car is the most economical and reasonable option for you, please complete the Rental Car Request Form. We cannot pay for rental cars in advance, so you will need to pay the rental cost and deposit 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. If you plan to use a debit card, you may need to present two documents with your address on them (utility bills, insurance card, etc.). Please call the rental car branch ahead of time so you are prepared before you arrive. 

We cannot pay for ground transportation ahead of time, but we can reimburse your campus if they are able to pay for it.

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 repay the UC Regents through a payment portal (the first option is preferred).

• Meals are only reimbursable with an eligible overnight stay (the overnight stay must be justified by two days of UC  business activity).

• If you are flying and have personal travel, please provide an airfare comparison to demonstrate that the personal travel did not increase the cost of the trip. If it does increase the cost of the trip, the difference will be taken out of another expense or paid to the UC Regents. 

• You cannot pay for someone else's travel, including meals

• You cannot pay for travel expenses with credit card points

After your trip, please request reimbursement with this student travel reimbursement form. We previously used a fillable PDF, which has been retired due to accessibility issues. Please discard the PDF form if it is saved on your computer. 

Any questions about student travel should be directed to Alina.Tejera@ucop.edu.  

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):