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Travel Procedures
- All travel on MC-CAM funds requires PRIOR approval. Please use the Request for Travel
Approval form available from Sara Bard (x7913) or download it here as a pdf file. Obtain your PI's
signature and turn the form in to Sara before your trip. If you need an advance, please
indicate this on the request form and submit to Sara at least 10 working days in
advance to allow sufficient time for processing. Advances cannot be
issued after you leave for your trip. Please plan ahead.
IMPORTANT: Travel advances will not be issued if you have not cleared up previous trips.
- Airline tickets - You may pay for tickets personally and receive reimbursement after the
trip, or have the travel agency bill the university directly. If you choose to have the
tickets billed, please complete and submit the above-mentioned travel approval form first,
and have your travel agent call Sara (893-7913) for the appropriate MC-CAM account number. Please be
sure that Sara gets the invoice promptly, and remember to save your airline ticket
receipt.
- Vehicle rental - Rental Car Agency - These charges cannot be billed directly to the
university. You must pay by cash or credit card, and will be reimbursed on a travel
voucher. When you reserve a car, please notify the reservations agent that you are a UC employee
and give the agent the UC Corporation Discount Number. Please note that the UC negotiated car rental
rates include insurance coverage on rentals for University business in the USA; therefore you do not
need to pay for, nor will you be reimbursed for, extra insurance purchased at the time of rental.
For details on how to make car rental reservations and hotel reservations using
UC Corporation Discount numbers, please click here.
- University of California Business Travel Accident Insurance: UC Business Travel Insurance provides additional coverage to UC employees traveling on official
University business for emergency medical evacuation, out-of-country medical expenses, loss of personal effects, and security extraction.
Prior to traveling out-of state or overseas on University business, please register your travel plans by going to www.uctravel.org
and completing the "Business Traveler Insurance" form. Upon completion of the brief registration form, you will be provided with a Confirmation of Coverage card with
the insurance policy number and important contact information. You should carry this card until the completion of your trip.
Travel Reimbursement - Please keep all receipts and submit promptly upon return, along with a
completed Travel Voucher Worksheet (either the domestic travel or the
foreign
travel form, also available from Sara) outlining your travel itinerary and details.
Please note the following:
- Domestic Travel:
For lodging, a credit card receipt and an original itemized bill are needed.
Meal expenses are reimbursed up to $64/day, based on actual expenses. No receipts are
necessary.
Expenses other than lodging also require original receipts in order to be reimbursed, i.e.
registration fees, parking, shuttles, etc.
- International Travel:
Your international hotel and meal expenses are reimbursed in accordance with the per diem rates calculated
by the US General Services Administration. These per diem rates vary depending on the date of travel, the city travelled to, and the arrival and departure time
in that city. All lodging receipts must be submitted for reimbursement.
Expenses other than lodging also require original receipts in order to be reimbursed, i.e. registration fees, parking, taxis, etc.
If you have questions regarding these procedures, please contact Sara Bard (x7913), or for more general
information on UC Travel Policies and Procedures, access the Travel Accounting Website.
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