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Travel - Frequently Asked Questions
What should I do if I lost my receipts?
What if the traveler is not available to sign the TEV?
Can I get reimbursed for travel expenses paid on behalf of others?
Where do I find out the contract number for UCSF on different car rental agencies?
Can I get reimbursed for excess baggage fees?
What kinds of special fees related to a foreign trip are reimbursable?
Do I have to use a U.S. Air Carrier?
Do we need receipts for foreign travel per diem for meal if it is over $75.00?
Can a travel advance be requested earlier than 30 days before the trip?
When does a business trip begin and end?
What should I do if I lost my receipts?
When original receipts are required but cannot be obtained or have been lost and all measures to obtain a duplicate receipt have been exhausted, a statement should be provided explaining why such receipts are not being submitted with the Travel Expense Voucher. The statement must include a certification that the amounts shown are the amounts actually paid and that the traveler has not and will not seek reimbursement from any other source.
What if the traveler is not available to sign the TEV?
If the traveler is not available to sign the original document, an email, or faxed signature, from the traveler with the TEV amount would be acceptable. Also, the MSO, or above, may sign on behalf of the traveler.
Subsistence expenses incurred within the vicinity of an employee’s headquarters or residence shall not be reimbursed. What is considered “within the vicinity?”
Since the policy does not define “within the vicinity,” we’ve adopted the 50-mile rule from the State of California (Sec 724 and 721 of the State Administrative Manual).
Can I get reimbursed for travel expenses paid on behalf of others?
University travelers normally shall not be reimbursed for expenses paid on behalf of others, except in the case of co-travelers who are sharing a room. Exceptions to this rule, such as supervised group trips, must be approved in advance. Group leaders who pay all or part of the group's expenses may be reimbursed by submitting a claim for the actual expenses incurred. The claim must be accompanied by the vendor's invoice/receipt showing payment in full.
Is there an adjustment to the daily M&IE limit if the conference event provides breakfast and or lunch?
The reimbursement of daily M&IE is based on the actual amounts incurred up to the limit, which is currently $64. We do not reduce this cap if a meal was provided at the conference. However, we do expect the traveler not to claim any expenses for that meal. For example, if lunch was provided at the conference, we expect no lunch to be claimed on the TEV for that day.
Where do I find out the contract number for UCSF on different car rental agencies?
To obtain the contract account numbers used to book the reservations, go to http://www.ucop.edu/purchserv/access.php, enter "car rental", click the agreement number and then open the Master Agreement document. The account number should be at the bottom of the first page or beginning of the second page.
Can I get reimbursed for excess baggage fees?
UC policy allows excess baggage charges; however, justification for carrying excess baggage must be provided on the TEV.
What kinds of special fees related to a foreign trip are reimbursable?
Special fees for foreign travel, including the actual cost of obtaining a passport, visa, tourist card, and necessary photographs; cost of certificates of birth, health, identity, and related affidavits; charges for required inoculations and medical evacuation insurance; currency conversion and check cashing fees; the cost of traveler's checks; costs related to hiring guides, translators, and local labor; and cost of full collision insurance on automobiles rented in foreign countries.
Do I have to use a U.S. Air Carrier?
Under the Fly America Act, only U.S. carriers shall be used for travel reimbursed from federal grants and contracts, unless one of the following exceptions applies:
- Use of U.S. carrier service would extend travel time, including delay at origin, by 24 hours or more;
- U.S. carriers do not offer nonstop or direct service between origin and destination.
- When the costs of transportation are reimbursed in full by a third party.
Why can’t I purchase a travel package from the internet that includes hotel and airfare? It’s generally cheaper.
Vacation packages purchased through the internet generally should not be purchased for business related travel. This is primarily because internet vendors typically do not itemize expenses. An itemized receipt is required in order to ensure that the package did not include any other services, such as tickets to show, etc., that are not reimbursable under University policy and IRS regulations.
Do we need receipts for foreign travel per diem for meal if it is over $75.00?
Receipts are only required for meals when actual expenses of $75 or more are claimed. Receipts are not required when per diem is claimed.
The policy governing moving and relocation, G-13, page 10 or VI.B.2.b states that actual travel expenses for the individual and his or her immediate family are reimbursable. Does "family" include a UCSF-registered domestic partner?
The interpretation from the Office of the President is that a registered domestic partner shall receive the same moving and travel expenses that a legal spouse or immediate family member would be eligible for under the policy.
When an employee is traveling to a training/meeting from home first thing in the morning, do they count mileage from their usual work location or from their home?
According to Bulletin G-28, page 14, mileage shall ordinarily be computed between the traveler’s headquarters and the common carrier or destination. Expenses for travel between the traveler’s residence and headquarters (commuting expense) shall not be allowed. However, mileage expenses may be allowed between the traveler’s residence and the common carrier or destination if University business travel originates or terminates before or after the traveler’s working hours, or if travel originates or terminates during a regularly scheduled day off.
Can a travel advance be requested earlier than 30 days before the trip?
Travel advances must be issued within 30 days of the trip in order to satisfy IRS regulations. However, if the traveler is already out-of-pocket, in other words, if he/she already paid for airfare, conference fee, etc., then the 30-day rule does not apply. Please be sure to include the receipt/proof of payment with your advance request.
When does a business trip begin and end?
According to Bulletin G-28, an official University business trip begins when the traveler leaves his or her residence or headquarters, whichever occurs last, and ends when the traveler returns to his or her residence or headquarters, whichever occurs first.
My PI went on a business trip and decides to pay for the meals for a number of his colleagues, would this have to be listed as an Entertainment and Meeting expense or just included in his TEV with an explanation in the remarks section.
In response to your question below, you can claim the expense either way. You can claim the meal expense on the TEV under "other" and then attach an approved CREME form (Check Request for Entertainment/Meeting Expenses) to the TEV, or you can submit the CREME separately and omit the charge from the TEV.
This page last updated on: Wednesday June 04 2008