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Reimbursements

Policies and Guidelines for Travel Expenses and Reimbursements

Travel Voucher Form

Sample Travel Voucher Form

TRAVEL GUIDELINES FOR STUDENTS TRAVELING TO MEETINGS HELD BY THE UC BOARD OF REGENTS, OFFICE OF THE PRESIDENT COMMITTEES, STATE COMMITTEES, AND THE UCSA2007-08

These guidelines are intended to provide student travelers with a summary of the transportation costs (and lodging costs, where applicable) that are reimbursable by this office for those students authorized to attend specifically identified University-associated functions.

University policy requires that all travelers are to choose the most reasonable and economical mode of transportation. The budget for these activities is quite limited, and so it is important that student travelers exercise care in planning travel to maximize the effectiveness of this allocation for the many students who benefit from this program. Transportation expenses shall be reimbursed only to the level of the most economical mode of transportation unless the traveler has contacted this office in advance of the event and has received approval for exception to these guidelines.

These guidelines are based on the UC Policy and Regulations Governing Travel (Business and Finance Bulletin G28), but may in some instances be more restrictive than the UC Policy. These guidelines provide information about travel arrangements and the procedures for the reimbursement of travel expenses for students falling in the categories described below. Requests for exception may be submitted in advance to Maria Blandizzi, Principal Analyst, Campus Life-Student Affairs, at (510) 987-9210 or maria.blandizzi@ucop.edu or to Susan Shinomoto, Senior Analyst, Campus Life-Student Affairs, at (510) 987-9598 or susan.shinomoto@ucop.edu.

Students with “White-Line Privileges” Attending The Board of Regents’ Meetings

The University will reimburse allowable expenses for meals, lodging, and round-trip transportation for students with “White-Line Privileges” attending meetings of The Board of Regents. (See Section--Obtaining Lodging & Meals, below, for more information regarding lodging and meals.)

Students Attending the UCSA Board of Directors Meetings

The University will reimburse a designated undergraduate representative and graduate representative officially appointed to the UCSA Board of Directors from each campus (usually the undergraduate External Vice President and the graduate External Vice President of the Student Government Association), for reasonable round-trip transportation costs to attend the regularly scheduled UC Student Association Board of Directors meetings. Where there are Co-External Vice Presidents, only one person (designated as the campus representative to the UCSA) will be reimbursed.

If the official representative is unable to attend and a substitute attends the meeting in his or her place, the substitution will be verified with the Chair or Executive Director of UCSA by this office prior to reimbursement of travel expenses.

Students Attending Systemwide Meetings

The University will reimburse the appointed student representatives to Office of the President Committee meetings for reasonable round-trip transportation and transportation-related expenses. If the appointed student representative is unable to attend and there is a student who can attend as a substitute to attend the meeting in his or her place, a request for approval of the substitution must be submitted in advance to Maria Blandizzi, Principal Analyst, Campus Life-Student Affairs, at (510) 987-9210 or maria.blandizzi@ucop.edu or to Susan Shinomoto, Senior Analyst, Campus Life-Student Affairs, at (510) 987-9598 or susan.shinomoto@ucop.edu.

Making Travel Arrangements

All travel arrangements are the responsibility of the traveler unless otherwise advised.

Obtaining Tickets for Air Travel –Travelers are to obtain the most reasonably priced fares. (If the traveler will be requesting reimbursement for an airfare that is higher than the lowest available rate, a legitimate reason will need be included in the “remarks” section of the submitted travel expense voucher (TEV) or the reimbursement request will be held up for extra review and may be denied.) The original ticket or airline confirmation of payment must be submitted with the TEV as proof of payment.

Using a Personal Car Parking, bridge tolls, and mileage at a rate of 48.5 cents per mile ( 50.5 cents a mile for travel incurred on or after January 1, 2008,) transportation to and from the airport, or round trip from home to meeting site are normally reimbursable. However, reimbursement for surface transportation is not to exceed airfare when air travel is available (except when multiple travelers who are all eligible for reimbursement by this office carpool and the reimbursable cost per eligible traveler is less than each air travel ticket).

Obtaining a Rental Car – Eligible travelers are to rent cars from only the most economically priced class of cars. Rental car expenses will be reimbursed only if the price is lower than it would have been with other reasonable means of transportation, such as airline for longer distance travel, or bus, taxi or shuttle for local travel. UC has negotiated contracts with various rental car agencies. The UC ID numbers to obtain the UC rate are as follows:

Rent A Car	Corporate I.D. Number
Hertz	CD -71596
National	CD -5400325
Avis	CD -A128803
Budget	CD -T449008
Enterprise	CD -NA32032

Do not sign for the optional insurance coverage as UC already covers this expense in its contract with these companies and you will not be reimbursed for any additional insurance option cost. Original car rental receipts in the reimbursement recipient’s name must be submitted with your TEVs.

Obtaining Lodging & Meals – Lodging and meal costs will be reimbursed only for students with “White-Line Privileges” attending UC Regents’ meetings. Normally, lodging and meals may not be claimed for one-day trips to UC Regents’ meetings. For travel of 24 hours or more, travelers with white-line privileges will be reimbursed for the cost of lodging and meals within University travel policy (see Section VIII-Subsistence expenses and Appendix B-Lodging and Meals Reimbursement caps in UC Policy and Regulations Governing Travel (Business and Finance Bulletin G28)). Original receipts must be provided (including itemized receipts for all meals, and an itemized hotel folio receipt with a zeroed balance indicating proof of payment) with the TEV in support of the request for reimbursement of lodging and meal expenses.

Special Accommodations: If you have any special needs (e.g., the need for a sign-language interpreter, or the need for a driver due to a disability), please notify Maria Blandizzi, Principal Analyst, Campus Life-Student Affairs, at (510) 987-9210 or maria.blandizzi@ucop.edu or to Susan Shinomoto, Senior Analyst, Campus Life-Student Affairs, at (510) 987-9598 or susan.shinomoto@ucop.edu, with as much advance notice as you can provide. Reasonable needs will be accommodated.

After Travel--Reimbursement for Travel Expenses

Travel Expense Voucher- Travelers must submit a completed TEV to request the reimbursement of expenses. Vouchers should be submitted for payment within 10 days of travel. Failure to submit the TEV within this timeframe may result in non-reimbursement of expenses. Please use the attached sample of completed TEVs as reference when completing a TEV. Blank TEV forms can be obtained at http://www.travel.ucla.edu/new/travel_resources.shtml, (select “travel voucher”).

To ensure prompt payment of your TEV, please follow these steps:

1. Please make sure the information included on the TEV is legible.
2. Complete all sections of the TEV with the exception of account information. Be sure to provide a full description of the reason for the trip, date, start and end times of travel, and the location of the meeting on the TEV form.
3. If a meeting agenda is available, please provide a copy of it.
4. Be sure to staple original receipts to the TEV. All small receipts are to be taped or glued onto an 8 ½ x 11 sheet of paper before being stapled to the TEV. Enclose all pages of the original airline ticket receipt or invoice for electronic tickets. Airline and rental car receipts must indicate confirmation of payment and hotel receipts must show a zeroed balance.
5. Include vehicle license number and insurance liability information when requesting reimbursement for private car mileage incurred.
6. Include your UC Employee ID or UC student ID number. Do not provide your social security number even though it is asked for on the TEV.
7. Provide a complete mailing address.
8. Make sure to provide your phone number and/or e-mail address in case there are follow-up questions.
9. Sign and date the TEV.
10. Make a photocopy of the TEV and your receipts for your files.
11. Forward the original TEV signed by you and the original receipts stapled to the TEV to:

Susan Shinomoto

Student Affairs

University of California

1111 Franklin Street, 9th Floor

Oakland, CA 94607-5200

Please note: Incomplete or unsigned TEVs may need to be returned to the travelers for completion and thus reimbursement will be delayed.

Review of the TEV by UCOP

Upon receipt, the TEV will be reviewed for completeness, conformance with regulations, and accuracy before being given departmental approval. Upon departmental approval, the TEV and original receipts will then be forwarded to the UCLA accounting office for payment. The anticipated turn-around time for payment by the UCLA accounting office is two to three weeks.

If you have any questions regarding appropriate travel arrangements in advance of a meeting or with completing the TEV to receive reimbursement for expenses, please don’t hesitate to contact Susan Shinomoto. Susan can be reached at (510) 987-9598 or susan.shinomoto@ucop.edu.