Travel Instructions

Home Budget and Resource Management Financial Services Travel Instructions

The Business Office has created this to guide you through the travel process.

Please contact Suzy Miller if you need clarification on any of the following information.

Step By Step Instructions

1. Get approval from Director/ Supervisor for proposed travel.
   
   
2. If necessary, complete the Travel Advance (Pre-Travel Form) in the Pre-Trip Expense Guide and submit it to the ITS Business Services at mail stop ITS Delaware. You need to complete this form IF
   - anticipated expenses exceed $500.00 or
   -  you need a Trip Number to make travel arrangements
   
   
3. Determine which payment option works best for you.
   
   
4. If you are making ticket reservations, you MUST get a quote from UCLA Travel. No Trip number is needed to obtain the quote. However, a Trip Number is necessary to make reservations.

   NOTE: If you can obtain a cheaper fare, you are allowed to purchase that ticket. However, you will still need to submit the UCLA quote together with the ticket you actually purchased when requesting reimbursement.

   Notify the Business Office of any expenses to be made on your behalf before the trip.

5. Fill out the Post-Travel Expense Report Form in the Post-Trip Expense Guide upon your return from your trip. Original receipts must accompany this form for the reimbursement to be processed. Have your supervisor sign the form and return it to Renee.

A Few Travel Reminders

• Obtain the best value possible. `
• Review the UCSC travel policy prior to travel if you have never traveled, are unfamiliar with UCSC practices, or have any questions.
• Remember, keep all receipts or know which ones are required for reimbursement. You will be reimbursed only for allowable expenses actually incurred.
• Pay for and report expenses individually, by traveler.
• When driving instead of flying, the University will reimburse driving expenses only up to the lowest airfare available to your destination.