Travel

 

Travel Policy Spending Limit Changes Effective October 15th, 2017: ​

Lodging: Maximum daily lodging expense reimbursement rate will be $275 (before taxes and fees) for travel within the continental US.

Note: A request for a reimbursement in excess of this cap due to the inability of the traveler to obtain lodging within the maximum rate will require written justification and submission of documentation, such as screenshots of comparison with nearby hotel rates taken at the time of booking.

Meals and Incidentals: Maximum daily reimbursement for meals and incidentals (for domestic travel) ​has decrease​d​ from $74 to $62


Before you travel...

If you have questions related to UCSC travel policy, email Teri Gardner (the FAST office contact for ITS, in the office Monday-Thursday) or travelhelp@ucsc.edu. Contact Dan Simpkins for ITS-specific travel questions, form help and advice.

Take the time to read the resource page for UCSC Travel. Here you will find links to information to help guide you to successful travel preparation, booking, and expense reimbursement. Be sure to check out the Key Tips for UCSC Travelers for advice on the most common travel topics.

  1. Get your approvals in place.
    • All travel must be pre-authorized by your supervisor and unit director. Travel arrangements should ideally be made 6-8 weeks in advance of the travel date to allow for adequate processing time.
  2. Follow the instructions for booking your travel.
    • Looking to avoid paying out-of-pocket? We recommend using a Travel Advance Request (TAR) form. This form allows you to...
      • request a cash advance
      • have UCSC pay for some conference reg fees directly
      • obtain a trip number #, so you can use Connexxus, the UC Travel Program. Connexxus can bill airfare directly to your department.
      • If you do pay out-of-pocket, you can use the TAR form to request immediate reimbursement.
    • The Financial Affairs Travel Forms Help web page will provide you with examples and instructions on how to complete the form.
    • Director signature is required as Tier 1 on the form. Send your completed form to Dan Simpkins for Tier 2 review, signature and processing. [Dan’s mailstop: ITS-SVC]

After you travel...

You must complete the Post Travel Expense form within 21 days after the trip. Complete after each trip to get reimbursed for out-of-pocket expenses and/or to report expenses if you received a travel cash advance, or used a trip number.

Click here for step by step instructions for this form. The Financial Affairs Travel Forms Help web page will provide you with examples and instructions on how to complete the form.

Director signature is required as Tier 1 on the form. Send your completed form to Dan Simpkins for Tier 2 review, signature and processing. [Dan’s mailstop: ITS-SVC]