Financial Resources: Travel
Pre-Travel Authorization Request
MANDATORY - ALL UARC employees need to complete this process prior to making any travel arrangements; reimbursement is contingent upon completion of this process.
No reimbursement is guaranteed. Please use your best judgement - only the most economical methods are reimbursed.
1. Traveler sends a Travel Authorization Request email with the information below, included in the email text, and not as an attachment.
E-MAIL TRAVEL AUTHORIZATION REQUEST:
To: Task Requestor and Task Manager, with a copy to Stephanie Henry
Subject Line: Last Name, Dates Traveling, Travel Destination and/or Name of Conference
Date of Request Name of Traveler Dates of Travel Travel Destination Reason for Travel Title of Paper or Presentation, if applicable Estimated Cost Total (must be within 10% of actual cost)
• Airfare (round trip)
• Confirm that you will be using a U.S. Flag carrier
• Lodging and meals
• Other (Transportation to the Aiport, Internet,
Rental Car, etc.)2. The trip is considered authorized once TAM and TR both reply in the affirmative.
MANDATORY: Foreign Travel Requirement
In addition to the email travel authorization request above, NASA requires that all contractors must be documented in country clearance cables to the U.S. State Department, prior to foreign travel. The International Services Office at the NASA Ames Research Center is responsible for the submission and has instituted a specific form for contractors. The traveler must complete the form at least 3 weeks prior to the travel.
Complete the "NASA International Business Travel Advance Notice Form." Submit the NASA form to Mary Williams at NASA Ames, with a copy to Stephanie Henry and your TR and TM, at least 3 weeks prior to the start of travel.
Frequently Asked Questions: Pre-Travel
How do I get my airfare paid in advance?
First you would call UC Travel at (800) 235-UCLA and speak with a travel agent to request a flight quote.To get your airfare paid in advance, you must complete a Travel Advance Request Form (TAR). On this form, you will include the flight quote received from the UC Travel Center. Please complete the personal information and the preliminary budget as accurately as possible and sign the bottom.
Follow the UARC travel authorization email steps, as shown above. Upon travel approval from TR and TAM, fax the TAR to the UARC Finance Office at (650) 604-6850. The form will be reviewed and submitted to campus for a Trip ID number.
Campus will email you a Trip ID number within 24 hours. Once received, you will need to call UC Travel with this Trip ID number to complete the booking of your reservation. This Trip ID number is a direct form of payment for the airfare for your trip.
How do I get my conference registration paid in advance?
Follow the UARC travel authorization email steps, as shown above, and then complete a Travel Advance Request Form (TAR). On this form, include the estimated cost for all travel expenses and make sure to include the conference registration fee in the specified box. You will also have to include a print out of the conference registration showing the registration fee. Upon travel approval from TR and TAM, fax the TAR to the UARC Finance office at 650-604-6850. The documentation will be reviewed and submitted to campus and the payment will be made directly to the conference on behalf of the attendee. Payments take 10-14 business days to process.You should follow-up with the conference registration contact after 4-5 weeks of faxing us the form to make sure payment was received. When you submit your post travel reimbursement paperwork after the conference is completed, please make sure to attach proof that you attended the conference (ex. a conference agenda).
What is the mileage reimbursement rate?
The University's mileage reimbursement rate conforms to the rates set by the Internal Revnue Service. The current rate can be found at this website.How much should I spend on lodging (domestic travel)?
We ask that you use the government per diem as a guideline for lodging when choosing a hotel. The per diem rates can be found at this website.Should I use per diem or actual expenses for meals and incidentals for domestic travel?
For domestic travel, you must report actual expenses. However, the maximum you can be reimbursed per day is $64. For that reason, you will only be reimbursed for $64 on the days your actual expenses exceed this imposed maximum. You must provide receipts for days that exceept $64.What is the per diem rate for foreign travel?
The foreign per diem rates can be found at this website.Which receipts do I need to attach to my reimbursement form?
Original detailed receipts for Airfare, Rental Car, Conference Registration, and Lodging are required. Receipts for each expense of over $75 and house gifts over $25 are also required.Which expenses are not reimbursable?
We will not reimburse you for car rental insurance, alcohol, or unreasonable excess expenses.When should I use my private car?
You can use your private car whenever it is more cost efficient than other modes of transportation. For example, it is sometimes cheaper to drive your car to the airport and park in the long-term parking garage than it is to take a taxi.How can I obtain a UC Corporate VISA travel card?
You must complete the VISA card application, return it to the UARC Finance Office for processing. See this page for complete information: Traveler's Guide to Getting a Travel Card.
Frequently Asked Questions: Post-Travel
How do I get reimbursed for my travel expenses?
Following the completion of any trip, you must complete the Post Travel Expense Form and submit it to the UARC Finance Office within 21 days of your return.
Reimbursement of travel expenses is contingent upon completeness, accuracy, and review. Please be sure to include all pertinent information to ensure your reimbursement is processed in a timely manner.How long will it take to get reimbursed once I have submitted my Post Travel Expense Form?
Typically, travel will be reimbursed within 10-14 business days after it has been submitted to the UARC Finance Office.
Pre-Training/Education Authorization
MANDATORY - All UARC employees need to complete this process prior to making any training arrangements, or taking any classes, etc.; reimbursement is contingent upon completion of this process.
1. Employee sends a Travel Authorization Request email with the information below, included in the email text, and not as an attachment.
E-MAIL TRAINING AUTHORIZATION REQUEST:
To: Task Requestor and Task Manager, with a copy to Stephanie Henry
Subject Line: Last Name, Date(s), Training Destination, Name of Class
I. |
Date of Request | |
II. |
Name of Employee | |
III. |
Date(s) of Training | |
IV. |
Training Destination | |
V. |
Reason for Training | |
VI. |
Title of Course/Class/Workshop | |
VII. |
Estimated Cost Total • Course Fee • Materials • Other (Mileage, Parking, etc.) |
2. The training is considered authorized once TAM and TR both reply in the affirmative.
3. Proof of course completion must be attached to the reimbursement form before submitting it to the UARC Finance Office.
Moving and Relocation Reimbursements
Please contact the UARC Finance office for policy information prior to completing the reimbursement form.
Helpful Links
UC Agreements
▪ Rental Car
▪ Lodging
