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    Travel Reimbursements


    Please see the downloadable APEP travel reimbursement excel form at the bottom of this webpage. The form is undergoing frequent updates as improvements are suggested and implemented and UC policies are updated. We recommend that you bookmark this site.

    Employees - To be reimbursed you must first create your TEM profile. Instructions on how to set up your TEM profile can be found here Creating a TEM Profile. This is a one-time step, you do not need to do this every time you submit a reimbursement.

    Non-employees - If you are not an employee in UCPath (e.g., contingent worker or GSR on fellowship), your reimbursement will be set up as a "one-time payment" and we will need your home mailing address.

    How to submit a travel reimbursement request:
    1. Complete the APEP travel reimbursement Excel form and attach it to an email
      • Form found at the bottom of this page
    2. Attach all receipts in pdf format to your email
      • All receipts must be itemized and show proof of paymen
    3. Copy and paste the travel info table into the body of your email, complete the info table
    4. Email the request to your supervisor/advisor for approval

    Travel info table:

     

    Traveler Name:

    Total reimbursement amount requested:

     

    Justification/purpose for need on project:

    (Please enter a written "business purpose" for the travel)

    *Account/Project:

     

    *indicates information needed from PI/supervisor



    TRAVEL POLICY HIGHLIGHTS


    These policy highlights are not meant to be a comprehensive overview of UC travel policy. Below are only portions of the policy we would like to draw your attention to. More information is available at www.accounting.uci.edu/travel and the full UCOP travel regulations are found here: G-28 Travel Regulations (ucop.edu).

    Please keep in mind, your department, school, and/or funding source may have additional restrictions in place which could be more restrictive than the UC Policy G-28 Travel Regulations. If this is the case, then the most restrictive policy applies.

    ITEMIZED RECEIPTS ARE REQUIRED
    Receipts or invoices that are itemized AND show proof of payment are required for all expenses being reimbursed.

    PAYING FOR OTHERS
    You may only share a room, shuttles, and Uber/Lyft/Taxi rides with another traveler. Per UC policy, you may not pay for another person's travel, including airfare, registration, meals, etc.

    EXTENDING/INDIRECT ROUTES ON BUSINESS TRIPS FOR PERSONAL REASONS
    When a traveler extends a trip or changes the destination to include personal time, a comparison airfare must be provided. Comparison airfare must be made and documented at the time of booking and submitted with your reimbursement backup documentation. G-28 Travel Regulations (ucop.edu) - UC Travel Regulations, Pg. 13, Section f. -- "Obtaining advance approval is suggested when a traveler takes an indirect route or interrupts travel by a direct route, for other than University business. Any resulting additional expenses shall be borne by the traveler. The reimbursement of expenses shall be limited to the actual costs incurred or the charges that would have been incurred via a usually traveled route, whichever is less. The cost comparison should be based on what UC would have paid, which can be obtained by a ConnexxUC-related travel agency prior to or at the time of booking the trip. Any resulting excess travel time will not be considered work time and will be charged to the appropriate type of leave. The employee shall be responsible for accurate reporting of such leave time."

    45 DAYS
    Travel Reimbursements must be submitted, approved, and received by UCI Central Accounting no later than 45 days after the end of trip date. A good rule of thumb for APEP travelers is to submit travel reimbursements to APEP main office no later than 30 days after the end of trip date. An exceptional approval memo from the traveler is required for all delinquent reimbursement requests.

    INTERNET TRAVEL PACKAGES ARE NOT ALLOWED IF BREAKDOWN OF CHARGES IS NOT INCLUDED (e.g., Expedia, Travelocity, etc.)
    Reimbursement of these packages is not allowed unless they provide a breakdown of the charges. If you are interested in obtaining a travel package but are not sure if the vendor will provide a breakdown of the expenses, inquire with the vendor prior to purchase. You may need to call the vendor to obtain this information.

    REGISTRATION REIMBURSEMENTS
    Copy of registration form/webpage of conference event and an invoice/receipt showing proof of payment is required. If registration is for a virtual conference, please indicate this in your request.

    FOREIGN TRAVEL
    Foreign travel may have restrictions. Depending on funding source, you may be required to use a U.S.-flagged air carrier and there may be restrictions on the hotel or other costs. Please check with APEP admin team; they will need to know travel dates and the city/country travelled to.

    FOREIGN/INTERNATIONAL TRAVEL - MEALS & LODGING
    International travel has different meal and lodging daily maximums and change by location. You can the rates published for international daily meal allowance and daily lodging maximums by location at the US Department of State website: U.S. Department of State | Home Page. Itemized receipts showing proof of payment is required.

    DOMESTIC TRAVEL - MEALS & LODGING
    • Lodging receipt must show dates of stay, itemized charges per day, proof/method of payment and zero balance due.
    • For trips shorter than 30 days that are within the continental United States, the lodging expense reimbursements are actual up to $275 per night before taxes and fees. The lodging rate must be reasonable for the locality of travel. When a traveler is unable to secure lodging at $275 per night or less, the traveler must submit additional documentation such as price comparisons within the proximity of the meeting location. The price comparisons should be performed at the time of booking.
    • Meal receipts must be provided and must be itemized and show proof of payment
    • The M&IE daily maximum for meals is currently $79 per day for domestic travel
    • Do not request a flat daily rate. There is no per diem rate for domestic travel. Use actual expense amounts as supported by itemized receipts.
    • No meal reimbursements are allowed for travel less than 24 hours, unless the travel includes an "overnight stay" as supported by a lodging receipt.
    • Alcohol - you will not be reimbursed for alcoholic beverages purchased during business travel

    AIRFARE
    • Economy or coach class only
    • Additional fees for seat upgrades, extra leg room, early check-in, etc. are not reimbursable
      • Extra leg room may be reimbursable if needed for medical condition and a doctor's note stating this is submitted
    • If flight change fees are incurred, please provide a brief explanation for the change
    • Original airfare receipt must show flight e-ticket number, to and from airport codes, class of service, proof/method of payment
    • If the reimbursement is being charged to a contract/grant, a US flag carrier must be used.

    RENTAL CAR
    A vehicle may be rented when renting would be more advantageous to the University than other means of commercial transportation, such as using a taxi/Lyft/Uber. Companies with UC contracts should be used for business travel. UC has negotiated discounted rates with Hertz, Enterprise, National, Dollar and Thrifty. All rates include car rental insurance at no additional cost. The UC rates available from these car rental agencies are the same whether booking through the ConnexUC (formerly Connexxus) agencies, BCD Travel, UC Travel Center or SWABIZ. University of California Policy G-28 Travel Regulations allows travelers to book up to an intermediate or mid-size car. Also keep in mind the following - for the continental 48 states, insurance is included in the rate when you use companies with UC contracts. Be sure to decline insurance. You will not be reimbursed for insurance since they are already negotiated for free in UC contracts. When traveling to Hawaii, Alaska or internationally, be sure to include the insurance.Travelers may receive free vehicle upgrades when available and can earn car rental points. Be sure to submit an itemized receipt showing proof of payment for reimbursement.

    ConnexUC
    UCI employees, you can log into the ConnexUC system by clicking here: Book Your Travel in ConnexUC (uci.edu). Only active employees have access to ConnexUC. Contingent workers and GSRs on fellowship and not in UCPath can ask the reimbursement team to help book travel for them.

    USE MOST ECONOMICAL MODE OF TRANSPORTATION
    Use the most economical mode. Price comparisons for other modes of transportation will be required from you if it appears that a more expensive mode was used. This includes:
    • Use of personal car vs. airfare
    • Use of car service vs. shuttle or taxi

    MILEAGE FOR PERSONAL VERHICLE - 65.5 cents per mile for business travel effective for expenses incurred on or after Jan. 1, 2023
    • To claim reimbursement expense reimbursement, a map showing miles and route traveled is required. Please submit the map in pdf format with your reimbursement request.
    • 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 during a regularly scheduled day off.
    • You are required to have liability insurance to request mileage reimbursement, when you approve the reimbursement document in KFS, you are certifying this.
    • Fuel costs are factored into mileage rates, so fuel cannot be reimbursed in addition to mileage reimbursement.

    AB 1887: RESTRICTIONS ON STATE-FUNDED TRAVEL TO CERTAIN STATES
    On Sept. 27, 2016, Governor Brown signed into law Assembly Bill No. 1887. This new law prohibits state-funded travel to states that have passed a law after June 26, 2015 that authorized discrimination based on sexual orientation, gender identity, and gender expression; or repealed existing state or local protections against such discrimination. This law expressly identifies the University of California as an entity covered by the law. Campus departments must comply with this new rule effective Jan. 1, 2017.A list of the states where travel restrictions apply can be found on the State Attorney General's website here: PROHIBITION ON STATE-FUNDED AND STATE-SPONSORED TRAVEL TO STATES WITH DISCRIMINATORY LAWS (ASSEMBLY BILL NO. 1887) | State of California - Department of Justice - Office of the Attorney General.

    INSTRUCTIONS
    • Click on the form icon below
    • Save it to your local hardrive with a meaningful name
    • Email the form to your supervisor by following "How to submit a travel reimbursement" steps above

    Download the APEP Travel Reimbursement Form Here