Go through the Booking Options Job Aid to determine which agency can help you book the necessary flight. Once you decide on an agency, go through the interactive online tools on the training page to learn how to book and confirm the flight.

How do you pay?

Only airfare can be directly billed to the University. You can also use a personal credit or corporate travel card to complete the ticket purchase.

Traveling on federal funds?

Federal travel regulations (the Fly America Act) require that U.S. air carriers be used for travel that is funded by federal contracts and grants. Learn more about the Fly America Act.

State "YCAL/VCAL" Fares

UC faculty and staff traveling on University business can use specially negotiated State of California rates for in-state, out-of-state, and international travel. State "YCAL/VCAL" fares may not always be the lowest available rates, but if your plans are constantly in flux or if you are making last-minute bookings, using these state fares may offer the best deal as they tend to be penalty free, with no restrictions attached. Learn more about YCAL/VCAL State Fares

Reconcile expenses

Your travel expenses are not final until you complete a travel expense report AFTER the trip. Charges to a personal credit or corporate travel card should also be reconciled AFTER the trip by completing a travel expense report using itemized receipts.

Go to the Connexxus portal to choose one of the travel agencies to make a combined reservation.

How do you pay?

You can directly bill airfare to the University or use a personal credit or corporate travel card. However, you will definitely require a personal credit or corporate travel card for the hotel and/or rental car reservation. Charges to this card must be reconciled AFTER the trip by completing a travel expense report using itemized receipts, which will also authorize any reimbursements necessary.

Please note: the hotel and car rental receipts must show a zero balance in order to be reimbursed.

Go to the Connexxus portal to make your hotel reservation. All UC preferred hotels are accessible via the travel agent sites.

How do you pay?

You must use a personal credit or corporate travel card, and these charges can be reconciled AFTER the trip by completing a travel expense report using itemized receipts, which will also authorize any reimbursements necessary.

Please note: the hotel receipt must show a zero balance in order to be reimbursed.

Go to the Connexxus portal to make your car rental reservation. All UC preferred car rental companies are accessible via the travel agent sites.

Insurance considerations

When renting a car for business travel, UC employees can generally decline the Collision Damage Waiver (CDW), Loss Damage Waiver (LDW), and Supplemental Liability Insurance (SLI). The University has negotiated contracts with rental car agencies that provide this insurance coverage. Drivers on University business will obtain this coverage at no additional cost provided the UCB Identification Number (shown below) is printed on the traveler contract at the time of rental! If the number is not printed on the contract and there is damage to the car, your department will be charged a minimum of $500 for any damage claim made by the rental company and/or a third party.

Use the UCB Identification number associated with the appropriate agency:

Exceptions: When you should purchase additional insurance

You should purchase CDW/LDW/SLI insurance when:

• You are renting in Alaska, Hawaii, U.S. territories, or foreign countries (even with the use of the UCB Identification Number). The insurance cost will be reimbursable.
• You do not use one of the contract agencies. If the contract agencies are not available in the pick-up location, the insurance cost will be reimbursable.
• When the type of vehicle you need isn't covered under the UCB Identification Number. The insurance cost will be reimbursable.

How do you pay?

You must use a personal credit or corporate travel card, and these charges can be reconciled AFTER the trip by completing a travel expense report using itemized receipts, which will also authorize any reimbursements necessary.

Please note: the car receipt must show a zero balance in order to be reimbursed.

UC Berkeley travelers and some visiting guests may be eligible for a mileage reimbursement for use of a personal car on University business travel.

About mileage rates

Mileage rates are determined by the Internal Revenue Service. As of January 1, 2012, the mileage reimbursement rate for private vehicles is 55.5 cents per mile. Effective January 1, 2013 the IRS mileage rate increases to 56.5 cents per mile.

The mileage rate takes into account all auto expenses (fuel, oil, repairs, replacements, tires, etc.)

Mileage is usually calculated between the traveler’s office and the airport or destination.

Mileage may be calculated between the traveler's home and airport or destination if the trip originates before or after the traveler’s working hours or on a scheduled day off.

Eligibility

Here are some guidelines to help determine who is eligible to be reimbursed for mileage:

• The traveler must have liability insurance in order to be reimbursed for mileage. See the Office of Risk Services website for more information on insurance coverage when driving your car for UC business.
• Driving must be less expensive than other forms of transportation would be, such as air travel, renting a car, or taking a taxi.
• Mileage may be reimbursed if it is faster to drive than to take other modes of transportation.
• Mileage for commuting expense (between home and office) will not be reimbursed.

When using a personal car for the trip, obtain driving directions from Mapquest or a similar website. The directions will include an estimated number of miles, and this documentation will be used to request reimbursement after the trip.

When traveling on official University business, and if properly insured, faculty, staff, and students are covered worldwide, 24 hours a day, for a wide variety of accidents and incidents. View more information about travel insurance.