Travel Policy in a Nutshell
View the complete UCOP Travel Policy.
University business travelers are strongly encouraged to purchase travel services, when available, from Preferred Suppliers with whom the University has strategic and collaborative sourcing primary agreements. Preferred Suppliers deliver competitive value in the range of services required by University travelers. Although it might be possible to obtain a lower cost from nonparticipating suppliers, use of Preferred Suppliers should, on average and over time, reduce the University's overall travel costs and provide the best value to the traveler.
The systemwide Travel Management Program known as Connexxus is intended to generate maximum benefit and value for University travelers and departments. The program encompasses all aspects of University travel, including policy development, processes, planning, data management, and Preferred Supplier services and contracts.
Prepaid Expenses and Direct Charges
Airfare may be charged directly to the University; however, travelers are prohibited from charging hotel and hotel-related expenses directly to the University! Meals and miscellaneous expenses cannot be charged or billed to the University either, as these expenses must be paid by the traveler when they are incurred, and a claim for reimbursement submitted at the conclusion of the trip.
Business or First Class Airfare Tickets
Use of business or first-class or other higher-cost services may be authorized under the circumstances listed below:
- Business or first-class is the only service offered between two points;
- The use of coach class would be more expensive or time consuming, e.g., when, because of scheduling difficulties, traveling by air coach would require an unnecessary hotel expense, circuitous routing, or an unduly long layover when making connections;
- An itinerary involves overnight travel without an opportunity for normal rest before the commencement of working hours; or
- The use of business or first-class travel is necessary to reasonably accommodate a disability or medical need of a traveler.
Documentation of such circumstances must be provided on the Travel Expense Voucher.
When a traveler prefers to use a higher class than the one authorized for reimbursement, the traveler must pay the incremental cost of the airfare.
In cases other than those described above, a written authorization to use business or first-class or other higher-cost service shall be obtained in advance from the Chancellor. The traveler shall submit such authorization with the Travel Expense Voucher.
Cancellation of Reservations
Travelers who are unable to honor a reservation shall be responsible for canceling the reservation in compliance with the cancellation terms established by the hotel, airline, etc. The traveler must return any refundable deposits to the University. Charges or lost refunds resulting from failure to cancel reservations shall not be reimbursed unless the traveler can show that such failure was the result of circumstances beyond the traveler's control. The traveler shall be responsible for promptly returning for a refund any unused or partially used transportation tickets.
Reporting Travel Expenses
A Travel Expense Voucher shall be used to account for all travel advances and expenses incurred in connection with official University travel. When properly completed and approved, this form is used to reimburse the traveler for any additional amounts due. Vouchers must be submitted to the campus accounting office within 21 days of the end of a trip unless there is recurrent local travel, in which case vouchers may be aggregated and submitted monthly. When a trip lasts more than 90 days, the traveler must submit a quarterly report of expenditures to the campus accounting office.
Missing Original Receipts
When original receipts are required but cannot be obtained or have been lost and all measures to obtain a duplicate receipt have been exhausted, a statement should be provided explaining why such receipts are not being submitted with the Travel Expense Voucher. The statement must include a certification that the amount shown is the amount actually paid and that the traveler has not and will not seek reimbursement from any other source.