TRAVEL POLICIES AND REIMBURSEMENT PROCEDURES

November 13, 2023 ACADEMIC SENATE

The systemwide Academic Senate will reimburse travel expenses for Senate members attending

Universitywide Academic Senate committee meetings. Travelers are responsible for making their own

travel arrangements. These procedures provide step-by-step instructions for submitting claims for

reimbursement, along with reference to the UC policies that govern what will and will not be approved.

Important: Keep all receipts. We strongly recommend filing your Travel Reimbursement Form within

14 days of completing your travel. A convenient summary of the UC Office of the President (UCOP)

travel policy (Business and Finance Bulletin G-28) is available at

https://policy.ucop.edu/doc/3420365/BFB-G-28.

Submitting Reimbursement Claims

C travel policy requires travelers to submit the Travel Reimbursement Form (TRF) within 45 days after

completing a Senate-approved business trip. UCOP policy is not to reimburse TRFs received more than

45 days after the trip. Original receipts are required to document all expenses of $75 or more. UC

Accounting cannot make payments to credit card accounts.

Note for Student Representatives: The Senate office does not handle reimbursements for student

representatives. Students claiming travel expenses should contact UCOP Student and Equity Affairs, at

(510)

987

-9210.

Pro

cess:

1. Download the Senate Travel Reimbursement Form (T

RF).

2. Sign your TRF.

3. Complete the TRF, including all of the following:

i. Business purpose of the trip (e.g., name of the committee meeting), date, and location.

ii. Your complete mailing address where your reimbursement will be sent.

iii. Receipts (required for airfare if not booked through UCLA Travel)

iv. Original airfare receipt or ticketless confirmation statement and amount paid. Method an

roof of payment (e.g., credit card receipt) must be included. For trips booked through UC

Travel Center, submit only the e-receipt.

v. For mileage, provide the round number of miles.

i. For rental cars, provide the original receipt. No insurance or upgrade fees will be reimbursed.

The current standard mileage reimbursement rate for using your personal vehicle is 65.5 cents per mile

(https://policy.ucop.edu/doc/3420365/BFB-G-28).

When using these agencies do not sign for insurance coverage since UC already has coverage. For more

information about insurance and liability: http://www.ucop.edu/central-travel-management/resources/travel-

insurance--regulations/uc-car-rental-insurance-information.html

In addition, do not si

gn up for an upgrade. Charges incurred for an upgrade will not be reimbursed per UC policy.

November 13, 2023 ACADEMIC SENATE

vii. For trains and shuttles, provide original receipt or ticket stub.

viii. For pre-approved lodging, provide the original hotel bill with payment information, showing

zero balance.

ix. For meals, provide original itemized receipts. No charges for alcoholic beverages will be

reimbursed.

x. Sign the Travel Reimbursement Form certifying that the amounts claimed are a true statement

of the expenses incurred on official University business and that the original of all required

receipts has been submitted. The TRF or electronic equivalent must be approved for payment by

the traveler's department head or by a person to whom the chancellor has delegated such

authority.

4. Please scan your receipts, and send them, along with the Travel Reimbursement Form

, by email to

tenneh.fallah@ucop.edu.

ADDITIONAL NOTES:

For Senate Committee Members and Approved Travelers:

1. UCOP requires that travelers who are to be reimbursed by the Senate Office must use SWABIZ or

the UCLA Travel Services to book flight reservations. UCLA Travel Services is pre-approved only for

travelers to or from Santa Barbara. These fare reservations have been negotiated with certain

carriers, and reservations are transferable and/or refundable to the in the event of meeting

cancellation. There are no out-of-pocket costs to the traveler.

2. If airfare is not purchased through SWABIZ or UCLA Travel Services, the Senate will reimburse State

airfare purchased 14 days in advance of a meeting or published airfare lower than the State fare.

Exceptions will be made for committee meeting attendee alternates who did not receive sufficient

advance notification to plan for travel.

3. Only economy airfare will be reimbursed. If a medical condition necessitates first class, please

submit to the Senate Executive Director (monica.li[email protected]

) a letter from the traveler’s doctor

prior to any travel to request an exception to policy.

4. No out-of-state travel will be reimbursed without prior approval by the Senate Executive Director

(monica.lin@ucop.edu

5. Travelers who choose not to use SWABIZ or UCLA Travel Services to make flight reservations and pay

for the flights themselves will only be reimbursed up to the cost of the corresponding State fare

(e.g., those purchased through SWABIZ or UCLA Travel). The Senate Office will not reimburse these

tickets if meetings or flights are cancelled. Travelers purchasing their own tickets in this manner do

so at their own risk.

Travelers are not eligible for meal reimbursement if the trip is 24 hours or less. Itemized receipt is required, and

no alcohol is allowed to be reimbursed.

November 13, 2023 ACADEMIC SENATE

6. If you expect to travel for Senate business multiple times during the year, it may be helpful to

establish a traveler profile. Travel profiles are now being created online through the

Connexxus

Portal. Simply log on to Connexxus and click on the “Edit Profile” link at the bottom right side and

then on “Update Contact Info.” Once in the profile form, fill in all the blanks. This allows the Travel

Center to make your travel arrangements without having to ask for your personal information each

time you travel and it makes it easier for us to locate you if you need assistance while on travel.

Surface Transportation:

1. Reimbursement for surface transportation is not to exceed airfare when air travel is available.

2. The current standard mileage reimbursement rate for using your personal vehicle is 65.5 cents per

mile (https://policy.ucop.edu/doc/3420365/BFB-G-28

). If you choose to use a Campus Fleet Car, the

Senate will not assume responsibility for any liability or damage. Please note that some campuses

have designated parking areas for Campus Fleet Cars. Unless you park in those areas, you must

obtain a parking permit to avoid a parking violation ticket.

3. Connexxus offers several options for booking rental cars, train travel, etc.

4. For trains, shuttles, and taxis: Keep original receipts or ticket stubs for train travel. Receipts are not

required for BART, local buses, and taxis if under $75.

5. Parking: Report parking expenses on reimbursement form; receipts are not needed if under $75.

Lodging:

1. For one-day meetings, one night’s lodging is automatically approved for members on travel status.

Any additional nights must be approved by the Senate Executive Director in advance of the meeting.

2. Lodging is not to exceed $275 per night (excluding taxes). Please request the UC/state government

rate if available and obtain a statement from the hotel that shows a zero balance.

Meals:

1. A light breakfast, lunch, and afternoon snack are provided at most meetings.

2. Travelers are not eligible for meal reimbursement if the trip is less than 24 hours. If the trip lasts

more than 24 hours, the travelers will be reimbursed the actual cost of the meal as indicated on an

original itemized receipt, subject to the maximum set by UCOP travel policy (see BFB G-28).

3. Alcoholic beverages will not be reimbursed.

4. Reimbursement requests that include meals for other individuals are considered an entertainment

cost and such costs are not reimbursable without prior approval from the Senate Executive Director

(monica.lin@ucop.edu

Combined Travel:

When completing a travel voucher for combined travel expenses, the Senate Office will reimburse only

those expenses relating to Senate business.