Financial Affairs

Travel

Welcome to the Financial Affairs resource page for UCSC Travel. Here you will find links to information to help guide you to successful travel preparation, booking, and expense reimbursement. Be sure to check out the Key Tips for UCSC Travelers for advice on the most common travel topics, and remember, the full UCSC Travel Guide is also available with in-depth travel and policy information.

Before you Travel

Get Departmental Pre-Approval for Your Trip

Pre-approval should be requested when you begin planning your travel. Finalize your travel plans using the list of allowable travel expenses, and seek departmental approval. Many departments have different requirements and procedures for approving travel expenses, so speak to your departmental or divisional leader for guidance.

Note: Effective 1/1/2017, UCSC is required to adhere to CA Bill AB 1887, which prohibits state-funded travel (199xx funds) to certain states due to their discriminatory stances on gender identity, expression, and equality.

As this list of states may change over time, please visit the website of the California Office of the Attorney General for a regularly updated list of impacted states and additional relevant information about this law.

You may also want to review the AB 1887 FAQ or contact travelhelp@ucsc.edu should you have any questions about this new law and how it impacts travel to the designated states.

Getting "There"

Make Sure Your Payment Information is Up to Date

In order for the university to reimburse your travel expenses you must have current payee information on file. Without a complete Payee Setup 204 form you will be unable to receive a cash advance or travel expense reimbursement. If your address or banking information has changed since you last submitted a Payee Setup 204 form, you will need to fill out a new form and submit it so that FAR has your new information.

The "Big 3" Forms

Pick a Way to Pay for Your Trip

The recommended way to pay for UCSC travel related expenses is now through the CTE Card program.

Alternatively, you can request a cash advance for your travel (or reimbursement for pre-paid travel) expenses by filling out and submitting a Travel Advance Request form. The Travel Advance Request form can also be used for requesting a trip number to direct bill certain expenses.

Regardless of what method of payment you choose, you are required to file a Post-Travel Expense form when you return from your trip.

The "Big 3" Forms
What About Travel Packages?

Book Your Travel Through Connexxus or Another Means

Reasons to Use Connexus
Getting "There"
Renting Some Wheels
Mixing Business with Pleasure
Airline Fee Basics
What About Travel Packages?

Note:If you're not using Connexxus BCD or UC Travel please see Enrolling in UC Trip Insurance.

Important Foreign Travel and Product Shipment Considerations

Foreign Travel - You must contact the UCSC Export Control Office at export@ucsc.edu if you are traveling to Cuba, Iran, Syria, Sudan or North Korea. These locations are highly regulated and travel to these destinations may require a license.

Foreign Product Shipments - Also, please contact the UCSC Export Control Office for guidance on license requirements for items that you may be hand-carrying or shipping abroad. Export controlled items include: samples, materials, components, confidential/technical information, laptops, smartphones, PDAs, software, and anything with encryption technology.

For more information see Key Tips For UCSC Travelers.

While You Travel

Review the list of allowable expenses before making purchases.

Save your original itemized receipts while traveling.

Yes, You Want Your Receipt!
Footing the Bill for Others

For more information see Types of Travel.

After you Travel

If you are seeking reimbursement for funds spent on allowable expenses while traveling, you have 45 days to file a Post-Travel Expense form, but it is recommended that you do so within 10 days of returning from your trip.

The "Big 3" Forms

Rates and information for rental car and personal automobile usage

Travel Announcements

Travel Announcements Archive

Oct202023: Travel Advisory: Middle East North Africa (MENA) Region
Due to heightened risk and concern for the health and safety of University of California students, faculty, and staff, the University of California Office of the President is directing the UC community to avoid all non-essential travel to the Middle East North Africa (MENA) region for the foreseeable future.

Please review the original PDF of this communication for more information and criteria for determining essential travel.
Oct22023: Travel Funding Restrictions Lifted
Seven years ago, the California legislature passed Assembly Bill (AB) 1887, which prohibited the use of State funds for UC travel associated with certain banned states. This law was repealed on September 13th this year via Senate Bill (SB) 447.

The UC Office of the President announced on 10/02/23 that all travel funding restrictions related to the banned states have been lifted as of the repeal effective date (9/13/23).