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Travel Announcements Archive

Aug122024
CruzFly is Now the Primary System for Reimbursement Requests
All Reimbursement Requests for UCSC payees should now be processed through CruzFly. Other forms and processes, such as Direct Payment, Post-Travel, Travel Advance Request, and the Entertainment Reporting Form (ERF) should only be necessary when the person being reimbursed is a non-UCSC affiliate (that is, does not have a CruzID email address), or in special circumstances. For information about CruzFly, including how to get an account, please see the CruzFly User Manual.

For questions please contact cruzfly-help@ucsc.edu​. ​
Jul12024
Introducing UCSC Instant Card – A replacement for Travel Cash Advances
We are excited to announce the UC Santa Cruz Instant Card program starting July 1, 2024, for UCSC employees and students who are traveling for official university business.

​This new travel card program is intended to replace Travel Cash Advances. The original communication is also available for reference.​​​
Email Subject: Introducing UCSC Instant Card – A replacement for Travel Cash Advances

July 1, 2024

​

We are excited to announce the UC Santa Cruz Instant Card program starting July 1, 2024, for UCSC employees and students who are traveling for official university business. This new travel card program is intended to replace Travel Cash Advances.

What is it?

Instant Card is a temporary virtual USBank Visa credit card (no plastic issued) that can be added to a traveler’s smartphone wallet, Apple Pay or Google Pay, and can be used where credit card payments are accepted. This will reduce and, in some cases, eliminate cash advances and out-of-pocket expenses for employees and students.

Purpose

  • To reduce out of pocket expenses and replace the need for travel cash advances
  • A simple and secure payment option for employee or student travelers conducting business on behalf of the University and do not have a CTE card due to infrequent travel or other reasons
  • For emergency situations, such as a lost or stolen CTE card and needing an immediate payment solution

Benefits

  • The Instant Card is easy to receive, view and add to a virtual wallet. No need to pick up a plastic card because the card only exists in your smart phone
  • It’s integrated with CruzFly. Your Instant Card transactions will automatically post to CruzFly for streamlined reconciliation and expense reporting
  • The Instant Card has multiple layers of encryption, and it can be added to a mobile wallet and Apple Pay on iPhones or Google Pay on Android devices

Requirements

  • The cardholder MUST have a mobile device with the ability to download the US Bank Instant Card mobile app to receive and use the Instant Card
  • Cardholder must be able to access email on their mobile device to receive the virtual card notification and to complete registration
  • There must be a valid business purpose to request the card
  • Fully completed and signed Instant Card User Agreement Form must be submitted through Docusign.
  • For UCSC Student Travelers, a UCSC Employee Sponsor/Delegate must be assigned to each student and this employee will also sign and submit the Student Instant Card User Agreement Form, and provide their Vendor ID as the UCSC Employee Sponsor/Delegate will have access to the Student’s Instant Card transactions and will be able to reconcile the Student’s transactions on their behalf in CruzFly
  • Instant Card transactions flow into CruzFly and must be reconciled as soon as the trip is complete and no later than 60 days
  • The Instant Card should only be used to make purchases that are aligned with UC Policy requirements

Important Links:

Learn more about the Instant Card here

Apply for and request an Instant Card here

Find answers or get help with the Instant Card from our team at InstantCard@ucsc.edu

For travel policy questions, get help from travelhelp@ucsc.edu

For CruzFly system questions, get help from CruzFly-help@ucsc.edu

Thank you,
Scarlett Schwarz
Associate Director of Accounting Services​

May282024
Scheduled Site Maintenance Complete
The site maintenance has been successfully completed, and full functionality has been restored.

This was a significant upgrade to the underlying service that powers our website.
If you notice any website issues, please contact the web team at finaff-tech@ucsc.edu.
May202024
Scheduled Site Maintenance and Content Freeze Over Memorial Day Weekend
Beginning Friday 5/24 @ 5:30pm through Tuesday 5/28 @ 7am the Financial Affairs website will be undergoing scheduled maintenance. While the site will remain available in a read-only mode, some services will be impacted.

Notably, the Entertainment Dashboard and ERF/MET forms will be unavailable during this scheduled maintenance period. If you have questions or issues regarding this maintenance, please contact the web team at finaff-tech@ucsc.edu.
Apr152024
Update to UC Travel Reimbursement Policy G-28
Attention travelers, there has been a recent update UC Travel Reimbursement Policy G-28. As of 1/1/24, the CONUS lodging cap of $275 has increased to $333 per night before taxes and fees.

If you have any further questions about the update to the UC Travel Reimbursement Policy G-28, please email travelhelp@ucsc.edu.​​​​
Feb262024
Financial Affairs Website: Planned Outage on 3/3/24 from 2:30am - 5:30am
The Financial Affairs website will be unavailable for 3 hours on Sunday morning, March 3rd, from 2:30am to 5:30am for scheduled system maintenance. This will impact access to systems such as CruzBuy, CruzPay, CruzFly, ERS, and FIS. Please plan accordingly and contact finaff-tech@ucsc.edu with any questions.​​​​
Jan22024
New 2024 Mileage Reimbursement Rates
The UC mileage reimbursement rate for expenses incurred in connection with the business use of a private automobile for travel occurring on or after January 1, 2024 has been adjusted as follows:
  • Personal automobile use for business travel has increased from 65.5¢ to 67¢ per mile
The new Post Travel Expense web form will automatically set the mileage rate based on the day(s) of travel within the 2024 calendar year. For assistance, please contact travelhelp@ucsc.edu​​​
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).
Jan52023
New 2023 Mileage Reimbursement Rates
The UC mileage reimbursement rate for expenses incurred in connection with the business use of a private automobile for travel occurring on or after January 1, 2023 has been adjusted as follows:
  • Personal automobile use for business travel has increased from 62.5¢ to 65.5¢ per mile
The new Post Travel Expense web form will automatically set the mileage rate based on the day(s) of travel within the 2023 calendar year. For assistance, please contact travelhelp@ucsc.edu​​​
Nov22022
AB 1887 Update - Travel Restrictions
Attention travelers, there has been a recent update to the list of states impacted by California law AB 1887’s restrictions on state-funded travel. (At UCSC, this applies to funds in the 199xx series.) On August 19, 2022, the California State Attorney General added Georgia to the list of states impacted by California law AB 1887’s restrictions on state-funded travel.

Please visit the website of the California Office of the Attorney General for a regularly updated list of impacted states and additional information about this law.

You may want to review the updated AB 1887 FAQ or contact travelhelp@ucsc.edu should you have any questions about this law and how it impacts travel to the designated states.​​
Sep82022
Increase in Meal Rates for Business Travel and Entertainment
Changes to UC Business and Finance Bulletin G-28 "Travel Regulations" ​have been approved by the UC President for Fiscal Year 2022-23.
The changes increase maximum meal rates for both Travel and Entertainment related events.

  • Travel: Maximum daily reimbursement for meals and incidentals (for domestic travel) ​has increased from $62 to $79.
  • Entertainment: The maximum meal rates for entertainment and business meeting meals have increased for all meal types.

Please see the full announcement for more detail on these changes.​

Travel Meals

Business and Finance Bulletin G-28, Travel Regulations (Travel Policy) defines the Meal and Incidental Expenses (M&IE) Reimbursement Cap as the maximum amount authorized for the daily meal and incidental expenses established by the University. This is for all business travel of less than 30 days in the continental United States, which includes the 48 contiguous states and the District of Columbia.

The maximum M&IE rate for the Fiscal Year 2022-2023 is $79.00 and is based on the highest per diem rate available for all UC locations as published by US General Services Administration for Fiscal 2023. We will continue to follow this methodology to select a new M&IE rate for future fiscal years and will update the Travel Policy accordingly.


Entertainment Meals

The maximum meal rates for entertainment and business meeting meals have been increased in response to soaring food prices. The new rates are as follows:


Breakfast $31
Lunch $54
Dinner $94
Light Refreshments $22

As a reminder, these amounts include the cost of food and beverages, labor, sales tax, service, and delivery charges. The cost of room rental, room set-up fees, media rental, and decorations, etc., are not included in the per-person costs.
Jul12022
New 2022 Mileage Reimbursement Rates
The UC mileage reimbursement rate for expenses incurred in connection with the business use of a private automobile for travel occurring on or after July 1, 2022 has been adjusted as follows:
  • Personal automobile use for business travel has increased from 58.5¢ to 62.5¢ per mile
  • Driving or shipping an automobile related to moving has increased from 18¢ to 22¢ per mile
The new Post Travel Expense web form will automatically set the mileage rate based on the day(s) of travel within the 2022 calendar year. For assistance, please contact travelhelp@ucsc.edu​​
Jul12022
AB 1887 Update - Travel Restrictions
Attention travelers, there has been a recent update to the list of states impacted by California law AB 1887’s restrictions on state-funded travel. (At UCSC, this applies to funds in the 199xx series.) On July 1, 2022, the California State Attorney General added Utah and Indiana to the list of states impacted by California law AB 1887’s restrictions on state-funded travel. On August 1, 2022, the California State Attorney General will add Louisiana to the list of states impacted by California law AB 1887’s restrictions on state-funded travel. On September 28, 2022, the California State Attorney General will add Arizona to the list of states impacted by California law AB 1887’s restrictions on state-funded travel.

Please visit the website of the California Office of the Attorney General for a regularly updated list of impacted states and additional information about this law.

You may want to review the updated AB 1887 FAQ or contact travelhelp@ucsc.edu should you have any questions about this law and how it impacts travel to the designated states.​​
Jan12022
New 2022 Mileage Reimbursement Rates
The UC mileage reimbursement rate for expenses incurred in connection with the business use of a private automobile for travel occurring on or after January 1, 2022 has been adjusted as follows:
  • Personal automobile use for business travel has increased from 56¢ to 58.5¢ per mile
  • Driving or shipping an automobile related to moving has increased from 16¢ to 18¢ per mile
In order to accommodate travelers filing for both years, two versions of the Post Travel Expense form will be available until March 1, 2022. For assistance, please contact travelhelp@ucsc.edu​​
Sep302021
AB 1887 Update - Travel Restrictions
Attention travelers, there has been a recent update to the list of states impacted by California law AB 1887’s restrictions on state-funded travel. (At UCSC, this applies to funds in the 199xx series.) On September 30, 2021, the California State Attorney General added Ohio to the list of states impacted by California law AB 1887’s restrictions on state-funded travel.

Please visit the website of the California Office of the Attorney General for a regularly updated list of impacted states and additional information about this law.

You may want to review the updated AB 1887 FAQ or contact travelhelp@ucsc.edu should you have any questions about this law and how it impacts travel to the designated states.​​
Jan12021
New 2021 Mileage Reimbursement Rates
The UC mileage reimbursement rate for expenses incurred in connection with the business use of a private automobile for travel occurring on or after January 1, 2021 has been adjusted as follows:
  • Personal automobile use for business travel has decreased from 57.5¢ to 56¢ per mile
  • Driving or shipping an automobile related to moving has decreased from 17¢ to 16¢ per mile
In order to accommodate travelers filing for both years, two versions of the Post Travel Expense form will be available until March 1, 2021. For assistance, please contact travelhelp@ucsc.edu​​
Aug192020
Financial Affairs Response Times Impacted
As with many campus units, there are a significant number of Financial Affairs staff impacted by the CZU Lightning Complex Fire. Response times for all Financial Affairs departments may be slower than usual. Be safe, everyone.
​
Aug172020
Notice to Employees: Remote/Zoom Meal Expenses not Allowable During COVID-19 Shelter-in-place
Many campuses have been receiving requests from employees for reimbursements of various expenses associated with working from home during the COVID-19 shelter-in-place. It is important to remember that employees who are working from home are not on travel status as defined in Business and Finance Bulletin G-28, Travel Regulations, as “the period during which a traveler is traveling on official University business outside the vicinity of their headquarters or residence.” Because employees who are working from home are not on travel status, they are not eligible for meal reimbursement. If they have to travel to the regular office where they would normally work, that is a non-reimbursable commuting expense.

Similarly, requests for reimbursement of meals taken at home (or delivered) during a Zoom business meeting are not reimbursable under policy. Per Business and Finance Bulletin BUS-79, a business meeting requires an in-person host, and is intended for on-premises and/or in-person meetings of employees. Since none of those factors occur on an at-home Zoom meeting with colleagues, the related charge is not allowable for reimbursement nor can it be charged to a UC paid credit card (i.e. CTE or Procard).​
May142020
Payee Setup 204 Form Gets the DocuSign Treatment
We have reached the next milestone in the evolution of the Payee Setup 204 form simplification process. The form can still be accessed from our Forms Directory and the familiar Payee Setup 204 Form Helper page, though the classic PDF has now been replaced by a DocuSign template experience. More detail on this change and the new 204 process.​​

The new DocuSign PowerForm link will enable the user to initiate a DocuSign envelope for the Payee Setup 204 form by entering their full name and email address. Once the envelope has been created an email is sent to the user from which they can open the 204 form in DocuSign and begin filling it out. Once the form is filled and submitted, it will be routed to the Financial Accounting and Reporting (FAR) Office for review. After the form is reviewed by the FAR Office, and all necessary information is present, the reviewing member of the FAR Office will initial the form and complete the DocuSign form workflow. Payee Setup 204 forms will be processed in the order received, and should be on file in our financial system within 5-7 business days.​

Apr132020
Financial Affairs Response to COVID-19
During this unprecedented time, our entire UCSC community has been directly impacted by the magnitude of the global COVID-19 crisis. Many temporary adjustments have been, and continue to be, made to our financial policy and processes in order to accommodate our UCSC community and to help our campus navigate this difficult period.

For more information on the response and related resources, please visit our Financial Affairs Response to COVID-19 page.​
Mar102020
Coronavirus (COVID-19) Related Travel Reimbursements
Important information about reimbursements for business travel cancellations caused by the coronavirus (COVID-19) is available on this special reimbursement resource page. For regular reimbursement information, please visit the UCSC Travel Process page.
Jan12020
New 2020 Mileage Reimbursement Rates
The UC mileage reimbursement rate for expenses incurred in connection with the business use of a private automobile for travel occurring on or after January 1, 2020 has been adjusted as follows:
  • Personal automobile use for business travel has decreased from 58¢ to 57.5¢ per mile
  • Driving or shipping an automobile related to moving has decreased from 20¢ to 17¢ per mile
In order to accommodate travelers filing for both years, two versions of the Post Travel Expense form will be available until March 1, 2020. For assistance, please contact travelhelp@ucsc.edu​
Nov152019
UCPath Implementation
Due to the UCPath implementation, new employees who begin work after 12/4/2019 will not be able to access the Connexxus or UCTC (UCLA Travel) reservation systems until UCPath go-live in early January. Click here for full details.
The Connexxus and UCTC (UCLA Travel) reservation systems will be slightly impacted by the UCPath Go-live in January 2020. The implementation of UCPath will require a blackout period for adding newly hired employees to the Connexxus and UCTC systems from December 4, 2019-January 3, 2020 which will have the following impacts on travel reservations during that period:
  • New employees starting work within the blackout period will not have a profile in Connexxus or UCTC until January 3rd.
  • New employees starting work during this period or existing employees without a travel profile in either system will need to contact their department administrative team to book travel as a “Guest Traveler”.
  • Department representatives will need to collect the traveler details such as name (as listed on passport or license), address and birthdate to input into the travel system for reservations.
  • Department representatives will also need to contact tars@ucsc.edu to obtain a trip number if attempting to book a direct billed flight for an individual without a travel profile.
  • Car rentals can be booked by department personnel on behalf of travelers who do not have Connexxus or UCTC profiles; however, it is recommended that these travelers make their own hotel reservations to protect their personal credit card information.
Historically, there is a very small population of newly hired employees starting work in December and as a result, we expect minimal impact. If you have any questions, please contact travelhelp@ucsc.edu for assistance. Thank you for your patience.​​
Apr152019
AB 1887 Update - Travel Restrictions
Attention travelers, there has been a recent update to the list of states impacted by California law AB 1887’s restrictions on state-funded travel. (At UCSC, this applies to funds in the 199xx series.) On April 15, 2019, the California State Attorney General added South Carolina to the list of states impacted by California law AB 1887’s restrictions on state-funded travel.

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 want to review the updated AB 1887 FAQ or contact travelhelp@ucsc.edu should you have any questions about this law and how it impacts travel to the designated states.
Jan12019
New 2019 Mileage Reimbursement Rates
The UC mileage reimbursement rate for expenses incurred in connection with the business use of a private automobile for travel occurring on or after January 1, 2019 has been adjusted as follows:
  • Personal automobile use for business travel has increased from 54.5¢ to 58¢ per mile
  • Driving or shipping an automobile related to moving has increased from 18¢ to 20¢ per mile
In order to accommodate travelers filing for both years, two versions of the Post Travel Expense form will be available until March 1, 2019. For assistance, please contact travelhelp@ucsc.edu
Feb62018

Connexxus for Personal Use
UC Santa Cruz employees can now use Connexxus to receive UC-negotiated rates for personal travel. Individuals may not use University issued credit cards or direct billing arrangements to pay for personal travel. UCSC employees that utilize UC travel resources for personal travel must have their own personal credit card available to pay for all expenses. Before making travel arrangements, be sure to set up a Connexxus traveler profile and review the benefits and exclusions below.

To take advantage of the rates available through Connexxus for your personal travel plans, choose one of the booking options (e.g. Southwest, BCD) and follow onscreen instructions.

Discounted rates and benefits provided through Connexxus are extended to UC employees for booking personal travel and include:

  • Airfare
  • Car rentals (includes free enrollment in rewards programs)
  • Hotels
  • Low service fees

Benefits not extended to personal travel:

  • Travel insurance:
  • Car rental insurance coverage:
    • Coverage can be purchased through the rental agency.

For more information on Connexxus please see the Travel Guide.

Jan12018
New 2018 Mileage Reimbursement Rates
The UC mileage reimbursement rate for expenses incurred in connection with the business use of a private automobile for travel occurring on or after January 1, 2018 has been adjusted as follows:
  • Personal automobile use for business travel has increased from 53.5¢ to 54.5¢ per mile
  • Driving or shipping an automobile related to moving has increased from 17¢ to 18¢ per mile
In order to accommodate travelers filing for both years, two versions of the Post Travel Expense form will be available until March 1, 2018. For assistance, please contact travelhelp@ucsc.edu
Oct152017
Travel Policy Spending Limit Changes Effective October 15th: M&IE and Lodging Rates Reduced
Changes to UC BFB G-28 "Travel Regulations" ​have been approved by the UC President ​effective October 15th. The changes reduce maximum daily lodging and meal expense reimbursement rates.
  • Lodging: Maximum daily lodging expense reimbursement rate will be $275 (before taxes and fees) for travel within the continental US.

    Note: A request for a reimbursement in excess of this cap due to the inability of the traveler to obtain lodging within the maximum rate will require written justification and submission of documentation, such as screenshots of comparison with nearby hotel rates taken at the time of booking.

  • Meals and Incidentals: Maximum daily reimbursement for meals and incidentals (for domestic travel) ​has decrease​d​ from $74 to $62. Exceptions will not be permitted. By comparison, the State has a $46 per day limit.
These changes ​are a result of adopting recommendations from a recent California State Audit Office review of the UC Office of the President. They align the University with the rate caps imposed by the California State University system.
Sep252017
Travel Policy Spending Limit Changes Beginning October 15th: M&IE and Lodging Rates Reduced
Changes to UC BFB G-28 "Travel Regulations" are expected to be approved by the UC President beginning October 15th. The changes will take effect quickly, and will reduce maximum daily lodging and meal expense reimbursement rates.
  • Lodging: Maximum daily lodging expense reimbursement rate will be $275 (before taxes and fees) for travel within the continental US.

    Note: A request for a reimbursement in excess of this cap due to the inability of the traveler to obtain lodging within the maximum rate will require written justification and submission of documentation, such as screenshots of comparison with nearby hotel rates taken at the time of booking.

  • Meals and Incidentals: Maximum daily reimbursement for meals and incidentals (for domestic travel) will decrease from $74 to $62. Exceptions will not be permitted. By comparison, the State has a $46 per day limit.

These changes come as a result of adopting recommendations from a recent California State Audit Office review of the UC Office of the President. They align the University with the rate caps imposed by the California State University system.

We will be distributing more definitive implementation information as soon as we receive it from UCOP and will be updating Financial Affairs' travel webpages and guide sections accordingly.

Jun262017
AB 1887 Update – Restrictions on Travel Using State Funds (199xx)
Attention travelers, there has been a recent update to the list of states impacted by California law AB 1887’s restrictions on state-funded travel. (At UCSC, this applies to funds in the 199xx series.)

Currently, the states of Alabama, Kansas, Kentucky, Mississippi, North Carolina, South Dakota, Tennessee, and Texas are on the prohibited travel list. 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 updated AB 1887 FAQ or contact travelhelp@ucsc.edu should you have any questions about this law and how it impacts travel to the designated states.
May52017
LAX Undergoing Major Transformation
Los Angeles International Airport (LAX) is undergoing a major transformation in the coming weeks, where 21 airlines will relocate terminals. For those who travel frequently through LAX this means taking a moment to confirm your departure terminal and gate before you get to the airport. For more detail please see the full announcement here.
Most of the changes will take place during a one-week period beginning the night of May 12, 2017 and airlines will work to relocate overnight (while maintaining normal operations throughout the day).

You can find a full fact sheet on these changes here, and below you will find tips for travelers:
  • Check-in online, print a boarding pass and confirm terminal and gate number with your airline before coming to LAX;
  • When entering the airport, look for signs directing you to the correct terminal;
  • Once at LAX, check flight and gate status on display boards in each terminal;
  • Plan ahead and allow extra time for walking. Some flights have check-in at one terminal with departure from another;
  • After check-in, some airlines will bus passengers to a different terminal for departure
For more information: www.LAXisHappening.com/LAXontheMOVE

Keep in mind, that LAX also encourages travelers to allow for extra time to/from the Central Terminal area due to construction.
Mar232017
May 2017 Connexxus Southwest Airlines Booking Platform Changes Could Affect UCSC Travelers
Southwest Airlines is in the process of updating their booking platform and the change will take effect on May 8th.

This means that any Southwest booking via agency sites that span May 8th (i.e. a trip from May 7th to 9th) will have to book each flight (departure and return) separately. Travelers who attempt to book roundtrip flights over this time frame will receive an error indicating the booking could not be completed. Please note, entire trips before or after May 8th will not face this issue.

To avoid multiple tickets and fees, travelers can book their Southwest tickets directly via SWABIZ (Southwest Airlines for Business) using the “Book Now” link in Connexxus. This will allow you access to all flights and UC-negotiated discounts and benefits (including an extra 250 Rapid Reward points for each leg of the trip). Travelers will not be able to use the campus paid airfare option via SWABIZ and will have to seek reimbursement after the trip.

The Central Travel Office held a 30-minute webinar to discuss this platform change and what it may mean to UC travelers on Thursday, April 6th, 2017 at 11:30AM.
Jan52017
New Law Prohibiting State-Funded Travel to Certain States
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.

The following states are currently impacted:
  • Kansas
  • Mississippi
  • North Carolina
  • Tennessee
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. Please contact travelhelp@ucsc.edu should you have any questions about this new law and how it impacts travel to the designated states.
Jan32017
New 2017 Mileage Reimbursement Rates
The UC mileage reimbursement rate for expenses incurred in connection with the business use of a private automobile for travel occurring on or after January 1, 2017 has been adjusted as follows:
  • Personal automobile use for business travel has decreased from 54¢ to 53.5¢ per mile
  • Driving or shipping an automobile related to moving has decreased from 19¢ to 17¢ per mile
In order to accommodate travelers filing for both years, two versions of the Post Travel Expense form will be available until March 1, 2017. For assistance, please contact travelhelp@ucsc.edu
Oct152016

Emergency Ban on Samsung Galaxy Note7 Smartphone
The U.S. Department of Transportation (DOT) has announced that it is issuing an emergency order to ban all Samsung Galaxy Note7 smartphone devices from air transportation in the United States. Individuals who own or possess a Samsung Galaxy Note7 device may not transport the device on their person, in carry-on baggage, or in checked baggage on flights to, from, or within the United States. This prohibition includes all Samsung Galaxy Note7 devices. The phones also cannot be shipped as air cargo.

The ban is effective as of, Saturday, October 15, 2016, at noon ET.
View the full announcement from the DOT for additional information.

Jul182016

New Travel Resources and Step-By-Step Travel Form Instructions Available
The new Travel Forms Help page contains step-by-step instructions on filling out the Travel Advance Request and Post Travel Expense forms. This information includes screenshots with trip information that serve as a reference tool, followed by concise instructions for each entry field to guide end-users effectively. This new resource can be found within the post-travel forms area below, the Key Tips for UCSC Travelers page and at the top of the Travel Advance Request and Post Travel Expense forms.

In addition to the Travel Forms Help page, we’re pleased to announce the redesign of the Travel Cash Advance Repayment form. This form was previously filled out by hand and delivered to the Cashiers Office. The new form can now be accessed by clicking on the "Payment Due" link within the Post Travel form if travel cash advance funds need to be repaid to UCSC.

 

 
Feb102016
Trondant Outage and IE 8/9 Support Removal Notification
There are two technical bulletins:
  • Trondant will be undergoing scheduled maintenance on Monday, February 15th from 12:00 a.m. CST to 6:00 a.m. CST

Users will not be able to book trips with Trondant during this period. Please plan accordingly.

  • Microsoft and Concur end support for IE8/IE9: February 12, 2016

Concur Travel will end support for IE 8/9 on Friday, February 12, 2016. As a result, Concur Travel & Expense may not work properly for someone using IE 8/9 after February 12, 2016. As Concur continues to release new enhancements to all products, new and existing functionality may not work properly within IE 8/9.

Feb102016
Connexxus Survey Open Until 2/16 - Participants Gain Entry To Raffle
The UC Central Travel Office has announced that Staff and Faculty that participate in their Connexxus Program Survey are entered to win a pair of tickets to anywhere in the United States, as well as other prizes. For more information, click here.
It’s that time of year again and the Central Travel Office would like your help in assessing the Connexxus program and UC’s preferred agencies.

In appreciation of your time, we will hold a raffle and the Grand Prize will be TWO (2) Virgin America tickets for travel anywhere in the United States (including Hawaii). Prizes to 15 other winners will provide status upgrades with either Southwest Airlines to "A Status" or Virgin America to “Silver Status” (winner’s choice). Please complete the survey by February 16th, 2016 to be eligible for this raffle. Only UC staff and students with a valid campus email are eligible to enter the raffle. Full Terms & Conditions can be found at the bottom of this announcement.

Click Here To Take The Survey

If you did not use Connexxus directly and had someone else make your travel arrangements, please feel free to forward this email so they may provide us with honest feedback. You may also share this email with others you know who travel or book travel. Your continued support of the travel program is appreciated.


Terms and Conditions

Raffle Terms & Conditions: UC Central Travel Office is holding a raffle for faculty and staff (from any UC campus location, including Medical Centers, OP, ANR, Labs, etc.) who complete the annual Connexxus Travel Survey by February 5th, 2016. The Grand Prize will be TWO (2) tickets for domestic airfare (including Hawaii) on Virgin America. Prizes to 15 other winners will provide status upgrades with either Southwest Airlines to "A Status” or Virgin America to “Silver Status” (winner’s choice).

Full Terms & Conditions of the raffle are as follows: UC employees will automatically be entered in the raffle by providing a valid UC email address after filling out the 2015 Connexxus Travel Annual Survey; The survey will close on February 5th, 2016 after which winners will be randomly selected; Winners must claim prizes by the date indicated in the prize notification or they may forfeit the prize. In the event the first winner does not claim the prize by the deadline, another winner may be drawn; Prizes are subject to the restrictions and rules imposed by the airline including expiration dates, security fees, security requirements, and reservations. Blackout dates may apply for the free airfare tickets; Prizes are not transferable or redeemable for cash or credit, and may be subject to change without notice; Prizes do not include any additional expenses, including, but not limited to, incidentals, meals, telephone charges, travel insurance, souvenirs, and transportation (except airfare for the Grand Prize); All taxes are the sole responsibility of the winners.

The fair market value (FMV) of the grand prize ticket will be reported on the employee W-2 in the year that the prize is awarded. The FMV for the Virgin America tickets is $750 per ticket (total of $1,500 will be reported for 2016); Participation in this raffle and acceptance of a prize constitutes permission for the UC Central Travel Office use his/her name, campus and/or any statements made by winner regarding the raffle or travel program for promotional purposes without notice or additional compensation; Winners will be informed individually and then announced through the Connexxus distribution list and newsletter; To enter the raffle without filling out the survey, send an email to uctravel@ucop.edu no later than February 5th, 2016 with “2015 Annual Survey Raffle” in the subject field. By participating, UC employee agrees to these official rules and agrees to accept all decisions of the UC Central Travel Office in regards to this raffle. The UC Central Travel Office decision is final with respect to all matters relating to awarding of the prizes and shall not be subject to review or appeal.

Jan272016

Super Bowl Travel Advisement
​The 50th Super Bowl is being hosted in the Bay Area on Sunday, February 7th. It will be held at Levi’s Stadium, Santa Clara, CA. Travelers to and from the area in the days immediately before and after the event should plan accordingly for busy roadways and capacity filled hotels.
 
Airports are anticipating longer than usual lines AFTER the game: if you are flying out of SFO, OAK, or SJC on February 8th, they suggest you follow the 5-4-3-2-1 rules:

5 Hours before departure:   Leave home / Check out of your hotel
4 Hours before departure:   Park your car / Turn in your rental car
3 Hours before departure:   Check-in at the Ticket Counter
2 Hours before departure:   Get in line at the TSAR Security Checkpoint
1 Hour before departure:     Be at your gate

Dec222015

​New 2016 Travel Meal Maximums & Mileage Reimbursement Rates
Rates for travel mileage and M&IE have changed for expenses incurred for a business purpose on or after January 1, 2016.

  • Personal automobile use for business travel has decreased from 57.5¢ to 54¢ per mile
  • Driving or shipping an automobile related to moving has decreased from 23¢ to 19¢ per mile
  • The daily meal and incidental expense (M&IE) cap for travel within the continental U.S. (CONUS) has been increased from $71 to $74

In order to accommodate travelers filing for either year, two versions of the Post Travel Expense form will be available until May 1, 2016. 

For assistance, please contact travelhelp@ucsc.edu
Nov162015

New Redesigned UCSC Travel Resources for Travelers & Travel Arrangers
The new Travel Process page now contains an overview of the travel process from start to finish, with links that take you directly to desired information in the Travel Guide; eliminating the need to read through the entire guide when looking for important information. It also contains links to the Key Tips for UCSC Travelers page, which lists brief yet comprehensive explanations of the topics that customer feedback showed to be the most confusing.

Although the Travel Guide has not been rewritten, we have added new information within the guide to complement our new resources. As we make further progress improving the quality and usefulness of travel information, our plan is to implement new travel form instructions and "quick guides" for "before, while, and after" you travel, with detailed instructions for each stage of the travel process.

Jul192015

UC Travel Policy Implementing Procedures 
On August 3, 2015, Financial Affairs will implement two procedures in response to the recently-updated UC travel policy. They cover the 45-day travel expense submission requirement and the handling of approved, frequent business travel between distant UCSC locations. Click here for the details.

On August 3, 2015, Financial Affairs will implement two procedures in response to the recently-updated UC travel policy. They cover the 45-day travel expense submission requirement and the handling of approved, frequent business travel between distant UCSC locations:

  1. TAXATION OF TRAVEL EXPENSE REIMBURSEMENT REQUESTS SUBMITTED MORE THAN 45 DAYS AFTER THE CONCLUSION OF TRAVEL

    The reimbursement of business travel expenses submitted to the FAST Office more than 45 days after the conclusion of travel is subject to IRS tax reporting and withholding, and will be processed by Financial Affairs as follows:
    • Any justification for submitting the Post-Travel Expense form after the deadline will be reviewed to determine if there is a valid reason that would preclude tax withholding.
    • If a valid reason does not exist and this is the traveler's first request submitted past the deadline, tax will not be withheld. However, the traveler will receive a reminder of the 45-day submission requirement and a warning that tax will be withheld on the next travel expense reimbursement request submitted past the deadline.
    • This provision does not apply to reimbursements of travel expenses incurred for frequent, approved travel between distant UCSC facilities. Refer to 2. below for more information.

  2. APPROVED, FREQUENT BUSINESS TRAVEL BETWEEN DISTANT UCSC LOCATIONS

    Approved travel expenses incurred as a result of frequent, routine business travel between distant UCSC facilities during a calendar quarter may be submitted as a single travel expense reimbursement request. The travel purpose and the date of each trip, points of travel, and mileage must be reported on the Post-Travel Expense form or on an attachment sheet. The Post-Travel Expense form must be submitted to the FAST Office within 30 calendar days after the end of the quarter. Quarters end on March 31, June 30, September 30, and December 31. Expense reimbursement requests submitted after the deadline will be subject to tax withholding.
The Financial Affairs Travel Guide has been updated to reflect this information.