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Travel Announcements Archive

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.

 

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