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Travel Guide

The information in this guide is intended to help employees plan, book, and pay for travel that is necessary to complete official UCSC business. Listed below are resources and policies to clarify what travel purchases can and cannot be reimbursed.
  
  
  
Payee_Setup_204.pdfWritable PDFPayee_Setup_204
Payee_Setup_Instructions.pdfPayee_Setup_Instructions
Post_Travel_Expense.pdfWritable PDFPost_Travel_Expense
Post_Travel_Expense_2014.pdfWritable PDFPost_Travel_Expense_2014
Post_Travel_Expense_Instructions.pdfPost_Travel_Expense_Instructions
Travel_Advance_Instructions.pdfTravel_Advance_Instructions
Travel_Advance_Request.pdfWritable PDFTravel_Advance_Request
Travel_MileageLog_MultipleTrips.pdfWritable PDFTravel_MileageLog_MultipleTrips
Travel_Trip_Number_Procedure.pdfTravel_Trip_Number_Procedure
UCSC_Travel_Entertainment_Card.pdfUCSC_Travel_Entertainment_Card
UCSC_Travel_Entertainment_Card.xlsUCSC_Travel_Entertainment_Card
Vendor_Electronic_Funds_Authorization.pdfWritable PDFVendor_Electronic_Funds_Authorization
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  • Before you Start

    Individuals are required to fill out a Payee_Setup_204 before receiving a UCSC non-payroll payment.

    Ensure that all travel expenses are necessary, proper, and reasonable. Lavish or excessive travel expenses will not be reimbursed.

    • Paying expenses for another traveler is not allowed unless it is for a shared hotel room. Refer to Ways to pay for more information.
    • For trips involving more than two University business travelers, refer to Group Travel for more information.

    Connexxus

    Connexxus: UC's travel program combines discounts through UC-negotiated contracts with a range of booking options. Connexxus provides value, flexibility, and convenience to UC employees and assists travelers in maintaining compliance with UC policy. To establish a profile to book university business travel through Connexxus, refer to the Connexxus Section.

    • Transportation expenses:
      Supporting cost comparison is to be used on what UC would have paid, which can be obtained by a Connexxus-related agency or Standard Commercial Air Carrier prior to or at the time of booking the trip. Will be based on the most economical mode of transportation and the most commonly traveled route consistent with the authorized purpose of the trip. Any exception must be approved by the Chancellor.
    • Non-business travel expenses must be separately identified.
    • Entertainment expenses incurred while on travel status are to be reported separately on the Entertainment_Reporting Form and submitted along with a completed Post_Travel_Expense form.
      • While on travel status the cost of meals or light refreshments and related services incurred in connection with a social or recreational activity or event supporting the University’s mission is considered entertainment.
      • Include entertainment expenses in the "Miscellaneous (explain)" section on the Post_Travel_Expense form to ensure that meals associated with travel are accounted for separately from meals associated with providing entertainment.
      • Refer to the Entertainment Event Expense Guide for additional information.
    • For all travel expenditures, detailed/itemized receipts are required to be submitted with the request for reimbursement. See: Receipt and documentation requirements for additional information.
      • Note: Individuals are required to fill out a Payee_Setup_204 before receiving a UCSC non-payroll payment.
    UC Travel Center Booking Process

    The UC Travel Center is a full-service travel agency that can book tickets for any airline. Bookings must be made 24 hours in advance to ensure proper ticketing.

    Follow these steps to make an airline reservation through the UC Travel Center. All forms referenced are available for download from the forms tab at the top of this guide:

    1. Complete a Travel Advance Request form. Refer to the Travel_Advance_Instructions on how to complete the form.
    2. Obtain approval on the Travel Advance Request form from appropriate supervisor or other designated official. Submit a Travel Advance Request form for approval to divisional/departmental business office in accordance with departmental procedures. Contact divisional business office for further information.
    3. A UCSC Trip Number will be provided as a reference for confirmation of travel itinerary, this number will also be used in reporting travel expenses when filling out a Post Travel Expense Report form.
    4. To confirm the itinerary, update and/or correct it as needed. Include the UCSC Trip Number on it, and send a confirmation email back to the UC Travel Center. The UC Travel Center will not issue a ticket without a Trip #.
      Note: Trip numbers must be used for one trip and cannot be reused.
    5. The UC Travel Center will book the reservation and provide electronic ticketing information and final itinerary via email.
    6. Print out a copy of the itinerary to bring to the airport. Printing instructions are provided with the email message.
    7. After the reservation is made, departmental and divisional business offices are required to send a copy of the completed and approved Travel Advance Request form, along with an assigned Trip Number and FOAPAL to FAST/AP Office (fax 9-1723).

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  • Allowable Expenses

    The following necessary, proper, and reasonable travel expenses are generally reimbursable. Refer to Detailed Reimbursable Travel Expenses at the bottom of this section for additional information.

    1. Aircraft (Private)
    2. Airfare costs
    3. Automobile usage (Personal)
    4. Baggage checking and storage fees
    5. Bridge tolls
    6. Business office expenses
    7. Lodging - Reimbursement for overnight lodging will be allowed only if the traveler is at least forty miles from headquarters or home, whichever is closer
    8. Meals and incidentals
    9. Parking
    10. Rail travel costs
    11. Registration fees for conferences, conventions or meetings of professional or learned societies
    12. Rental car
    13. Reservation cancellation fee
    14. Road tolls
    15. Special fees for foreign travel
    16. Taxi and public transportation fares
    17. Telephone calls
    18. Ticket replacement fee

    Other Travel Related Expenses

    The following business-related travel expenses are usually reimbursable:

    1. Baggage checking or storage fees necessary for the business purpose of a trip.
    2. Business office expenses when normal purchasing processes cannot be followed:
      • Local and long distance telephone calls
      • Fax and computer expenses
      • Copy and word processing services
      • Equipment rentals
      • Overnight delivery/postage
      • Purchase of materials and supplies when normal purchasing procedures cannot be followed
      • Rental of a room or other facility for the transaction of official business
      • Laundering, cleaning, or pressing of clothing if a trip is longer than six days
    3. Local and long distance telephone calls. Including one reasonably brief, non-emergency, personal call home per day.
    4. Lost ticket / Re-ticketing charges, if both of the following conditions are met:
      • Occurrence is infrequent.
      • There is a valid business reason.
    5. Parking, for travel exceeding 24 hours, lower-cost, longer-term parking options should be used
    6. Registration fees for conferences, conventions or meetings of professional or learned societies
    7. Reservation cancellation charges, if charges are the result of circumstances beyond the traveler’s control
      • Travelers who are unable to honor a reservation are responsible for canceling the reservation in compliance with the cancellation terms established by the hotel, airline, etc.
      • The traveler must promptly return any refundable deposits to the University
    8. Road and bridge tolls
    9. Special fees for foreign travel, including the following:
      • Obtaining a passport, visa, tourist card, and necessary photographs
      • Certificates of birth, health, identity, and related affidavits
      • Charges for required inoculations and medical evacuation insurance
      • Traveler’s checks
      • Currency conversion and check cashing fees
      • Hiring guides, translators, and local labor
      • Full collision insurance on automobiles rented in foreign countries)
    10. Taxi and public transportation fares

    Note: For foreign travelers, certain non-business expenses may be treated as taxable income to the traveler. The calculation of the taxable amount is based on multiplying total expenses by the ratio of nonbusiness travel days to the total business and nonbusiness travel days.

    Reimbursement of travel expense by a non-UCSC third-party:
    Ensure that any reimbursements by an outside source have been deposited to the appropriate departmental account code (FOAPAL).


    Detailed Reimbursable Travel Expenses

    Air travel costs:
    Refer to the Air travel section.

    Aircraft, Private:
    If the traveler incurred higher than standard operating costs, the traveler may seek reimbursement by submitting a statement with the Post Travel Expense certifying that he or she incurred higher operating costs.

    Automobile, Personal:
    Refer to the Personal Auto Usage section.

    Baggage, checking and storage fees:
    These fees are reimbursable only if necessary for the business purpose of a trip.

    Business office expenses:
    The following expenses may be reimbursed when normal UCSC purchasing processes cannot be used:

    • Fax and computer expenses
    • Copy services
    • Equipment rentals
    • Overnight delivery/postage
    • Purchase of materials and supplies
    • Rental of a room or other facility for the transaction of official business
    • Laundering, cleaning, or pressing of clothing if a trip is longer than six days
    • Word processing services

    Lodging:
    Refer to the Hotel Room, Lodging, Meals and Incidentals section.

    Meals and incidentals:
    The rates vary depending on destination and duration of travel.

    Domestic Travel Reimbursement Rates:
    Reimbursement rates are based on destination and duration of travel.

    • No exceptions may be made for the payment of expenses exceeding the limits specified below.
    • For travel lasting more than one year, the rate may be increased up to 150% to cover income taxes.
    • An overnight stay must be substantiated with an original lodging receipt or an acceptable statement explaining why lodging was not obtained, such as when lodging with a friend or relative.

    Travel within continental US – CONUS travel:

    • Less than 24 hours without an overnight stay
    • Less than 24 hours with an overnight stay
      • Actual M&IE up to $71.00 for the entire trip, even if it extends over two consecutive days, plus actual lodging costs.
      • An "overnight stay" involves obtaining substantial sleep or rest
        • Napping or resting in a car does not constitute obtaining substantial sleep or rest.
    • Between one to 29 days in one location
      • Actual daily M&IE up to $71.00 per day, plus actual lodging costs.
    • Thirty or more consecutive days in one location
      • Reimbursement of actual subsistence expenses shall be limited to a daily amount of up to 100% of the applicable federal per diem rate.
        • Actual costs paid for lodging taxes, which are not included in CONUS per diem rates, may be reimbursed as a miscellaneous expense.
      • Administration per diem rate
      • For travel lasting more than one year, M&IE reimbursement is taxable income, and the rate may be increased up to 150% to cover income taxes.

    Travel to Alaska, Hawaii, and US possessions – OCONUS travel:

    Foreign Reimbursement Rates:
    Reimbursement rates are based on the duration of travel.

    Rail or bus travel:

    • Rail or bus transportation may be used when required by the destination or by business necessity.
    • When rail or bus travel is used in lieu of air travel only the lesser of rail fare or equivalent airfare cost to the same destination will be reimbursed.

    Rental cars:
    Refer to the Rental car section.

    Reservation cancellation charge:
    Charges or lost refunds will be reimbursed only if charges are the result of circumstances beyond the traveler’s control.

    Special fees for foreign travel
    The following special fees and expenses related to foreign travel are generally reimbursable:

    • Obtaining a passport, visa, tourist card, and necessary photographs
    • Certificates of birth, health, identity, and related affidavits
    • Charges for required inoculations and medical evacuation insurance
    • Currency conversion and check cashing fees
    • Traveler’s checks
    • Hiring guides, translators, and local labor
    • Full collision insurance on automobiles rented in foreign countries

    Telephone calls
    Local and long distance telephone business calls are reimbursable. In addition, one reasonably brief, non-emergency, personal call home per day is reimbursable.

    Ticket replacement / re-ticketing charge

    • Service charges may be reimbursed, provided such occurrences are infrequent.
    • Charges for re-ticketing, schedule changes, etc. are reimbursable if incurred for a valid business reason.

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  • Unallowed Expenses

    These types of travel-related expenses are not reimbursable:

    1. Bicycle usage
    2. Motorcycle usage, except for a University Police employee on assignment
    3. The cost of a “bundled” airfare and lodging package obtained through an Internet travel agency that does not provide a detailed receipt or invoice separately identifying the costs of airfare, hotel, and incidentals.
    4. Entertainment expenses incurred while on travel status, which are to be reported separately on the Entertainment_Reporting Form and submitted along with a completed Post_Travel_Expense.
    5. Personal expenses will not be reimbursed.

    Notes:

    • While on travel status, the cost of meals or light refreshments and related services incurred in connection with a social or recreational activity or event supporting the University’s mission is considered entertainment.
    • Include entertainment expenses in the "Miscellaneous (explain)" section on the Post_Travel_Expense to ensure that meals associated with travel are accounted for separately from meals associated with providing entertainment.
    • Refer to the Entertainment Event Expense Guide for additional information.

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  • Overview

    Types of travelers for arranging and booking travel:

    Individual traveler: A traveler can book flights, reserve hotels, rental cars and airport parking on-line after logging into Connexxus.

    • Travelers can comparison shop through Southwest, BCD and the UC Travel Center (Online GetThere) at the same time.

    Connexxus Trip Comparison

    San Jose to UCLA (Overnight / Non-Refundable 5/11-5/12)

    Provider Airline Flight to # Flight $ Hotel $ Car $ Total Trip Rating
    BCD (Connexxus) SW 250 / 455 127.50 92.65 92.83 312.98 1
    Orbitz (Connexxus) SW 250 / 455 130.00 92.65 92.83 315.48 2
    Expedia AA 3115 / 3168 161.20 93.00 95.76 349.96 4
    Priceline AA 6500 / 3193 127.00 89.00 124.00 340.00 3
    Travelocity NA Unavailable

    San Jose to New Orleans (5 Nights / Refundable 5/10-5/15)

    Provider Airline Flight to # Flight Return # Flight $ Hotel $ Car $ Total Trip Rating
    BCD (Connexxus) SW 757 / 207 257 / 427 780.47 620.85 304.66 1,705.91 2
    Orbitz (Connexxus) SW 757 / 207 257 / 427 655.00 505.00 304.66 1,464.66 1
    Expedia Continental 1576 / 1560 4 / 421 777.40 813.20 521.80 2,112.40 4
    Travelocity Continental 1576 / 1560 4 / 421 784.39 672.37 499.76 1,956.52 3
    Priceline NA Unavailable

    Travel arrangers: May book travel on behalf of the traveler in Connexxus. Each travel arranger is identified by the traveler in Connexxus.

    • Each travel arranger must first sign-up to use Connexxus. Refer to the Connexxus section.
    • A traveler may have up to four travel arrangers.
    • Inbound visitors: Travel must be booked through UC Travel Center using an agent.

    Group travel: For detailed group travel information refer to Group Travel section:

    • Group air travel may be booked through UC Travel Center using an agent.
    • Group air travel may be booked online through GetThere, using a trip number if all travelers are UCSC employees.
    • Refer to the above UC Travel Center Booking Process for instructions.

    Domestic Travel
    Connexxus offers UC negotiated discounts with Southwest, BCD and UC Travel Center (GetThere)

    International Travel

    • International trip booking is available through Connexxus providers BCD or UC Travel Center, accessible through Connexxus' Premier Gateway website.
    • Premier Gateway's International booking options:
      • Option 1: Search for the best deal and reserve the itinerary for 24 hours.
        • Call BCD or UC Travel Center for an agent to book the reserved itinerary.
      • Option 2: Have an agent search for the best deal.
        • Search fee: $0 (BCD & UC Travel)
        • Agent calls BCD or UC Travel Center
        • Agency booking fees are contingent on the airline and complexity of the itinerary.

    Travel Insurance

    • Connexxus users: Travelers are automatically signed up for UC Risk Insurance for intra U.S. travel and International travel through BCD and UC Travel.
      • Southwest Booking: When booking travel through Southwest in Connexxus, it is required that you register for UC-provided travel insurance through the UC Risk Services website.
      • Upon completion of the Traveler Insurance Form, employees will be provided with information to use in an emergency while traveling on UC business both domestically and abroad.
    • Non-Connexxus users: If you are traveling to an out-of-state or foreign destination, it is required that you register for UC-provided travel insurance through the UC Risk Services website to ensure coverage protection.
      • Upon completion of the Traveler Insurance Form, employees will be provided with information to use in an emergency while traveling on UC business both domestically and abroad.

    Note: Refer to the UCSC Risk Services website for further details regarding travel insurance coverage.


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  • Types of Travel

    This information relates to special travel situations (e.g. Students, when traveler is NOT a UC employee)

    Mixed Business and Personal Travel

    • Travel that involves indirect travel or interruptions not the direct result of a University business purpose should be approved in advance.
    • Reimbursement will not be made under any circumstance for additional or incremental expenses incurred as a result of indirect or interrupted travel for personal purposes.
    • A supporting airfare cost comparison for the University business portion of the trip only must be provided showing what would have been paid based on the lower of the regular coach fare available for the location of travel from a standard commercial air carrier or the campus travel program fare.

    Conferences and Workshops - UCSC-Hosted

    The campus division hosting the event is responsible for determining the conference and workshop expenses that will be paid directly by UCSC and those expenses that will be paid by the conference or workshop attendee:

    • Attendees from other UC campuses are expected to make their own travel arrangements.
    • Meeting rooms and catering are arranged with the use of a UCSC purchase order. Use account code 008350 for meeting room rental expenses and 001270 for catering expenses.
    • The following payment guidelines apply to UCSC-hosted conferences and workshops:

    Faculty on Sabbatical Leave

    Travel expenses incurred by faculty members on sabbatical leave are reimbursable if the travel is undertaken to perform study or research that cannot be done elsewhere. At the discretion of the department, a faculty member may be reimbursed for additional lodging expenses incurred at the sabbatical location, less any income received by the individual for renting out his or her primary residence. Refer to the UC Travel Reimbursement Policy G-28, p. 36, Section V.H.1.b “Special Travel Situations – Faculty on Sabbatical Leave” for additional details.


    Spouse / Domestic Partner of Traveler

    The travel expenses of a spouse or domestic partner who accompanies a University business traveler (e.g. Chancellors, Principal Officers of The Regents, or other employees as approved by the Chancellor) are reimbursable, provided it can be established that the spouse/domestic partner's presence serves a bona fide University business purpose. Refer to the UC Travel Reimbursement Policy G-28, p. 39, Section V.H.2.f “Special Travel Situations – Spouse or Domestic Partner Travel” for additional details.


    Foreign Visiting Scholars

    A foreign visiting scholar who is an employee of another entity (e.g., a foreign university), or an independent contractor, may be reimbursed for substantiated travel expenses. Foreign documents (copy of I-94, visa or passport and Certificate of Academic Activity form) are required for reimbursement of travel expenses, such as payments to foreign visitors, including advances for airfare and reimbursements for travel expenses, may be restricted by the visitor's visa status or other requirements established by the U.S Citizenship and Immigration Services. Refer to the UC Travel Reimbursement Policy G-28, p. 39, Section V.H.2.e “Special Travel Situations – Foreign Visiting Scholars” for additional details. Also see the GLACIER Guide for allowable payments per visa types.


    Students

    University travel policy provisions apply to students incurring travel expenses directly related to the business purposes of the University. A student may be reimbursed for properly substantiated travel expenses when there is a direct connection between the expense and the business purposes of the University. Departments may also reimburse students for degree-related educational travel expenses, i.e., to attend a conference or visit a field site or laboratory facility. Travel will be considered to have a University business purpose if the travel meets any of the following:

    • Directly supports a faculty member's project or research program
    • Is an integral part of the student's degree work, or is required for attendance at student-oriented meetings, student government events, University athletic events by student athletes, etc.
    • Enables the student to attend a conference to present research findings for the University or to act in some other capacity on behalf of the University.

    Students must complete and submit a Travel Advance Request to request advance payment of travel-related expenses. The approval of a sponsoring principal investigator, department chair, or student advisor must be obtained on the Travel Advance Request. Refer to the UC Travel Reimbursement Policy G-28, p. 37, Section V.H.1.c “Special Travel Situations – Students” for additional details.


    Post-Docs and other Non-Degree Candidates

    Post-doctoral fellows may be reimbursed for travel expenses if there is a University business-related reason for the travel, e.g., the individual is required to present a paper, deliver a speech or lecture, serve on a panel, etc. as an official representative of the University. Such individuals may also be reimbursed for travel related to their training, e.g., to visit a field site or an off-campus laboratory. The department must certify that the travel directly supports faculty research or other scholarly programs. Refer to the UC Travel Reimbursement Policy G-28, p. 36, Section V.H.1.d “Special Travel Situations – Post-Docs and Other Non-Degree Candidates” for additional details.


    Visiting Academic Appointees

    An academic appointee with a “Visiting” title who is employed full-time for at least one quarter may be reimbursed for travel and related expenses incurred by reason of his or her appointment in lieu of receiving a relocation expense reimbursement. Academic Personnel Manual Section 230, Visiting Appointments, contains information concerning allowable expenses, limitations, funding, and approval authority.
    Authorized Advances
    The amount of any travel cash advance cannot exceed the actual cost of transportation plus 75% of the estimated allowable subsistence and miscellaneous expenses.
    Return Travel
    After completion of the term of appointment, reimbursement may be made for return travel to the point of origin or another destination, whichever is shorter.


    Non-U.S. Citizens

    The following documentation must be on file with the FAST Office in order for a travel reimbursement to be made to a non-U.S. citizen:

    • Non-resident alien or B-1, B-2, WB or WT visa holder:
      • Copy of visa
      • Copy of Form I-94 Arrival-Departure Record

    In addition, a B-1, B-2, WB or WT visa holder must provide the following:
    Certification of Academic Activity Form

    Visitors from Mexico or Canada without a visa must provide the following:

    All other visa holders:


    Non-University Employees

    Travel expenses incurred by non-University employees are reimbursable with University funds only if the travel has been approved in advance by the department that is interacting with the traveler.


    Prospective Employees

    One round-trip coach airfare may be reimbursed for each round of interviews of a prospective employee seeking a key position at the University. Authorization must be obtained in advance before any commitment is made to the prospective employee to reimburse travel expenses. In addition, at the Chancellor's discretion, actual travel expenses may be reimbursed for spouses or domestic partners who accompany candidates for faculty or high-level administrative positions, including Manager and Senior Professional positions, on final interviews. A prospective employee must complete and submit a Payee_Setup_204 in order to be reimbursed. Refer to the UC Travel Reimbursement Policy G-28, p. 38, Section V.H.2.b “Special Travel Situations – Prospective Employees” for additional details.


    Independent Consultants and Contractors

    Reasonable, properly substantiated travel expenses incurred by independent contractors or consultants are expected to be included as part of the pre-negotiated fee for services covered under a UCSC purchase order contract.

    • Buyers should note in the PO text that the consultant/independent contractor's fee includes travel costs, or if
    • Travel will be billed to UCSC as a separate line item. Buyers should determine the maximum to be reimbursed and set up a separate line item for travel costs on the purchase order

    Reportable 1099 travel:

    • The vendor's invoice should include the required original itemized receipts. Receipted travel costs are treated as reimbursements and are not subject to 1099 reporting
    • Unsubstantiated expenses (required receipts not included with billing) are treated as income and hence are subject to 1099 reporting

    Refer to the UC Travel Reimbursement Policy G-28, p. 39, Section V.H.2.c “Special Travel Situations – Independent Consultants and Contractors” for additional details


    Chartered Transportation Services

    The Purchasing Office website has information about how to obtain bus charter services. Contact Procurement Services for information about how to obtain other chartered transportation services, such as airplanes and boats.


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  • Group Travel

    Outbound Group Travel: involves three or more University employees and/or students, led by a group leader, traveling to the same destination for the same purpose.

    Inbound Group Travel:involves three or more non-affiliates, led by a UCSC Recruitment/Outreach Coordinator, traveling to UCSC for the same purpose; such as participating in a student recruitment or outreach event.

    The group leader, UCSC Recruitment/Outreach Coordinator is responsible for ensuring compliance with UC travel policy, accounting for group travel expenses, and the following:

    • Completion and submission of a Travel Advance Request prior to the trip, with the names of the travelers in the group included. The Travel Advance Request is required only if a cash advance is requested or if UC is paying expenses on behalf of the travelers, i.e., airfare or conference fees.
    • Arrangement of reservations for the group using UC contracts for employee group travel. Procurement Services can assist with hotel negotiations for non-contract and/or non-employee group lodging.
    • Submitting invoices and supporting documentation for payments to be made by UCSC on behalf of the group.
    • Payment of any group expenses and retaining all required itemized receipts during the trip.
    • Submission of a completed Post Travel Expense form and all required itemized receipts within 45 days of trip completion.
      • Electronic receipts are acceptable provided that the detail contained in an electronic receipt is equivalent to the level of detail contained in an acceptable paper record. E-mailed or faxed documentation provided by an airline or travel agency for electronic ticketing expenses for airfare is acceptable for substantiating such expenses.

    Refer to the UC Travel Reimbursement Policy G-28, p. 32, Section V.4. “Payment of Group Subsistence Expenses” for additional details.


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  • Air Travel

    Connexxus users: Connexxus is preferred when booking air travel. Reimbursement will be based on the most economical mode of transportation (i.e. coach or economy class fare).

    Non-Connexxus users: Refer to UC Travel Center Contract Airfares for information about UC discount airfare contract pricing.

    • The cost of coach or economy class fare will be reimbursed.
    • The cost of “bundled” airfare and lodging packages obtained through an Internet travel agency will only be reimbursed if the agency provides a detailed receipt or invoice separately identifying the costs of airfare, hotel, and incidentals.

    Airport Parking

    • For travel exceeding 24 hours, lower-cost, longer-term parking options should be used.

    Business, First-class, or Higher-cost Services

    The cost of business, first-class or other higher-cost services may be reimbursed under the circumstances listed below: (Documentation of such circumstances must be provided on the Post_Travel_Expense

    • 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., if due to scheduling difficulties, traveling by air coach would require an unnecessary hotel expense, circuitous routing, or an unduly long layover
    • An itinerary involves overnight travel without an opportunity for normal rest before the commencement of working hours
    • The use of business or first-class travel is necessary to reasonably accommodate a disability or medical need. (Disability/Medical reason must be kept on file within the divisional business office and noted as 'On File' on the Post_Travel_Expense
    • Priority boarding or early check-in charges are/will be reimbursed only under the same conditions that apply in the previous four conditions.

    Note: All other circumstances for upgrading to business, first-class, or higher-cost services must be approved by the Chancellor, or his/her authorized designee.

    UC Travel Center

    Use the UC booking process to arrange travel through the UC Travel Center.

    • The UC Travel Center requires travel be booked at least 24 hours prior to departure

    Federal Grant or Contract Travel

    The Fly America Act requires that an American carrier be used for international flights when payment or reimbursement is made from a federal grant or contract. It is permitable to use a 'code-share', where an American carrier issues a ticket that in reality is for a foreign carrier. For example, a ticket issued by United for Lufthansa. Exceptions to the Fly America Act, where a non-U.S. flag carrier may be used, are under the following circumstances listed below. Questions can be directed to the UC Travel Center at (800) 235-8252.
    Note: Travel expenses funded by a federal contract or grant must comply with the "Open Skies" and "City-Pair" requirements.

    • Use of U.S. carrier service would extend travel time, including delay at origin, by 24 hours or more
    • U.S. carriers do not offer nonstop or direct service between origin and destination. However, a U.S. carrier must be used on every portion of the route where it provides service unless, when compared to using a foreign air carrier, such use would:
      • Increase the number of aircraft changes outside the United States by two or more
      • Extend travel time by at least 6 hours or more
      • Require a connecting time of 4 hours or more at an overseas interchange point.
    • “Open Skies Agreement” for contracts and grants funded by the U.S. government between the US and the European Union and certain other countries.
      • When the costs of transportation are reimbursed in full by a third party, such as a foreign government or an international agency. Transportation under this agreement is not allowed when:
        • There is a City-Pair contract fare in effect for air transportation services, or
        • Transportation is obtained or funded by the Secretary of Defense or the Secretary of a military department.

    Note: Travelers funded by federal grants and contracts should review the "Federal Travel Regulation - General Services Administration" website to ensure compliance.


    Private Aircraft

    Before a private aircraft (including rented aircraft) may be used for official travel, the pilot must register with and obtain written approval from the Chancellor. In addition, the following requirements must be met:

    1. The pilot must have a valid private license.
    2. The pilot must have logged at least 10 hours of flight time within the preceding 90 days as a pilot in command of an aircraft of the same make and model as the one to be used on the trip.
    3. To carry passengers, the pilot must either have logged a minimum of 500 hours of flight time as a licensed private pilot in command of an aircraft or possess a valid commercial (or higher type) pilot's license issued by the Federal Aviation Administration.
    4. A current pilot history form and a certificate of insurance must be on file with the campus risk management office.
    5. Evidence must be provided of Aviation Liability Insurance coverage with a minimum combines single limit of $1 million, with the Regents named as additional insured.

    If the above qualifications are not met, reimbursment will not be met. Refer to UC Travel Reimbursement Policy G-28, p. 18, Section V.D.2.a.i “Air Travel – Private Aircraft”


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  • Airport Shuttle Service

    Follow the links below for vendor information on how to book a reservation and obtain discounted airport shuttle service. Low-cost transportation options for travel to and from airports should be used whenever practical. Discounted prices are only available to UCSC employee business travelers:

    Note: For detailed group travel information refer to Group Travel


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  • Hotel Room, Lodging, Meals and Incidentals

    Travelers are encouraged to use UC contracted hotel agencies and to enroll in their preferred traveler's program to obtain the most economical room rate.

    • Expenses more than double the per-diem rate: Additional documentation and justification supporting the higher lodging rate should be provided.
    • Reimbursement for overnight lodging will be allowed only if the traveler is at least forty miles from the headquarter location or home, whichever is closer.

    Connexxus users: Hotel discounts of 15%-25% off best available rates from Marriott, Starwood, and Wyndham national hotel chains.

    • When reserving a hotel room through Connexxus, UC-negotiated prices are automatically applied.
    • Refer to the Connexxus section for information on how to set up a profile for hotel room reservations for official University business.

    Non-Connexxus users: For University employees, refer to UC Hotel Contracts below for information about UC discount contract pricing with national hotel chains.

    • Only UC employees can reserve hotels under UC hotel contracts
    • For inbound visitors, refer to Procurement Services website for information about UCSC discount pricing with local hotels and reservation details.
      • Note: Reservations are made by the traveler, using the UCSC ID # referenced in the agreement.

    Refer to the Allowable Expenses section for Meals and Incidentals Reimbursement Rates in the Detailed Reimburseable Travel Expenses link.

    • Refer to UC Hotel Contracts below for information about UC discount hotel contract pricing. Travelers are encouraged to use UC contracted hotel agencies and to enroll in their preferred traveler's program to obtain the most economical room rate.
    • Rates vary depending on duration of travel.
    • Adjustments may be made for travel to multiple locations, partial days, or for subsistence or lodging provided without charge.
    • A Satisfactory written explanation must be provided to be reimbursed for any mandatory hotel charge that might be considered personal, such as valet parking or resort fees.
    • Lodging with a friend or relative:
      • Applies to travel on official University business
      • A one-time per trip, non-cash gift valued at up to $75.00 may be provided to the host.

    UC Hotel Contracts

    Marriot Hotel properties includes

    Courtyard, Fairfield Inn, Residence Inn, Ritz-Carlton, Springhill Suites, and Towne Place Suites:

    • Confirm the location and rate by reviewing the Marriott Hotel location rate agreement on the UC Purchasing Services website.
    • Follow these steps to book a reservation:
      1. Book a reservation via the Marriott Hotels website or call (800) 228-9290.
      2. Identify yourself as a UC employee at the time of booking and provide traveler UC e-mail address and UC Campus.
      3. Be prepared to present your UCSC Identification at time of check-in.
      4. Follow these steps to book a reservation online:
        • Use Corporate Rate Code UC0 in Corporate/Promo code box
        • In E-mail field, use traveler's UC address
        • In company name field, use campus (ex. UCSC)
        • Enter Marriott Rewards Number. Enroll in the Marriott Rewards Program, if you are not already a member

    Starwood Hotel properties includes

    Four Points by Sheraton, Le Méridien, Sheraton, St. Regis, W, and Westin:

    • A 20% room discount is available to UC business travelers based on the Best Available Rate with Last Room availability. "Best Available Rate" is the best unrestricted retail rate available across all GDS systems at the time of booking.
    • Follow these steps to book a reservation:
      1. Enroll in the Starwood Preferred Guest program (SPG), if you are not already a member
      2. Book a reservation via the Starwood Website or call one of the following telephone numbers:
        • Westin, Sheraton, Four Points by Sheraton and Le Méridien: (888) 625-5144.
        • St. Regis and Luxury Collection: (800) 325-3589.
        • W Hotels: (877) W-HOTELS.
      3. Provide the Starwood Executive Traveler (SET) #360858 at time of booking.
      4. Be prepared to present your UCSC Identification at time of check-in.

    Wyndham Hotel Group properties includes

    AmeriHost, Baymont, Days Inn, Howard Johnson, Knights Inn, Ramada, Super 8, Travelodge, and Wyndham:

    • A 15% room discount is available to UC business travelers based on Non-Last Room availability for Wyndham Hotels and Resorts, and Last Room availability for other properties.
    • Follow these steps to book a reservation:
      1. Book a reservation by using one of the following websites or toll-free numbers (Reservations made directly with the hotel location do not qualify for the discount):
      2. Identify yourself as a UCSC employee at the time of booking.
      3. Be prepared to present your UCSC Identification at time of check-in.
      4. Click here to search Wyndham Hotels & Resorts by destination or by property.
      5. Enroll in the Wyndham ByRequest program, if you are not already a member

    Lodging for Unidentified Visitors

    On occasions where lodging needs to be arranged in advance for a UCSC visitor, such as for a commencement speaker who has yet to be identified, an employee of the hosting division is assigned accountability for arranging lodging. The employee’s name should be used on the Travel Advance Request, which should indicate when the traveler’s name is expected to be available. The Travel Advance Request will be faxed to the lodging vendor with instructions to reserve lodging under the employee’s name. The traveler’s name must be provided to the lodging vendor and FAST Office as soon as it is available.


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  • Rental Car and Personal Auto Usage

    Travelers should use University-contracted agencies when reserving a rental car. Reimbursement will be based on the most economical mode of transportation (i.e. economy, compact, and intermediate-sized rental cars). University's rental contracts provide for refueling charges at a negotiated rate, this option may be selected to purchase fuel in advance.

    Note: Hand-held or uninstalled GPS devices should not be rented unless the traveler is unfamiliar with the location of travel. Use of higher cost car upgrades with installed GPS units requires exceptional approval.

    • Connexxus users: University-contracted rates are available when reserving a car through Connexxus. Connexxus provides the rental agency's University identification number, which should be given to the agency at the time of rental in order to ensure that the vehicle is covered by physical damage insurance.
    • Non-Connexxus users: Only UC employees can rent vehicles under UC rental car agency contracts.
      • Refer to the rental car contracts below for information about UC discount contract pricing with car rental agencies.
      • University-contracted agencies include insurance coverage in their rental rates.
    • In areas not served by a University-contracted rental car agency, the cost of renting an economy, compact, or intermediate-sized model from a non-contracted agency will be reimbursed.
      • Insurance is automatically provided for a car rented from a non-University-contracted agency if the UCSC Travel & Entertainment Card (Excel | PDF) is used.
      • The cost of rental car liability and collision damage waiver insurance may be reimbursable if the UCSC Travel & Entertainment Card is not used.

    Note: The purchase of supplemental insurance is encouraged if renting a vehicle in a foreign country.

    Personal Automobile reimbursement is allowed from the traveler’s office location to the destination.

    • Mileage expenses may be allowed between the traveler's residence and the destination if business travel originates or terminates during a regularly scheduled day off.
    • Reimbursement rates:
      • 57.5¢ per mile - Effective 1/1/15
      • 56¢ per mile - Effective 1/1/14
    • Personal automobile must have insurance coverage. The minimum prescribed automobile liability insurance coverage is as follows:
      • $50,000 for personal injury to, or death of, one person;
      • $100,000 for injury to, or death of, two or more persons in one accident; and
      • $50,000 for property damage.
    • When a personal vehicle is used in lieu of air travel to the same destination, the lesser of the following costs will be reimbursed:
      • Airfare plus transportation costs to and from airport, or
      • Automobile mileage cost plus the cost of meals, lodging and parking while in transit.
      • A supporting airfare cost comparison must be provided showing what would have been paid based on the lower of the regular coach fare available for the location of travel from a standard commercial air carrier or the campus travel program fare.

    Follow the directions provided below to make a reservation for a discounted UC-contracted rate on a rental car used for official UCSC business:

    Enterprise Rent-A-Car
    • Reserve online or call 1-800-261-7331 and follow the instructions in the How To Buy Guide.

    Follow these steps for online reservations:

    1. In the Optional: Coupon, Customer, or Corporate Number Box enter Account # XZ23D01
    2. Enter PIN # UCS
    3. Enroll in the frequent traveler program Enterprise Plus, if you are not already a member.
    Hertz Rental Car

    Follow these steps for online reservations:

    1. Select UC location from menu
    2. Contract ID# is pre-populated
    3. Enroll in the frequent traveler program Hertz #1 Club, if you are not already a member.
    National Car Rental
    • Reserve online or call 1-800-227-7368 and follow the instructions in the How To Buy Guide.
    • Contract ID# is pre-populated when reserving online
    • Enroll in the frequent traveler program Emerald Club, if you are not already a member.

    Contracted rental car agency rates may be reviewed from the UC Connexxus Travel Program website.

    Private Automobile Specially Equipped for a Disability

    A traveler with a physical disability who must use a specially equipped or modified automobile and incurs higher than standard operating costs may seek reimbursement by submitting a statement with the Post Travel Expense certifying that he or she incurred higher operating costs. The actual fixed and variable costs must be specified in the statement. The departmental authority that approves the travel is responsible for documenting the traveler's need to use such a vehicle. The traveler should refer to IRS Form 2106, Employee Business Expenses to obtain additional information on calculating actual vehicle operating costs.

    ZipCar Usage
    While this program is primarily intended for personal travel needs, UC staff, faculty, and student employees 18 years of age and older may also use Zipcar for university business-related trips. Use of Zipcar for UC business travel is allowed for short-term trips (up to 24 hours) that are 180 miles or less roundtrip through departmental Zipcar accounts. If your business travel needs exceed either or both of these restrictions, Zipcar should not be used. Instead, rental cars may be obtained through UC Fleet Services or the UC rental car contract agencies – National/Enterprise or Hertz. The purpose of the UC business trip must be documented at the time of your Zipcar reservation. A departmental business Zipcar account may not be used for personal travel. Only staff approved for membership by Zipcar may drive Zipcars.

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  • Receipt and Documentation Requirements

    Retain all required itemized receipts to submit with your travel reimbursement request.

    Note: Photocopies of receipts are not an acceptable substitute for original receipts.

    1. Itemized receipts are required for reimbursement of airfare, lodging, rental cars, and/or conference fees and registration
    2. Itemized receipts are required for a host gift greater than $25.00
    3. Itemized receipts are required for any miscellaneous expense that is greater than $75.00
    4. Itemized receipts are required for any special fees associated with foreign travel that is greater than $75.00
    5. Receipts for meals and incidentals may be required by a supervisor if the maximum reimbursable amount is routinely claimed.
    6. Electronic receipts are acceptable as long as the detail provided is sufficient to substantiate the expense
    7. Reimbursement of ticketless or e-ticket airfare expenses require that the traveler submit a copy of the itinerary, a written receipt obtained at the airport, or a passenger receipt coupon
    8. A detailed lodging receipt (folio) must show itemized expenses in order to ensure that valid expenses are reimbursed. If lodging is purchased via the web, include supporting documentation obtained at the time of purchase

    Meeting or Conference Supporting Documentation

    To substantiate attendance at a formal meeting or conference, an agenda or documentation supporting the date and location of the event should be attached to the reimbursement request.

    Lost Receipts

    For any expense that is missing the required receipt, approval of the item for reimbursement must be made by one of the following campus officials authorized to approve travel policy exceptions:

    • Chancellor
    • Campus Provost/Executive Vice Chancellor
    • Vice Chancellors
    • Vice Provosts
    • Deans
    • College Provosts
    • Director, UCO Lick Observatory
    • University Librarian

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  • Overview

    There are several options available for paying for travel. Paying expenses for another traveler is not allowed unless it is for a shared hotel room. For trips involving more than two University business travelers, refer to the Group Travel section for more information.

    UCSC Employees

    • UCSC Travel & Entertainment Card:This is the most convenient option to pay for travel expenses and obtain cash travel advances from ATMs world-wide. Reimbursement for charges will be made upon completion of a Post Travel Expenseupon your return.
      • Complete the UCSC Travel & Entertainment Card:(Excel | PDF)form to apply.
    • Travel Advance Request: Complete a Travel Advance Request form and have it preauthorized by your division, then send it to the FAST/AP office to have a trip number assigned in the following cases: (Note: Requested cash advances under $100.00 are generally not granted).
      • To request payment be made directly to a vendor in advance of travel for airfare, registration fees, and/or hotel room and tax charges.
      • To be reimbursed for expenses paid out of pocket prior to travel.
      • Cash advances are only available to UCSC employees and students. Cash advances for expenses incurred while traveling may not be issued more than 30 days prior to departure. Cash advances for prepaid trip expenses paid directly to a travel related vendor can be issued when needed.
    • Post Travel Expense: Complete a Post_Travel_Expense form for reimbursement of expenses while traveling.
      • Note: Per UC policy, Post Travel forms must be submitted within 45 days of trip completion and any unused cash advanced to the traveler should be returned to the University. IRS accountable plan rules mandate that cash advances which are not substantiated by appropriate travel documentation within 120 days of trip completion become taxable to the cash advance recipient, and are reported to Payroll and included in the employee's W-2 as earnings.

    Non-employees

    • Post Travel Expense: Obtain reimbursement after travel concludes by completing and submitting a Post_Travel_Expense form within 45 days of trip completion.
    • Travel Advance Request: For incoming travelers, payment may be made directly for lodging by submitting a Travel Advance Request form.

    Airfare: Connexxus users

    • Airfare (BCD or Southwest): UCSC Travel & Entertainment (T&E) Card or personal credit card.
    • Airfare (UC Travel Center - Get There): UCSC Travel & Entertainment (T&E) Card, personal credit card, or direct billing.
      • A trip number is needed in order to use direct billing for flight reservations through UC Travel Center or BCD. Refer to the Travel_Trip_Number_Procedure for instructions on how to obtain a trip number.

    Airfare: Non-Connexxus users

    • Airfare: (UC Travel Center) UCSC will pay for airfare charges directly through the UC Travel Center and BCD. A trip number is needed in order to reserve your flight.

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  • Authorization and Approvals

    Travel must be authorized by an individual's supervisor or person of higher authority who has been officially delegated with written authority to approve funding for the payment of travel expenses.

    Note: A trip number serves as a unique reference number used to compile expenses incurred during a trip.


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  • Post Travel Expense Report Form

    All expenses incurred on a trip whether paid out-of-pocket or directly to a vendor must be accounted for on a completed, signed, and approved Post_Travel_Expense within 45 days of trip completion.

    • A cash travel advance must be accounted for on the Post_Travel_Expense.
      • The unused portion of a cash travel advance, if any, must be returned to your divisional or department office for deposit back to the University’s bank account.
    • Original itemized receipts for each of the following types of expenses must accompany the Post_Travel_Expense to substantiate each expense’s necessity, appropriateness, and reasonableness.
      1. Airfare
      2. Lodging
      3. Rental car
      4. Conference fees and registration
      5. Meals and incidentals, if the maximum amount reimbursable is routinely claimed, and the supervisor requests submission.
      6. Miscellaneous expenses greater than $75.00
      7. Local transportation costing $75.00 or more per instance
      8. Extraordinary items, such as repair of accidental car damage, supported by appropriate justification
      9. Hospitality gifts valued at $25.00 or more given to a friend or relative providing free lodging

    Lost Receipts

    • Obtain a duplicate receipt from the vendor
    • If a duplicate receipt cannot be obtained from the vendor, submit a statement with the Post_Travel_Expense explaining why the receipt was not provided and including a certification that the expense amount claimed is the amount actually paid to the vendor.
    • Depending on the expense, you may be asked to provide additional information by your divisional business office.
      • Departmental account code information (FOAPAL) must be provided on the Post_Travel_Expense
      • A conference or meeting agenda must be attached to the Post_Travel_Expense to substantiate the business purpose of the trip.

    Divisional Funding Authorizer

    Forward the completed and signed Post_Travel_Expense, itemized receipts, and supporting documentation to the Divisional Funding Authorizer, who is responsible for reviewing and approving the report.

    • A Divisional Funding Authorizer is usually a supervisor, department chair, or senior campus official, who has been officially delegated authority to approve the funding for the payment of your travel expenses.
    • In cases where the receipt for expenses of $75 or more is missing, approval of the expense for reimbursement must be made by a campus official authorized to approve travel policy exceptions:
      • Chancellor
      • Campus Provost/Executive Vice Chancellor
      • Vice Chancellors/Vice Provosts
      • Deans
      • College Provosts
      • Director, UCO Lick Observatory)

    Speed up getting your travel reimbursement by avoiding these common Post Travel Expense oversights:

    1. Not including a written business purpose for travel
    2. Forgetting to submit original, itemized receipts supporting each travel expense requiring substantiation
    3. Forgetting to forward the Post_Travel_Expense to the Divisional Funding Authorizer for review and approval
    4. Forgetting to reference trip number, if applicable.
    5. Forgetting to provide departmental account code (FOAPAL) information
    6. A non-resident alien forgetting to submit visa documentation, including a copy of the traveler’s visa, a Form I-94 Arrival Departure Record, or a Certification of Academic Activity Form.
    7. Forgetting to sign the forms
    8. First-time traveler forgetting to submit a Payee_Setup_204

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  • What is Connexxus

    Connexxus is a secure Web portal for booking university business travel. It links to booking options, agent contact information, and guidance for choosing the best option for your travel situation. By booking travel through Connexxus, UC-negotiated prices with airlines, hotels, and car rental companies are automatically applied.

    UCSC strongly encourages using Connexxus. The benefits of using it include:

    • Supporting UC in leveraging our collective travel to get the best possible value, services, and discounts
    • Helping travelers and administrative staff save time, cost, and gain efficiency.

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  • How to Become a Connexxus User

    In order to access Connexxus a valid UCSC CruzID Gold Password is required.

    Obtaining a CruzID Gold Password

    Received an "Access Denied" message when logging into Connexxus

    • If you receive an "Access Denied - Not identified as a registered user" message after completing the CruzID Gold password process, please contact travelhelp@ucsc.edu for assistance.
    • Should you have questions or problems logging into Connexxus, contact travelhelp@ucsc.edu.

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  • Logging into Connexxus

    1. Click here to access Connexxus and follow the login instructions provided below.
      • Note: Connexxus will open in a new browser window so you can refer back to these instructions.
    2. You will be directed to the UC Santa Cruz CruzID Gold website.
    3. Enter your CruzID and CruzID Gold Password
      Task screenshot
    4. You will be directed to the Connexxus Welcome page
      Task screenshot

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  • Creating a Traveler Profile

    1. Go to Connexxus (Refer to the How to Become a Connexxus User for login instructions).
    2. Click Profile on the top bar of the welcome page.
      Travel Profile
    3. Wait for the Connexxus Traveler Profile page to appear in a new browser window:
      Travel Profile
    4. Complete the following fields in each section:
      • General: Enter your name, home and emergency contact.
        • Assigning Travel Arrangers: Booking travel on someone else's behalf is available in Connexxus. Travel arrangers will first need to sign-up to use Connexxus. Refer to "How to become a Connexxus user" for instructions.
        • After travel arrangers have been granted system access, the traveler can search and add each arranger by name.
          • To assign up to 4 travel arrangers:
            • When entering your "Traveler Profile" information enter the arranger's last name in the search field.
            • Select travel arranger's name from the drop-down list.
            • Click the Can Book and/ or Can Access check boxes to assign travel arranger's privileges.
              • Can Access: Arranger can view and update your profile information.
              • Can Book: Arranger can book travel for you.
      • Preferences: Enter your air, hotel, and car preferences
      • Payment: Enter your UCSC Travel & Entertainment (T&E) Card information or personal credit card under Company Card and/or Personal Card and select how your card should be applied for travel reservations.
        • For security purposes, payment information is encrypted; only the last four digits will be shown.
      • Loyalty: Enter any airline, hotel, or car loyalty program information.
      • Documents:  Enter your passport and visa information.
    5. Click Save. (A message saying "Profile successfully saved" will be displayed in green text.)
      Saving Your Connexxus Profile
    6. After saving your changes in your profile, click on the logout button from the top navigation. The following message saying "You have logged out" will appear. Close the profile browser window.
      Travel Profile
    7. Manage and update your profile information in the future, as needed.

    For travel service fee information refer to:

    Service Fee: BCD Travel (UCSC CruzID Gold Password is required)

    Service Fee: UC Travel Center (UCSC CruzID Gold Password is required)


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  • FAQs

    Q) What is Connexxus?

    • A) Connexxus is a secure Web portal for booking university business travel. It links to booking options, agent contact information, and guidance for choosing the best option for your travel situation. By booking travel through Connexxus, UC-negotiated prices with airlines, hotels, and car rental companies are automatically applied.

    Q) Are Connexxus rates better than those I can get from booking directly or shopping online?

    • A) Yes. Connexxus keeps travel costs contained by providing a wide range of booking options for airfare, hotel, and car rental at discounted rates.

    Q) Which Connexxus booking option should I use?

    • A) Each option is slightly different. If you're not sure which one to use, click Compare all booking options on the Connexxus welcome page.

    Q) Am I required to use Connexxus?

    • A) UCSC strongly encourages the use of Connexxus. It supports UC in leveraging our collective travel to get the best possible value, services, and discounts, and it also helps travelers and administrative staff save time, cost, and gain efficiency.

    Q) What if I see an access denied message when I try to log into Connexxus?

    Q) Is date of birth required?

    • A) It's required only if passport information is entered in the profile.

    Q) How often can I update the profile?

    • A) The traveler can update the profile anytime.

    Q) What if my name in Connexxus appears different from how my name appears on my I.D.?

    • A) You can edit your first name and middle initial, the last name is read-only. UCSC provides last names in a specific format to meet airline ticketing requirements (no hyphens, apostrophes, spaces, or non-alpha characters). If it is different, please email travelhelp@ucsc.edu.

    Q) How do I know what the booking fee is for each option?

    • A) In Connexxus, on the left side bar, see the Partner Programs section and click on Agency. On the Agency page that opens, a Fee Schedule link is available for each Connexxus agency.

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  • Review Objectives

    A complete accounting of expenses is required of every trip to ensure compliance with travel policies. The objective of an expense review is as follows:

    1. Ensure that travel expenses are:
      • Necessary – expenses that are consistent with normally accepted standards of propriety
      • Proper – expenses that directly relate to accomplishing the business-related purpose of the trip
      • Reasonable – the most economical means of travel was used
    2. The funding source used to pay for the trip is valid
    3. Non-business expenses are separately identified

    A Post Travel Expense form and related supporting documentation are subject to audit review by internal, Regents, and/or federal agency auditors, and are considered public records.


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  • Reimbursable Travel Expenses

    The following necessary, proper, and reasonable travel expenses are generally reimbursable. Refer to Detailed Information Reimburseable Travel Expenses for additional information.

    1. Aircraft (Private)
    2. Airfare costs
    3. Automobile usage (Personal)
    4. Baggage checking and storage fees
    5. Bridge tolls
    6. Business office expenses
    7. Lodging
    8. Meals and incidentals
    9. Parking
    10. Rail travel costs
    11. Registration fees for conferences, conventions or meetings of professional or learned societies
    12. Rental car
    13. Reservation cancellation fee
    14. Road tolls
    15. Special fees for foreign travel
    16. Taxi and public transportation fares
    17. Telephone calls
    18. Ticket replacement fee

    Permitted travel costs assigned to a federally sponsored agreement must meet the following criteria per OMB A-21, “Cost Principles for Educational Institutions.” The costs must be reasonable and:

    • Allowable per the sponsored award agreement (i.e. relates to and benefits the sponsored agreement)
    • Allowable per the specific terms and conditions of the particular sponsored agreement

    Reimbursement by a non-UCSC source:

    • Ensure that any reimbursements by an outside source have been deposited to the appropriate departmental account code (FOAPAL).
    • Adjustments for third-party reimbursements must be reflected on the Post_Travel_Expense.

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  • Authorization and Approval

    The individual authorized to approve travel expenses is responsible for ensuring travel expenses are accounted for and fully compliant with UC and UCSC travel policies.

    Travel expenses are reported on the Post_Travel_Expense within 45 days of trip completion.


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  • Expenses not Reimbursable

    These types of travel-related expenses are not reimbursable.

    1. Bicycle usage
    2. Motorcycle usage, except for a University Police employee on assignment
    3. The cost of a “bundled” airfare and lodging package obtained through an Internet travel agency that does not provide a detailed receipt or invoice separately identifying the costs of airfare, hotel, and incidentals.
    4. Entertainment expenses incurred while on travel status are to be reported separately on the Entertainment_Reporting form and submitted along with a completed Post_Travel_Expense.
    • While on travel status, cost of meals or light refreshments and related services incurred in connection with a social or recreational activity or event supporting the University’s mission is considered entertainment.
    • Include entertainment expenses in the "Miscellaneous (explain)" section on the Post_Travel_Expense to ensure that meals associated with travel are accounted for separately from meals associated with providing entertainment.
    • Refer to the Entertainment Event Expense Guide for additional information.

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  • Receipt and Documentation Requirements

    Each trip must be accounted for on a Post_Travel_Expense. The following supporting documentation should be attached as applicable:

    • A trip number must be referenced on the Post_Travel_Expense if one of the following applies.
      • The traveler purchased airline tickets from the UC Travel Center.
      • UCSC paid for conference registration in advance.
      • The traveler received a cash travel advance.
    • A written business purpose for travel
    • Meeting agenda or conference documentation to support attendance at a formal meeting or conference.
    • Itemized receipts are required for reimbursement of airfare, lodging, rental cars, conference fees, host gift greater than $25.00, and any miscellaneous expenses greater than $75.00.
    • Receipts for meals and incidentals may be requested if the maximum amount reimbursable is routinely claimed by the traveler.

    In cases where a required receipt is missing, approval of the expense for reimbursement must be made by one of the following campus officials authorized to approve travel policy exceptions.

    • Chancellor
    • Campus Provost/Executive Vice Chancellor
    • Vice Chancellors
    • Vice Provosts
    • Deans
    • College Provosts
    • Director, UCO Lick Observatory
    • University Librarian

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  • About the Card

    Obtain free-of-charge, a UCSC Travel & Entertainment (T&E) Card (Excel | PDF) to pay for business-related travel and entertainment expenses incurred while conducting UCSC business.


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  • Card Benefits

    Using the UCSC Travel & Entertainment Card (T&E) card provides an easy way to pay for business-related travel and entertainment expenses since it does not affect the spending limits on your personal credit card.

    • Eliminate the need to carry large sums of cash to pay for UCSC business travel expenses - VISA is accepted at more than 14 million merchants world-wide.
    • Obtain cash advances from banks or ATM’s world-wide.
    • Receive automatic rental car insurance coverage when used at a non-UC contracted rental car agency.
    • Receive supplemental accident insurance while riding in, boarding, or alighting from an aircraft, land or water conveyance, when the entire fare is paid with your T&E card.
    • Receive access to lost/damaged luggage assistance for airline travel charged to the T&E card.
    • Receive access to VISA Assistance Center for emergency card replacement, medical or legal referrals, and claim processing.
    • Enable the University to track travel spending information that can be used to help it negotiate lower prices for airfare, hotel and rental car rates.

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  • Eligibility

    Current faculty and staff members who incur travel or entertainment expenses on behalf of the University, and who meet one of the following criteria are eligible to apply for the UCSC Travel & Entertainment Card (Excel | PDF):

    • A permanent appointment, or
    • A post-doctoral position with an appointment of one year or more.

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  • How it Works

    The UCSC Travel & Entertainment Card (T&E) can be used to pay for any UCSC travel and entertainment business expense. The T&E card can be used in the same way as a personal credit card except only reimbursable travel and entertainment business expenses may be charged to it. For more information about incurring travel and entertainment expenses, refer to the UCSC Travel Guide and Entertainment Guide.

    • Pay Business Expenses: Use the T&E card to pay for reimbursable travel and entertainment business expenses.
    • Spending Limits: The UCSC travel and entertainment card is to be used for University business. The travel card consists of a standard limit of $2,000.00. That limit includes $700.00 cash advance, retail spending and travel and entertainment spending. Once the $2,000.00 spending limit is reached only travel and entertainment charges will continue to go through without further approval. If your business travel expenses or cash needs are greater, contact the Travel Card Program Administrator at finpolicy@ucsc.edu.
    • Get a Cash Advance: Use the T&E card to obtain a cash advance from any ATM or bank. A travel cash advance transaction fee of 2.5% of the amount advanced or $2.00, whichever is higher, is reimbursable as a “miscellaneous business expense” when requesting reimbursement.
    • Early Reimbursement: Early reimbursement is allowed if business expenses charged to the T&E card become due and payable prior to conclusion of your trip. In these cases, complete and submit a Travel Advance Request with a copy of the U.S. Bank VISA statement and original expense documentation.
    • Post-Trip Reimbursment: Request reimbursement of travel and entertainment business expenses by completing a Post Travel Expense form. Consult the UCSC Travel Process Guide for detailed guidance.
    • Pay T&E Card Account Balance: Use the reimbursement to pay the full balance due on your monthly U.S. Bank T&E statement.

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  • Card Account Management Tools

    A Travel & Entertainment cardholder can access the U.S Bank Access Online system to better manage expenditures and speed up getting a reimbursement. Follow these steps to register to use Access Online:

    1. Go to: https://access.usbank.com
    2. Click on the "Register Online" link
    3. Enter "uofca" for the company short name
    4. Enter the first five digits of the zip or postal code that appears on your monthly billing statement.
    5. Enter your telephone and fax number (e.g. 8311234567). Do not use dashes, hyphens, parenthesis or spaces.
    6. Enter a User ID. A user ID is 7 to 12 characters long, alpha and/or numeric.
    7. Enter a Password. A password is 8 to 20 characters in length, with at least one alpha and one numeric character

    Registration Lock Out: You will receive an error message if you enter invalid information. After three unsuccessful attempts, you will be locked out from self-registering. If this happens, contact U.S. Bank Customer Service at 1-877-887-9260 to get your account unlocked.

    Forgot Your User ID or Password? Click on the “Forgot your Password?” link and enter the requested information on the form that will appear.


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  • Card Responsibilities and Restrictions

    The T&E card is a personal credit card and the cardholder is responsible for paying the full balance due upon receipt of the monthly statement.

    If a T&E card account becomes 30 days past due, U.S. Bank will initiate the collection process.

    • At 45 days past due, the bank will contact you about the unpaid balance and will also notify the campus travel administrator.
    • At 60 days past due, U.S. Bank will suspend your credit card. A notification of the outstanding balance will be sent to your manager. Reopening a suspended account requires making full payment and contacting the Travel Card Program Administrator at finpolicy@ucsc.edu.
    • At 90 days past due, U.S. Bank will close your credit card account. You will not be eligible for a replacement corporate credit card, or for cash advances from UCSC. Future travel related expenses will be reimbursed by submitting a Post Travel Expense form within 45 days of trip completion.
    • At 180 days past due, U.S. Bank will turn your account over to a collection agency and your account will be reported to credit rating agencies. U.S. Bank does not release credit information related to a T&E card account to outside sources unless the account is seriously past due.

    The Cardholder is responsible for promptly notifying U.S. Bank of any address changes, lost, stolen, or damaged cards, suspected fraud, and any disputed transactions.


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  • Applying for a Card

    You apply for a Travel and Entertainment Card (T&E) by performing these steps:

    1. Complete the UCSC_Travel_Entertainment_Card (Excel | PDF) application, sign it and give the completed form to your divisional business manager
    2. The divisional business manager will have the application approved by the Dept. Head and then forwards it to the Travel program coordinator in the FAR office.

    After your application has been received by the UCSC Travel Card Program Administrator:

    1. You and your divisional business manager will receive an email confirming receipt of the application.
    2. Your T&E card will be mailed to your home address in about 10 days.
    3. Activate your card by calling U.S. Bank Customer Service at 1-800-344-5696.

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  • Returning a Card

    The Cardholder is responsible for relinquishing the T&E card to the divisional travel coordinator at least one week prior to separation of employment, or immediately upon cancellation of the card.

    • The divisional travel coordinator cuts the card into two pieces and forwards it to:
      • Travel Card Program Administrator
      • Mailstop: Accounting Office.
      • Questions: Travel Card Program Administrator at finpolicy@ucsc.edu

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  • Lost or Stolen Card

    Call U.S. Bank Customer Service at 1-800-344-5696 as soon as possible to report the loss or theft of your Travel & Entertainment Card.


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  • UCOP Travel Reimbursement Policy Reference G-28

    This policy applies to this campus business process:
    UC BFB G-28, p.45, Policy and Regulations Governing Travel


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  • Account Codes

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  • Connexxus Help

    Travel Related Questions: Select the "Help" links in either BCD Travel, Southwest or UC Travel for assistance.

    CruzID Gold Password Help: Contact ITS for assistance at ITS Help Desk or e-mail help@ucsc.edu.

    UCSC Travel Policy Questions: Refer to the Travel Guides. For additional assistance, email travelhelp@ucsc.edu.


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  • Where to get Travel Help

    Assistance is available for your travel expense-related questions from the Financial Administrative Services and Transactions (FAST/AP) Office.


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  • Travel Card Help

    There are several sources available to assist you depending on the situation:

    • US Bank Customer Service: To report fraudulent activity or a lost or stolen card, call U.S. Bank VISA customer service at 1-800-344-5696, 24 hours a day 365 days a year.
    • VISA Assistance Center: For emergency card replacement, medical or legal referrals, or claims processing, call 800-VISA-911 (800-847-2911).
    • UCSC T&E card Program Assistance: Email the Travel Card Program Administrator at finpolicy@ucsc.edu.

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