Get Departmental Pre-Approval for Your Trip
Pre-approval should be requested when you begin planning your travel. Finalize your travel plans using the list of
allowable travel expenses, and seek departmental approval. Many departments have different requirements and procedures for approving travel expenses, so speak to your departmental or divisional leader for guidance.
Getting "There"
Make Sure Your Payment Information is Up to Date
In order for the university to reimburse your travel expenses you must have current payee information on file. Without a complete
Payee Setup 204 form you will be unable to receive a cash advance or travel expense reimbursement. If your address or banking information has changed since you last submitted a
Payee Setup 204 form, you will need to fill out a new form and submit it so that FAR has your new information.
The "Big 3" Forms
Pick a Way to Pay for Your Trip
The recommended way to pay for UCSC travel related expenses is now through the
OneCard program.Alternatively, you can request a cash advance for your travel (or reimbursement for pre-paid travel) expenses by filling out and submitting a Travel Advance Request form. The Travel Advance Request form can also be used for requesting
a trip number to
direct bill certain expenses.
Regardless of what method of payment you choose, you are required to reconcile your expenses. If you start with a Travel Advance Request Form (PDF Help) you must reconcile your final expenses on a Web Based Post Travel Expense Form. If you have used a OneCard or Instant Card, the reconciliation must occur in our Cruzfly Expense Reporting System.
The "Big 3" FormsWhat About Travel Packages?
Book Your Travel Through Connexxus or Another Means
Important Foreign Travel and Product Shipment Considerations
Foreign Travel - You must contact the UCSC Export Control Office at
export@ucsc.edu if you are traveling to Cuba, Iran, Syria, Sudan or North Korea. These locations are highly regulated and travel to these destinations may require a license.
Foreign Product Shipments - Also, please contact the UCSC Export Control Office for guidance on license requirements for items that you may be hand-carrying or shipping abroad. Export controlled items include: samples, materials, components, confidential/technical information, laptops, smartphones, PDAs, software, and anything with encryption technology.
For more information see Key Tips For UCSC Travelers.
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