Faculty Research

Faculty Research Administration

Entertainment, Honoraria, Miscellaneous Reimbursement

Complete the applicable form and bring, along with receipts to Ashley Thompson.


Travel

General Information

Before out of state or overseas travel, you MUST visit the following website and fill out the UC Business Travel to receive full benefits of the new University Business Travel Accident Insurance: http://www.uctravel.org/ Note: Airfare that is booked through UC Travel Center or Connexxus- you will be auto-registered with this insurance. For Connexxus booking and information:
http://www.bfs.ucsb.edu/travel_entertainment/travel-planning/connexxus

What we can assist you with

  • Processing reimbursements for out-of-pocket expenses.
  • Obtaining travel advances for the traveler.
  • Providing information regarding UC and funding agencies' travel regulations and policies.

Traveler's Responsibility

It is the traveler’s responsibility to submit complete information and receipts to Debra Nash in a timely manner, and to respond quickly to all requests.

Travelers who obtain travel advances must submit the necessary receipts to clear out the advance within 20 days after the trip is completed. After 120 days, outstanding advances will be reported to the IRS and thus subject to taxes. Travelers are only allowed ONE travel advance per trip, so please plan accordingly.

All original receipts must be saved, including airline, meals, rental car, lodging, taxi, miscellaneous expenses, registration etc.
If you don't have the original receipt, please print and complete the Missing Receipts memo and turn it in with your travel worksheet.

Links to travel policy and other information:

http://www.bfs.ucsb.edu/travel_entertainment/welcome

Currency conversion: http://www.oanda.com/currency/converter/

For travel questions please contact Ashley Thompson, x8045 or athompson@blackstudies.ucsb.edu

Per Diem Rates

Meals

  • Travelers are asked to report actual, out-of-pocket expenses and may be reimbursed up to the $64/day limit. Meals and incidental expenses for travel less than 24 hours in duration cannot be reimbursed.
  • Expenses above the $64/day allowance will not be reimbursed, and partial days will be reimbursed for the amount claimed by the traveler up to the maximum allowance.
  • Please note that while you are not required to have original receipts for food, you must fill out the Meal Log to breakdown your expenses. The $64/day limit is not a "per diem" and you cannot simply claim the full amount without specifying how much was spent on each meal.
  • Per UC Policy, we cannot reimburse for any alcohol purchased, and it is the traveler's responsibility to exclude these costs from the total reimbursement requested.

Lodging

  • Itemized receipts are always required, and should show a $0 balance due.
  • When a traveler lodges with a friend or relative while on official UC business, the cost of the gift to the host/hostess may be reimbursed up to $75 in lieu of lodging. Receipt required.

Foreign Travel

  • Reimbursement is based on State Department rates, which vary by location and are obtained by calling Ashley at x8045. Rates can also be obtained directly at the following address: http://www.defensetravel.dod.mil/site/perdiemCalc.cfm.
  • Per diem for meals may be claimed for foreign travel without receipts.
  • Lodging costs must be substantiated with original receipts.
  • Actual expenses may be reimbursed with original receipts, up to a maximum of 150% of the per diem rate.

Transportation Information

Car Rentals

Important notes before renting a car: Always book through UC's contracted vendors and make sure to identify yourself as a UC employee to get the special rates. Do NOT accept any kind of liability insurance offered, as it is covered in the contract that UC has with each car company. Any insurance that is accepted by the traveler CANNOT be reimbursed.

Hertz

ID # 72130

Reservations: (800) 654-3131

Enterprise

ID # XZ32A01

Local Enterprise location

It is imperative that UCSB's ID # (see above) be cited when reserving a rental for UC business and that the traveler be identified as a UC employee traveling on UC business. Also, the traveler MUST ensure that the ID number is on the rental contract before they sign it. Failure to do so may result in the insurance responsibility on the renter, rather than the University in the event of an accident.

If special or non-agreement rates are used, make sure that the free Loss Damage Waiver (LDW) still applies. In most cases when "specials" are chosen, the rental is no longer covered by the agreement. Unfortunately, this is seldom discovered until an accident occurs; by then, it's too late. Free LDW applies only to business travel in the Continental United States.

Note: Foreign travel has different rules. Always contact your Ashley Thompson before departing on a foreign trip.

Mileage

Reimbursement of approximately $0.5/mile is allowed when a personal vehicle is used in preference to a UC vehicle. This rate is subject to change. All personal vehicles must have liability insurance in order for mileage to be reimbursed. UC Policy mandates that the cheapest method of travel be used.

University Vehicles

Various types of vehicles, including sedans, suburban, pickup trucks and vans, are available to rent via an on-campus recharge through Transportation Services. Reservations are made by calling x2924. Ashley Thompson must be notified to authorize the charge to your grant, and vehicles will not be released until this has been completed.

Charges include a basic daily or monthly rate, plus a mileage cost. These rates vary according to the vehicle used. Rate information may be obtained from Ashley Thompson or Transportation Services directly.

Travel Agencies

UC Contract/State fares

UCLA Travel Center

http://www.travel.ucla.edu/new/Res_Request_UCSB.htm

Santa Barbara Travel Bureau

1028 State Street

Santa Barbara, CA 93101

(805) 966-3116

Agent: Various

Carlson Wagonlit Travel

3329 State Street

Santa Barbara, CA 93105

Agent: Linda A. Kavanagh

Travel Checklist

Out-of-State or Overseas Travel

  • For any travel out-of-state or overseas, all employees and students traveling on University business are required to register their travel plans prior to their departure. This can be done at www.uctravel.org, on the form “Business Travel Insurance” found on the website.
  • Upon registering for the insurance, the traveler will receive a Confirmation of Coverage card. The Card should be carried by the traveler until s/he returns from the trip. Upon registration, the traveler will also receive a list of telephone numbers for medical emergency care or travel assistance.
  • If you have any questions about the travel insurance, you may contact Risk Management office at 893-2860 directly. Explanation of what this insurance covers in detail can be found on the www.uctravel.org website.

Airfare

  • Visit our Travel Agencies to see which ones are used frequently by other travelers.
  • Travelers can also make airfare reservations through online companies such as Expedia, Travelocity etc. It is extremely important that travelers do not make package deals for airfare and hotel. Package deals do not usually provide an itemized hotel receipt which is required by Travel Accounting.
  • Please keep all boarding passes and turn them in with receipts.

Lodging

  • We can provide a direct deposit for a hotel in the form of a travel advance, but all other arrangements must be made by the traveler (i.e. room reservations). Once you have paid a deposit for a room, bring your receipt to Debra Nash and we can reimburse you in the form of an advance.
  • Note It is very important that you get an itemized receipt for your hotel expenses. A credit card carbon copy is not accepted by Travel Accounting.

Transportation

  • Do not accept any kind of liability insurance when renting a car, it is covered in the contract that UC has with the rental companies. Make sure to identify yourself as a UC employee to get the special rates.
  • Mileage reimbursement rate is approximately $0.5/mile. This rate is subject to change and will be reimbursed at the corresponding rate. Travelers can claim either mileage or gas, not both.
  • Visit our Transportation Information link for more details.

Food

  • Per diem rates are explained in depth on our Per Diem Rates link.
  • Meals and incidental expenses for travel less than 24 hours in duration CANNOT be reimbursed.
  • Travelers are asked to report actual, out-of-pocket expenses meal expenses. This needs to be completed on our Meal Log.
  • Please call Debra Nash at x8045for per foreign diem rates for hotels.
  • Per University Policy, employees cannot be reimbursed for any alcohol purchased.

PLEASE KEEP ALL RECEIPTS.


All Forms

Entertainment Reimbursement Request Form [doc]
Complete the form and bring, along with the receipt to Ashley Thompson for processing. Click on the link above which brings you to the form.

Honorarium Request Form [doc]
Complete the form and bring, along with the receipt to Ashley Thompson for processing. Click on the link above which brings you to the form.

Miscellaneous Reimbursement Request Form [doc]
Complete the form and bring, along with the receipt to Ashley Thompson for processing. Click on the link above which brings you to the form.

Travel Forms
Domestic Travel Reimbursement Worksheet [pdf]
Foreign Travel Reimbursement Worksheet [pdf]
Complete the form and bring, along with the receipts to Ashley Thompson for processing. Click on the appropriate link above which brings you to the form.

Meal Log [xls]
Complete the form and bring, along with the receipts to Ashley Thompson for processing. Click on the link above which brings you to the form.

Missing Receipt Form, Travel [pdf]
Complete the form and bring to Ashley Thompson for processing. Click on the link above which brings you to the form.

Declaration of Missing Evidence, Payment Made [pdf]
Complete the form and bring to Ashley Thompson for processing. Click on the link above which brings you to the form.