Travel

UC Travel Policy

Before you plan or take a trip, read our handy “UC Travel Policy in a Nutshell” fliers (see below) and/or Travel FAQ’s.  As UC’s policies for Hosted Guests differ slightly than those for Students, Staff and Faculty, if you would like to send information on our policies to your hosted guests prior to their trip, please make sure to select the ‘Travel Policy in a Nutshell – Hosted guests’ flier.

 

 

TRAVEL ROLES

The university traveler is responsible for:

Knowing:

  • UC travel and entertainment spending policies, at least as they relate to the circumstances of their own travel
  • If there are any funding source or departmental restrictions on paying for the activity
  • Every travel expense has an approver separate from the traveler and if the approver disallows an expense, it will not be paid/reimbursed

Doing:

  • Observe normally accepted standards of propriety in the type and manner of expense incurred
  • Purchase travel services through Connexxus whenever reasonable
  • Register for UC travel insurance program if travel is booked outside of Connexxus
  • Report expenses and claim reimbursement in an ethical and responsible manner
  • Submit expense reports timely and respond promptly to requests for details and documentation
  • Return any unused university resources (i.e., unused prepaid airline tickets, excess travel advance funds)
  • Never use university resources to pay for personal expenses

Knowing:

  • UC travel and entertainment spending policies

Doing:

  • Coordinating with the Traveler to ensure all expenses are reported and all documentation is provided
  • Entering trip information into the reimbursement system on behalf of the Traveler

Knowing:

  • UC travel and entertainment spending policies and funding restrictions

Doing:

  • Reviewing expenses for reasonableness, appropriateness, accuracy and policy compliance
  • Approve or deny requests in the system – may message other approvers within the system to get their documented approval on funding source or exceptional items
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