Direct Entry Process

How to use the direct entry process

After every University paid business or research trip, a record of expenses must be submitted. Per Policy, the expense report must be submitted within 45 days after returning from the trip. An expense report is required, even if no reimbursement is due to the traveler.

Direct link to the Travel Reimbursement System to enter your travel reimbursement (CalNet authentication required). You may visit our Getting Reimbursed page for guided tips and helpful links.

If you have issues with the links above or with access, please contact the Business Services Office

After submitting the Travel report you may track the status of your travel reimbursement request.

 

 

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