Reimbursement Policies

BCLT can cover the cost of your air travel, ground transportation (rental car excluded) and overnight hotel stay, to attend this event. Per strict policy, we require that event attendees pay those expenses and submit receipts (see below) for reimbursement. We are unable to pay or book travel arrangements or lodging reservations for you.

Lodging

The following hotels are most recommended, as they offer UC discounted rates:

Flying to SFO/OAK

This link provides some information about access to Berkeley, CA through local airports, and local transit information from each airport. While travel times vary considerably, travelers should plan at least an hour to get to Berkeley from SFO by car, and about a half hour from Oakland Airport.

UC Berkeley Reimbursement Policies

  • UC will only reimburse coach/economy class airfare.
  • UC will only cover lodging costs up to $333.00 per night. Requests for multiple nights will be considered on an individual basis.
    • The maximum daily reimbursement amount for hotel expenses is $333 before taxes and mandatory hotel fees. If your hotel expense exceeds this amount you will be reimbursed only up to the maximum amount of $333 per day.
  • All receipts must show proof and method of payment.
    • We can only reimburse on proof of charge—we cannot reimburse reservation confirmations, itineraries, etc.
    • Proof of payment receipts demonstrates that a credit card has been charged (last 4 digits of your card) or that cash has been paid.
    • A valid receipt also contains the payee’s name, the amount, date and place of payment, and identification of what was purchased.
    • Please ensure that the traveler’s name is shown on the receipt (e.g., the hotel folio shows the registered guest who paid is the same person as the one being reimbursed.)

International Visitors

If you are a visitor from outside the US, please inform us and review this website of guidelines for additional considerations: https://travel.berkeley.edu/report-expenses/travel-reimbursements-foreign-visitors

Submitting Your Reimbursement 

All reimbursements are processed once an event has concluded. Receipts should be sent to Alexis Goett (alexisgoett@berkeley.edu) so that the reimbursement process can be initiated. If you are not yet a “vendor” in the UC Berkeley system (i.e. you have never received reimbursement from UC Berkeley previously), you will need to become a vendor. You will receive an invitation email before the reimbursement process is initiated.

Please redact any personal, sensitive or confidential information such as home address, social security number, date of birth and/or credit card numbers except for the last four digits.

IMPORTANT DEADLINE DISCLAIMER

All receipts for expense reimbursements must be received by BCLT within 30 days of the program to allow us time to process your reimbursement within the University’s time limit. Unfortunately, absolutely no exceptions will be granted. If not received within 30 days, your reimbursement may be reported as personal income to the IRS or otherwise denied.