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The Central Administration Office (CAO) provides support for faculty, staff and graduate students with travel, entertainment, and reimbursement information and processing requests. The CAO has provided some forms and information below to assist faculty and students with their processing needs. The UCSB Accounting Services and Controls Office offers additonal accounting related information. |
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| • | Helpful CAO request sheets: Here are two of the forms that our office uses to collect data for reimburstments. You can have these available to give to individuals for them to fill in the information you will need to process a reimbursement. | ||
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- | Entertainment reimbursement request (pdf) | |
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- | Form 5 reimbursement request (used for memberships and supply reimbursements) (pdf) | |
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| • | DECLARATION OF INCURRED EXPENSE : In the interest of making the process of turning in receipts that do not have clear indication that the person getting reimbursed is the same individual that has incurred the expense a form has been created so that you can paste the receipt to this form and have the purchaser sign when you turn in any reimbursement. | ||
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- | Reimbursement Receipt (pdf) | |
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| • | Travel: additional forms and information can be found on the UCSB Accounting Services and Controls website under Travel. | ||
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| • | Travel Packages Purchased from Internet Vendors: Travel "packages" from Internet vendors typically do not itemize expenses. Therefore, no business-related travel should be booked through such vendors unless the traveler has confirmed that each aspect of the package will be separately itemized (e.g., itemized hotel charges, airfare) to assure appropriate documentation for reimbursement. | ||
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| • | NEW BUSINESS TRAVEL ACCIDENT INSURANCE: The University has purchased new, broader business travel accident insurance. Employees traveling on official University business, and their spouses, domestic partners, and children traveling with them, are now covered worldwide, 24 hours a day when traveling out-of-state or overseas. In addition to the typical coverages, this policy includes coverage for emergency medical evacuation, out-of-country medical expenses, loss of personal effects, and security extraction. The new carrier, ACE USA, is highly rated and provides insurance products and services throughout the U.S. and around the world. Please visit the Accounting website's link for instructions: http://accounting.ucsb.edu/Memos/?Subject=NewTravelIns | ||
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| • | New
Mileage rates: Effective January 1, 2008 private car mileage reimbursement is 50.5 cents per mile |
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- | Travel Policy ~ what is allowed (pdf) | |
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- | Travel Approval Form (pdf) | |
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- | Domestic Travel Worksheet (pdf) | |
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- | Foreign Travel Worksheet (pdf) | |
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- | Missing Travel Receipt Form (pdf) | |
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- | Travel Advance form (pdf) | |
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- | Travel Advance form (pdf) | |
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Travel Advances ~ what is allowed | ||
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| Additional Travel Related Links: | |||
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| - | UCSB Car Rental Agreements (whenever you rent a car use these) | ||
| - | For more Information on car rental agreements please visit Business Services | ||
| - | U.S. Department of State Foreign Per Diem Rates | ||
| - | FXConverter - Currency Converter for 164 Currencies | ||
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| • | Reimbursement:
this form is used for reimbursements with the exception of
Travel and Entertainment. |
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- | Miscellaneous Form 5 - Payment Request - Misc. (pdf) | |
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Business & Entertainment: additional forms and information can be found on the UCSB Accounting Services and Controls website under Accounts Payable. |
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Business & Entertainment Prior Approval Form | |
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- | Business & Entertainment Reimbursement - Form 5 | |
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| - | UCSB Travel Accounting Business Meeting & Entertainment Expense Information: additional information on business and entertainment expense. Please use the above forms for ECE department submissions - more... |
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- | University of California Systemwide policy on Expenditures for Entertainment, Business Meetings, and Other Occasions: BUS-79 | |
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When do I need prior approval? (see this checklist) | ||
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Missing Entertainment Receipt Form | ||
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- | Missing Itemized Entertainment Receipt Form | |
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| • | Purchase Orders: the ECE Budget Office Purchasing Assistant provides support to faculty, staff, and graduate students in purchasing items with a purchase order. To obtain a purchase order fill out either of the forms below, obtain the appropriate signature and bring the form to the purchasing assistant in HFH, Rm 4121 for a P.O. number. |
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Low Value: Use Low Value Purchase Orders for supplies, materials, services and repairs totaling less than $2,500 including tax and shipping. |
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- | High Value: Use High Value Purchase Orders for supplies, materials, services and repairs totaling more than $2,500 including tax and shipping. |
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