Refer to UC Policy BFB-G-28 on Travel Regulations to review what is reimburseable. When in question, contact the Central Administrative Office.
Travelers are required to complete a Travel Approval / Advance form when using another PI's funds. Prior approval from the Chair is required for 19900 and seed funds. Prior approval is required from the Dean for foreign travel using 19900 and seed funds
If a traveler needs financial assistance with travel expenses prior to travel, a Travel Advance Request - TAR (instructions | form) may be obtained from the Travel Accounting Office under the following circumstances:
UCSB Prenegotiated Agreements: UCSB has prenegotiated car rental and hotel agreements with various vendors. To assure negotiated rates with the vendors, reservations should be made through the Connexxus portal. More information about the Connexxus portal can be found on the Travel Accounting website.
Business Travel Accident Insurance: Employees traveling on official University business and their spouses, domestic partners, and children traveling with them, are covered worldwide, 24 hours a day when traveling out-of-state or overseas. For further information please visit the UCSB BFS Travel Insurance web page and UCOP Risk Management Services.
Private Automobile Mileage Rates: Effective January 01, 2015 private car mileage reimbursement is 57.5 cents per mile.
Within a reasonable amount of time not to exceed 45 days after the end of the trip, the traveler should fill out the applicable worksheet (domestic | foreign) and Travel Approval/Advance Form and sign. The traveler should then submit the worksheet(s) and original receipts to the Travel Expense Voucher (TEV) preparer
To ensure full reimbursement for travel, it is important that travelers understand UCSB Travel Policy . All travelers are required to fill out a travel worksheet and submit certain receipts for reimbursement. When in doubt, it is best to submit all receipts.
NOTE: The following visa types are not eligible to receive any travel payments for expenses incurred in the United States: F-2, H-4, O-3, and P-4.
Once the administrative assistant has received the travel worksheet and receipts from the traveler, the reimbursement can be processed on the UCSB online Travel Expense Voucher.