Prior to Travel - prepared by traveler
Travelers are required to complete a Travel Approval 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:
- The traveler has incurred credit card expenses that must be paid before a trip is completed
- The traveler is not able to cover these costs up front
- The Travel Advance Request should be submitted at least 1 month before the start date of the trip
- Travelers submit the travel approval form to their designated preparer with original receipts to receive advance
Additional Prior to Travel Information
- 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.
- 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. Travel packages may be booked using the Connexxus portal.
- Business Travel Accident Insurance: The University has purchased 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 carrier, ACE USA, is highly rated and provides insurance products and services throughout the U.S. and around the world. Please visit the UCSB Travel Accounting's Business Travel Accident Insurance web page for instructions.
- Private Automobile Mileage Rates: Effective January 01, 2013 private car mileage reimbursement is 56.5 cents per mile. For any travel prior to July 12, 2011 but after December 21, 2010 the private car mileage reimbursement is 51 cents per mile.
Post Travel Forms & Information - prepared by traveler for reimbursement
After the trip, the traveler should fill out the applicable worksheet below and sign. The traveler should then submit the worksheet and original receipts to the travel reimbursement Travel Expense Voucher (TEV) preparer.
Policy, Worksheets and Receipts
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.
The following is required for processing a reimbursement to an individual that is a non resident alien and non UC employee:
Travel Expense Voucher (TEV) - prepared by administrative assistant
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.
Additional forms and information can be found on the UCSB Accounting Services and Controls website under Travel Accounting