Reimbursements
Reimbursements: Travel, Entertainment, & Miscellaneous
Active employees can submit the receipts for all reimbursement types in Concur.
Non-active employees (students, visitors, etc.) please send all receipts and the appropriate reimbursement request form (see box on the right) to Haley Martin.
Travel Reimbursements
- UC Business and Finance Bulletin G-28 - Policy and Regulations Governing Travel
- UC Business and Finance Bulletin G-28-Summary
- Lodging limit: UCOP G-28 Travel policy limits lodging nightly rates to a maximum of $275/night when traveling in lower 48 states for less than 30 days. If requesting reimbursement for more than this limit, please complete the Lodging Limit Justification form and attach it to your Travel Expense Voucher.
- Travel Advance vs. Travel Reimbursement
- Travel Advance: Traveler can receive payment before the trip. After the trip is complete the traveler will need to submit a travel reimbursement to substantiate the advance
- Travel Reimbursement: Traveler is reimbursed after the trip is completed
Entertainment Reimbursements
- Policy: BUS-79 - Expenditures for Business Meetings, Entertainment, and Other Occasions
- MAXIMUM RATES FOR MEALS AND LIGHT REFRESHMENTS
- The maximum per-person expenditures for meals and light refreshments furnished by the University may not exceed the following amounts:
- Breakfast $ 31.00
- Lunch $ 54.00
- Dinner $ 94.00
- Light refreshments $ 22.00
- The maximum per-person expenditures for meals and light refreshments furnished by the University may not exceed the following amounts:
Miscellaneous Reimbursements
- Miscellaneous reimbursements (for supplies and services) are an exception to policy and should be avoided whenever possible.
- Use campus-approved purchasing mechanisms such as the Gateway procurement system or FlexCard (contact Haley Martin) instead of purchasing supplies out-of-pocket
Declaration of Missing Evidence
If you are unable to locate original receipts for your reimbursement, please complete a Declaration of Missing Evidence for each missing receipt and substantiate with an alternate proof of purchase (i.e. credit card statement) showing payment.