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University of California (UC) employees are often required to travel for business purposes. While this can be exciting, it’s important to follow the UC travel policy guidelines to ensure compliance with regulations and smooth travel experiences. This article will provide an overview of the UC travel policy and answer frequently asked questions related to business travel.
What is the UC Travel Policy?
The UC Travel Policy is a set of guidelines that governs business travel for UC employees. It covers travel expenses, transportation, lodging, meals, and incidentals. The policy aims to provide employees with reasonable reimbursement while ensuring that expenses are necessary and reasonable.
Who is Covered by the UC Travel Policy?
The UC Travel Policy applies to all UC employees who travel for business purposes, whether it’s domestic or international travel. This includes faculty, staff, and student employees.
What are the Key Components of the UC Travel Policy?
The UC Travel Policy includes guidelines for:
- Travel expenses: The policy covers expenses such as transportation, lodging, meals, and incidentals. Expenses must be necessary, reasonable, and comply with the UC travel expense guidelines.
- Travel insurance: The policy provides coverage for employees in case of accidents or other incidents while traveling for business.
- Travel advances: Employees may request a travel advance for expenses that can’t be paid for with a UC credit card or personal funds.
- Travel card program: The policy outlines the use of the UC travel card program, which provides a UC credit card for eligible employees to use for travel expenses.
How Should Travel Expenses be Documented?
Employees must submit a Travel Expense Report (TER) to document their travel expenses. The TER must include all travel-related expenses, such as airfare, lodging, meals, and incidentals. Receipts must be attached to the TER to verify expenses.
What are the Guidelines for Lodging?
The UC travel policy allows for reasonable lodging expenses, but employees should select lodging options that are cost-effective. The policy recommends using UC-contracted lodging options when possible. Employees should also consider factors such as proximity to the intended destination and safety when selecting lodging options.
What are the Guidelines for Meals?
The UC travel policy allows for reasonable meal expenses, but employees should select meal options that are cost-effective. The policy provides per diem rates for meals based on the location of travel. Employees must provide receipts for meal expenses that exceed the per diem rate.
What are the Guidelines for Incidentals?
The UC travel policy allows for reasonable incidental expenses, such as transportation to and from the airport, parking fees, and internet access fees. Employees must provide receipts for incidental expenses.
What are the Guidelines for Air Travel?
The UC travel policy allows for economy class airfare for domestic travel and business class airfare for international travel. Employees must select the most cost-effective flight options and provide documentation for flight expenses.
What are the Guidelines for Ground Transportation?
The UC travel policy allows for reasonable ground transportation expenses, such as rental cars, taxis, and public transportation. Employees should select the most cost-effective transportation options and provide documentation for expenses.
What are the Guidelines for International Travel?
The UC travel policy provides guidelines for international travel, such as obtaining necessary visas and complying with local laws and customs. Employees should also consider safety and security when traveling internationally and should follow the UC International Travel Policy.
What are the Guidelines for Travel Advances?
The UC travel policy allows for travel advances for expenses that can’t be paid for with a UC credit card or personal funds. Employees must provide a detailed explanation of why a travel advance is necessary and must submit a travel expense report to reconcile the advance.
What is the UC Travel Card Program?
The UC travel card program provides a UC credit card for eligible employees to use for travel expenses. The card can be used for airfare, lodging, meals, and incidentals. Employees must follow the UC travel policy guidelines when using the travel card.
What Happens if Employees Fail to Comply with the UC Travel Policy?
Employees who fail to comply with the UC travel policy may be subject to disciplinary action. This can include reimbursement denial or reduction, loss of future travel privileges, and other disciplinary measures.
Conclusion
The UC Travel Policy provides guidelines for business travel for UC employees. By understanding the policy and following the guidelines, employees can ensure compliance with regulations and have a smooth travel experience. Remember to document all expenses and select cost-effective options for transportation, lodging, meals, and incidentals.