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Travel Processing


For Faculty and Staff


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Travel

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 additional accounting related information.
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  ~Before you travel: Here are a few forms and information you should fill out and know before you take your trip.
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  PDF - Travel Approval (pdf)
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  PDF - About Travel Advance (TAR's) (for traveler and preparer) (pdf)
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  PDF - Travel Advance form (processed by preparer) (pdf)
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  PDF - Travel Advance Example (for preparer) (pdf)
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    - UCSB Car Rental Agreements (whenever you rent a car use these)
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    - UCSB Hotel Agreements (whenever you book a hotel use these)
    - For more Information on car rental agreements please visit Business Services
  • 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, 2009 private car mileage reimbursement is 55 cents per mile
For any travel prior to January 1, 2009 but after July 1, 2008 then the private car mileage reimbursement is 58.5 cents per mile
For any travel prior to July 1, 2008 then the private car mileage is 50.5 cents per mile
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  ~For the Traveler: After you have taken your trip please fill out the corresponding worksheet and sign. If you have any questions feel free to ask your travel preparer.
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  PDF - Travel Domestic Worksheet (pdf modifiable)
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  PDF - Travel Foreign Worksheet (pdf modifiable)
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  ~For the Preparer: When you have received the Travel worksheet and receipts from the Traveler you can start processing their reimbursement . Additional forms and information can be found on the UCSB Accounting Services and Controls website under Travel.
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  PDF - Travel Policy ~ what is allowed (pdf)
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  PDF - Missing Travel Receipt Form (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 (their name) 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.
  PDF - Reimbursement Receipt (pdf)
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  PDF - TEV Instructions (pdf)
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  PDF - TEV finished example (pdf)
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  ~Information regarding reimbursements to non resident aliens
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  - Requirements for when you are processing a reimbursement to an individual that is a nonresident alien and non UC employee.If you do not know about the payee until they have arrived, then you should submit the following to submit with the reimbursement paperwork:
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    - a copy of picture page of passport
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    - a copy of Visa page inside of passport
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    - a copy of I-94/arrival and departure record
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    - the filled out: Declaration of Immigration Status by Non-U.S. Citizens
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      this form can be found on Accountings website: http://accounting.ucsb.edu/Forms/
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  Additional Travel Related Links:
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    - UCSB Travel Accounting
    - U.S. Department of State Foreign Per Diem Rates
    - FXConverter - Currency Converter for 164 Currencies
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