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Information
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Travel Procedures |
Before you leave:
All travel on MRL funds requires PRIOR approval. Please use the pink
Request for Travel Approval form found by the MRL mailboxes or download it
here
as a pdf file, obtain your PI's signature and turn the form in to Sylvia
before the trip. If you need an advance, please indicate this on
the Request form and submit to Sylvia at least 10 working days in advance,
to allow sufficient time for processing the paperwork. Advances are only for
expenses already paid, and cannot be issued after you leave for your trip.
Please plan ahead.
IMPORTANT: Travel advances will not be issued if you have not cleared up
previous trips.
Airline tickets - You may pay for tickets personally or have
the travel agency bill the university directly. If you choose to
have the tickets billed, please complete and submit the above-mentioned
travel approval form first, and have your travel agent call Sylvia for the appropriate MRL account
number. Please be sure that Sylvia gets the invoice promptly, and
remember to save your airline ticket receipt.
Vehicle rental - Rental Car Agency - These charges cannot be billed
directly to the university. You must pay by cash or credit card and you
will be reimbursed on a travel voucher. UCSB has an insurance program
that covers you when renting a car on University business in the USA;
therefore you do not need to pay for, nor will you be reimbursed for,
extra insurance purchased at the time of rental. For details on the UC
rental car agreements, please go to for UC rental car
agreements. The information is contained on this page under the section,
"Car Rentals".
Please make sure that the agreement you select is still in force; the expiration date
is shown for each rental company. Remember to give the UC agreement number when making
your reservation.
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University of California Business Travel Accident Insurance: UC Business Travel
Insurance provides additional coverage to UC employees traveling on official
University business for emergency medical evacuation, out-of-country medical
expenses, loss of personal effects, and security extraction. Prior to traveling
out-of state or overseas on University business, please register your travel
plans by going to www.uctravel.org
and completing the "Business Traveler Insurance" form. Upon completion of
the brief registration form, you will be provided with a Confirmation of
Coverage card with the insurance policy number and important contact information.
You should carry this card until the completion of your trip.
When you return:
Travel Reimbursement - Please keep all receipts and submit promptly upon
return, along with a completed Travel Voucher Worksheet (either the
yellow/domestic travel or the
blue/foreign travel form, also
found by the MRL mailboxes) outlining your travel itinerary and details.
Please note the following:
Domestic Travel:
For lodging, a credit card receipt and an original itemized bill are
needed.
Meal expenses are reimbursed up to $50/day, based on actual expenses. No
receipts are necessary.
Expenses other than lodging also require original receipts in order to be
reimbursed, i.e. registration fees, parking, shuttles, etc.
International Travel:
Your hotel and meal expenses are reimbursed up to a per diem given by
Accounting, depending on the date of travel, the city travelled to, and
the arrival and departure time in that city. All lodging receipts must
be submitted for reimbursement.
Expenses other than lodging also require original receipts in order to be
reimbursed, i.e. registration fees, parking, taxis, etc.
If questions regarding these procedures, please contact
Sylvia Vogel.
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