I. TRAVEL
POLICIES AND AUTHORIZATIONS
II. TRAVEL ADVANCES
III. TRANSPORTATION
EXPENSES
IV. OUT OF STATE TRAVEL
V. SUBSISTENCE EXPENSE
VI. MISCELLANEOUS
TRAVEL EXPENSES
VII.
TRAVEL EXPENSE CHARGED TO FEDERAL CONTRACTS
VIII. CLAIMING TRAVEL
EXPENSE
IX. INTERCAMPUS TRAVEL
EXPENSE
X. REFERENCE
I. TRAVEL POLICIES AND AUTHORIZATIONS
It is the policy of the Division that all official
travel shall be properly authorized, reported, and
reimbursed in accordance with University travel
regulations. Under no circumstances are travel
expenses for personal travel to be charged to the
University, nor shall travel expenses for personal
travel be temporarily funded by the University. When
a Division staff member travels under the sponsorship
of a non-University entity, the travel expenses will
not be charged to a University account; travel
advances and tickets should be obtained from the
sponsor. Division staff traveling on official
business shall observe normally accepted standards of
propriety in the type and manner of expenses
incurred.
All official Division travel shall be authorized in
advance by an appropriate administrator. Travelers
who fail to obtain prior authorization may be liable
for the expenses incurred. To aid the orderly
functioning of Division programs, the following
authorizations are set forth:
A. Administrators and Cooperative Extension
Specialists
Administrators and Cooperative Extension
Specialists in Statewide Special Programs and
Projects are hereby authorized to undertake
in-state travel as necessary within the
budgeted resources available to them for
completion of their assigned responsibilities.
Procedures governing out-of-state travel and
travel to professional meetings are set forth
in section IV and Section 262, respectively.
B. Cooperative Extension Advisors
Travel expenses of county-based advisors are
normally paid by the counties in which the
advisor is located. Certain advisors are
provided travel budgets out of special programs
on which they work. These advisors are hereby
authorized to undertake in-state travel as
necessary for completion of their assigned
responsibilities within budgeted resources
available. For all other advisors, when it is
appropriate for their expenses to be paid by
Cooperative Extension at "state expense," the
following procedures will apply:
1. Expenses to attend officially scheduled
administrative meetings of the Division
will be paid at Division expense. No
special authorization is required in
advance on such travel except that the
person responsible for calling the meeting
must provide the Regional office and/or
Budget and Financial Services Office
concerned a copy of the notice and the
names of the committee members.
2. Any other travel at University expense
within the state will be submitted on a
"Travel Approval Form," form MF 16. This
form is to be submitted to the Regional
Director through the County Director for
review and approval.
C. All Other Staff
Travel by all other staff will be approved in
advance by the individual's supervisor.
D. Non-University Personnel
Travel by non-University personnel will not be
reimbursed from University funds unless the
travel is for official Division business and
has been approved in advance by the responsible
administrator. Travel performed by
non-University personnel shall be in accordance
with these regulations.
A. Corporate Travel Cards
Frequent travelers are expected to use
corporate travel credit cards. Corporate
travel credit cards may be obtained through the
Regional office or Budget and Financial
Services office for purposes primarily of
defraying travel expenses related to official
University business, including but not limited
to the costs of transportation, lodging,
subsistence, and incidentals. While issued
through the University, such cards are issued
only on the condition that billing by the card
company shall be made directly to the card
holder, not to the University. The card
holder is responsible for paying any charges
billed and should claim reimbursement on the
Travel Expense Voucher.
Travelers holding a University corporate travel
card shall not ordinarily be entitled to a
travel cash advance.
B. Cash Advances
Cash advances may be requested by an individual
to pay travel expenses while on official
University business when such expenses,
exclusive of transportation costs, are expected
to be $100 or more. To obtain a travel
advance, a request should be forwarded to the
appropriate Regional or Budget and Financial
Services Office stating the amount of advance
desired, the purpose, when needed, and period
of time for which the advance is requested.
An advance should be accounted within 10 days
after the travel is completed.
C. Transportation Tickets
For staff paid through the Berkeley Accounting
Office, tickets for air transportation may be
charged to the University and are treated as
an advance to the individual. As such, they
must be accounted for in the same manner as a
cash advance. It is the staff member's
responsibility to turn in any unused portions
of air tickets to the travel agency from which
they were purchased. If a refund is due, when
the University has paid the agency directly,
the travel agency should be instructed to send
a check payable to The Regents of the
University of California in the amount of the
refund to the cognizant administrative office
so that the advance will be credited properly.
For staff paid through the Davis Accounting
Office, air transportation tickets are expected
to be procured by the traveler with the use of
a travel credit card as covered in section A.
above.
D. Recovery of Advances
The traveler must account for the total amount
of all advances pertaining to a particular trip
by submitting a Travel Expense Voucher within
10 days of the completion of the trip. If
the advance exceeds the reimbursable expenses,
the traveler shall submit with the voucher a
check for the excess made payable to "The
Regents of the University of California."
If the travel voucher has not been submitted
within 60 days of the due date, the University
will initiate recovery proceedings. If the
advances cannot be recovered from the traveler,
directly or with the concurrence of the
employee through payroll deduction, action
normally will be taken through the use of a
collection agency. Any unrecovered amounts are
considered to be of economic benefit and are
reportable as income to taxing authorities.
All travel must utilize the most economical mode of
transportation and the most usually traveled route
consistent with the authorized purpose of the trip.
Any exception must be approved in advance as set
forth in this section.
A. University-Owned Automobiles
The following policies govern the use of the
University vehicles:
1. University vehicles will be used only for
official University business in accordance
with policy on Use of University Vehicles
(Business and Finance Bulletin BUS-46).
2. Administrative officials are responsible
for ensuring the proper use of University
vehicles by persons under their
jurisdiction. They shall be required to
pay or obtain payment from the
responsible person for all costs arising
from the misuse or unauthorized use of
University vehicles.
3. Administrative officials authorizing the
use of a University vehicle shall be
required to pay or to obtain payment from
the person responsible for damage to the
vehicle resulting from its operation in
a negligent manner.
4. Authorized operators of a University
vehicle shall be academic and staff
employees or other persons on official
University business who are approved by
appropriate officials of the University.
Persons who are not employees of the
University (e.g. 4-H Volunteer Leaders)
may operate University vehicles for
official University business. The
criterion is not whether the person is an
employee, but whether the use is for
official business.
5. University fleet vehicles shall not be
used for regular travel between personal
residences and University campuses or
other headquarters locations. The only
appropriate use of University fleet
vehicles for transportation between home
and office is in connection with
departure or return on official business,
and then only when such use is more
efficient and economical than available
alternatives. Any other use of a fleet
vehicle for regular transportation between
home and office must be specifically
authorized by the Vice President in
advance and in writing as an exception to
this policy and justified by a regular
and frequent work requirement of the
University that cannot reasonably be met
by other means.
6. Each driver of a University vehicle must
hold a valid operator's license.
7. The driver of a University vehicle is
responsible for the payment of any
traffic citations issued during his or
her operation of the vehicle.
8. Users of University vehicles may claim
reimbursement for costs of necessary
parking and storage of the vehicle in
public garages; ferry, bridge, or toll
road charges; and charges for emergency
repairs to the vehicle in accordance with
policies of the applicable campus garage.
B. Use of Privately Owned Automobiles
1. Use of a privately owned automobile is
authorized when it is the most economical
mode of transportation for the most
usually traveled route consistent with the
authorized purpose of the trip. When
authorized, reimbursement will be made on
the per mile rate set forth in
Appendix II.
a. A staff member desiring to use a
personal car on a continuing basis
will need to obtain a "University
of California Automobile Permit" by
obtaining a form for submittal
through the appropriate Director to
the campus Business Office servicing
the region.
b. When a privately owned automobile
is used on University business, the
staff member must have the
following minimum liability
insurance coverage: (1) $15,000 for
personal injury to, or death of,
one person; (2) $30,000 for injury
to, or death of, two or more
persons in one accident; and (3)
$5,000 for property damage.
c. When a privately owned vehicle
operated by a University employee
in the course of conducting
University business is damaged by
collision or receives other
accidental damage, reimbursement for
repair expenses borne by the
employee up to $500 may be allowed.
Expenses covered from insurance
coverage are not allowable.
d. Claims for reimbursement must
indicate the points traveled between
and the route traveled. Charges
for ferries, bridges, or toll roads
and reasonable charges for parking
may be claimed.
2. When a person desires to use a personal
vehicle as a matter of convenience for
transportation to an area served by
public transportation, the person will be
allowed the fare that the University
would have had to pay had the claimant
traveled by available public
transportation. Reimbursement will be
made at the lowest available air fare
plus the cost of terminal transportation.
The allowance for subsistence expenses
shall be limited to the amount per day
Meals and Incidental Expense (M&IE) that
would have been allowed had the trip been
made by public transportation.
C. Use of Rental Cars
Rental vehicles may be used when such rental
is considered to be more advantageous to the
University than the use of other means of
transportation. The University has agreements
with some rental companies for special rental
rates. The traveler is responsible for using
these rates or for obtaining the best available
rate commensurate with the requirement of the
trip. Charges for optional insurance on rental
cars used in the United States are not an
allowable expense. Expenses incurred by a
traveler because of property damage to a car
rented while on University business is
reimbursable as a travel expense.
D. Travel by Air
1. Commercial Airlines
Coach class or any discounted class shall
be used in the interests of economy.
This policy applies to all travel
(in-state, out-of-state, foreign, or any
combination thereof) regardless of the
purpose or the fund source of the travel.
The use of first class, premium, or
higher cost services may be authorized
under the following circumstances:
a. When first-class service is the
only service offered between two
points (advance approval is not
necessary, but the Travel Expense
Voucher must have an explanatory
statement); or
b. When the use of air coach as
described above would adversely
affect economy, e.g., when, because
of scheduling difficulties,
traveling by air coach would
require an extra day; or
c. When an itinerary involves overnight
travel without opportunity for
normal rest before commencement of
working hours.
Requests to use first-class travel instead
of available coach services should be
made in writing to the Assistant Vice
President through administrative channels
justifying the use of first-class travel.
If approval is granted, a copy will be
returned to the traveler for attachment
to the Travel Expense Voucher.
2. Privately Owned Aircraft
Before using a privately owned aircraft
(including a rented one) for official
travel, the traveler must register with
and obtain the approval of the Assistant
Vice President--Administration. The pilot
must have a private license; have logged
at least 10 hours of flight time within
the preceding 90 days as a pilot in
command of an aircraft of the same make
and model as the one to be used in the
trip; have a current pilot history form
on file in the Office of Risk Management,
Office of the President; and provide
evidence of Aviation Liability Insurance
coverage with a minimum combined single
limit of $1 million, naming The Regents
as additional insured.
a. Requests for approval to use a
privately owned aircraft should be
forwarded with the following
information: purpose of trip,
inclusive dates of trip, itinerary,
passengers, comments and
justification, pilot license number
(commercial or private), and
evidence of adequate insurance
protection.
b. To carry passengers, in addition to
the above, the pilot must either
have logged 500 hours of flight
time as a licensed private pilot in
command of an aircraft or possess
a valid commercial (or higher type)
pilot's license issued by the
Federal Aviation Administration.
For these purposes, anyone traveling
in the aircraft, other than the
pilot, is considered to be a
passenger.
c. Reimbursement will be made at the
rate per statute mile shown in
Appendix II; mileage shall be
computed on the basis of the
shortest air route from origin to
destination. This payment is for
the use of the privately owned
airplane and applies irrespective of
the number of passengers occupying
the airplane. In addition, the
request for reimbursement must show
the aircraft registration number of
the airplane used and shall be
clearly marked "Air Miles."
E. Railroad or Bus Travel
Railroad or bus transportation may be used when
the destination or other circumstances so
require. If the destination is served by a
regularly scheduled airline, more expensive
railroad transportation (including pullman)
requires advance approval by the Assistant Vice
President. A full explanation of the
circumstances must accompany the traveler's
claim for reimbursement. This rule does not
apply to intercity rail travel that is the
equivalent to air transportation in total
travel time.
F. Miscellaneous Local Transportation
1. Taxi fares, including tips, shall be
allowed only when the use of public
transportation or airport limousine
service is not practical or available or
when use of a taxi results in a savings
over public transportation or airport
limousine service.
2. Local bus and streetcar fares are
allowed.
3. Use of privately owned motorcycles or
motor-driven cycles is not authorized.
4. Charges for use of other types of
conveyances (such as helicopter and boat)
shall be allowed when such use is
beneficial to the University and when the
fare for such conveyance is not already
included in the original cost of the
common carrier fare.
A. Within United States
These travel regulations and reimbursement for
actual costs for lodging and actual costs for
meals and incidental expenses (M&IE) within the
per day ceilings set forth in Appendix I are
applicable to all travel within the United
States.
B. Foreign Travel
These travel regulations and reimbursement by
per diem, based upon rates set forth in
Federal regulations, are applicable to all
travel outside the United States.
C. Approval
Approval by the appropriate Regional Director,
Assistant Director--Programs, or other statewide
manager is required for out-of-state travel on
official time, with or without expenses or
other form of reimbursement, and will be
governed by the following considerations in
conformity with University policy:
1. Where it is in the interest of the
Division to send representatives to
out-of-state events.
2. Where conferences, workshops, and similar
meetings are initiated by the Federal
Extension Service or through the
cooperation of State Directors of
Extension or other similar situations.
3. Where a staff member has a gift or grant
to support a research or public service
project that requires out-of-state travel.
D. Funding
In addition to approval to be out of the state
on Division business, as specified in C above,
staff members will need to identify the source
of funds to cover related expenditures as
follows:
1. When the travel is at the request of the
Vice President, Regional Director, or
other administrator, the funding source
should be specified in the request.
2. When travel is at the request of the
staff member, where appropriate, funding
may be requested from the Regional
Director, Special Program Director, or
other administrator.
3. When in connection with a contract or
gift-supported project, expenses may be
charged to the contract or gift funds.
4. Funding of travel to out-of-state
professional society meetings is governed
by the regulations set forth in Section
262.
E. Exceptions
In counties that border on the adjacent states
of Oregon, Nevada, and Arizona, it is
frequently desirable or necessary to make
out-of-state trips of one day or less. Such
trips are not considered to be out-of-state
travel.
A. Travel Within the United States
1. Short-Term Per Day Expenses (in excess of
24 hours). Reimbursement of expenses
shall be on the basis of actual amount
of lodging, meals, and incidental expense
incurred in connection with all travel on
University business within the United
States. A receipt will be required for
any individual item of $25.00 or more.
Only expenses that are ordinary and
necessary to accomplish the business
purpose of the trip are eligible for
reimbursement. The per day expense
reimbursement ceilings set forth in
Appendix I are considered adequate to
meet the ordinary and necessary meal and
incidental expenses within the United
States.
2. Long-Term Per Day Expenses. The long-term
per day expense reimbursement ceiling
set forth in Appendix I is authorized
when circumstances are such that the
traveler can reasonably be expected to
incur expenses in one location comparable
to those arising from the use of
establishments catering to the long-term
visitor, or when the traveler is expected
to be in one location for 30 or more
consecutive days. The effective date of
this rate is the first day of travel
unless otherwise specified.
3. Non-Commercial Per Day Expense. The
non-commercial per day expense reimbursement
ceiling set forth in Appendix I is
authorized when the circumstances of
travel are such that the traveler can
reasonably be expected to incur expenses
comparable to those arising from the use
of non-commercial subsistence facilities
such as house trailers or field camping
equipment. The effective date of this
rate is the first day of travel unless
otherwise specified.
When a traveler lodges with a friend or
relative while on official business for the
University, the cost of a gift to the host may
be reimbursed up to $25.00 in lieu of lodging
upon submission of a receipt.
B. Foreign Travel
1. Short-Term. For foreign travel, per diem
allowances shown in the Federal Civilian
Personnel Per Diem Bulletin are
authorized. Contact the Regional or
Budget and Financial Services Office for
information on proration of different per
diem rates while traveling on one trip
and when claiming on actual rates rather
than per diem.
C. Calculation of Total Reimbursement Due
1. Inside United States. Reimbursement of
subsistence expense shall be based on
actual cost incurred, with M&IE, subject
to the rule on exception, not to exceed
the limits set forth in Appendix I.
Persons authorized to travel by automobile
shall be reimbursed for actual M&IE
incurred during actual time in transit or
on 300 miles of travel per day, whichever
is less, plus the cost of lodging when
expressly authorized. For field trips,
actual time in transit is authorized
without reference to the mileage
alternative.
2. Foreign. Contact the Regional or Budget
and Financial Services Office for
information on preparing Travel Expense
Vouchers for reimbursement for travel
outside the United States.
D. Travel Expenses Allowed for Periods of 24 Hours
or Less
Except for travel that occurs wholly between
7:00 a.m. and 7:00 p.m. in a single day, the
following allowances may be authorized:
1. Inside the United States. Actual cost of
lodging and/or M&IE at no more than the
limits set forth in Appendix I.
2. Foreign. Actual cost of lodging and/or
M&IE in accordance with, or equal to, the
applicable per diem rate. With
continuous travel of 21 hours or more,
one full day per diem should be claimed
instead.
3. Exception. Reimbursement for actual
luncheon costs may be allowed if an
employee is authorized to attend a
conference or meeting that includes a
formal luncheon as part of the agenda
even though the travel occurs wholly
between 7:00 a.m. and 7:00 p.m.
E. Adjustments and Exceptions
When subsistence expenses are paid directly by
the University, the appropriate amount for
lodging and M&IE, or the applicable per diem
allowance for foreign travel, shall be deducted
from the per day/per diem expense reimbursement
ceiling. Situations that require adjustments
include but are not limited to meals furnished
as part of an official University activity,
registration fees that include meals or
lodging, expenses paid by a group leader, group
expenses billed directly to the University, and
complimentary accommodations.
F. Contracting for Subsistence Expenses
Arrangements may be made with restaurants,
hotels, and similar establishments to furnish
subsistence to groups of University employees
when it is advantageous to the University.
Such arrangements may be made by issuing a
University purchase order; in that case payment
would be made directly to the vendor by the
University, or by the person in charge of the
event who would pay for the group expenses and
claim reimbursement on a Travel Expense
Voucher.
G. Charging the University for Travel Expenses
Except as provided in F above, travelers are
prohibited from charging lodging, meals, and
miscellaneous expenses directly to the
University. Travelers must make personal
settlement for such expenses as they are
incurred and then submit a request for
reimbursement at the conclusion of the trip.
H. As a general rule, University staff traveling
on official business are exempt from payment of
occupancy taxes imposed by California cities or
counties on transient rental of rooms. To
avoid any misunderstanding, travelers should
identify themselves as University employees and
claim exemption when checking in. The traveler
may execute an exemption certificate if one is
required.
I. Exceptions to Approved Ceilings
The Controller & Business Services Director
Controller & Business Services Director is
authorized to approve exceptions to per day/per
diem allowances when circumstances warrant such
action. Unless there are extenuating
circumstances, exceptions to established rates
must be approved in advance. Requests for
exceptions are to be submitted in writing to
the Controller.
VI. MISCELLANEOUS TRAVEL EXPENSES
Miscellaneous expenses that are incurred while in
travel status--such as purchase of supplies when
normal purchasing procedures cannot be followed, local
and long-distance telephone calls (including one
reasonably brief, personal non-emergency call to home
per day), rental of a room or other facility to
transact official business, special costs related to
foreign travel, and registration fees for conferences
or conventions--and that are necessary to accomplish
the purpose of the trip are reimbursable. Claims
for reimbursement must include an explanation of why
the expenditures were incurred and a receipt for each
expenditure of $25 or more. No materials or
supplies may be purchased in excess of $100 while in
travel status.
VII. TRAVEL EXPENSE CHARGED TO FEDERAL CONTRACTS
Certain Federal contracts entered into prior to
November 1988 contain restrictive travel regulations.
Any travel undertaken for reimbursement out of these
contracts will be subject to these regulations. The
Regional or Budget and Financial Services Offices
should be contacted for the details related to such
regulations.
Claims for reimbursement will be submitted by the
traveler to the appropriate administrative office on
University Travel Expense Voucher, Form U85. These
are to be approved by the traveler's supervisor or
department head before being forwarded to the
Regional or Budget and Financial Services office for
processing. Documentation is required as follows:
A. Receipts and Stubs
The original of the following receipts and/or
stubs must be submitted with the Travel Expense
Voucher:
1. Stubs of transportation tickets.
2. Receipts for local transportation costing
$25 or more.
3. Receipts for each miscellaneous expense of
$25 or more.
4. Receipts for all lodging in all cases in
the United States, except for non-commercial per day allowance.
5. Receipts for any meal and incidental
expense when the individual item is $25
or more.
6. Receipts for extraordinary items such as
repair of accidental car damage.
B. Receipts Not Available
In cases where receipts are required but cannot
be obtained or have been lost, a statement to
that effect, giving the reason for the
unavailability or loss, shall be made as a
part of the travel expense claim documentation.
In the absence of satisfactory explanation, the
amount involved shall not be allowed.
IX. INTERCAMPUS TRAVEL EXPENSE
The following procedures are to be used when travel
expense is to be charged to another campus:
A. Home Campus Method
1. All travel advances and Travel Expense
Vouchers will be prepared on the
employee's home campus using normal
procedures.
2. The Travel Expense Voucher should indicate
the name of the coordinator, committee
chair, or individual authorized to approve
travel on the host campus, and the dates
of the meetings or programs.
3. The Accounting Office on the home campus
will transmit the Travel Expense Voucher
for approval via the Accounting Office on
the host campus to the department against
which the travel expense will be charged.
Upon return of the approved voucher to
the home campus Accounting Office, the
voucher will be paid and the charge
transferred by journal entry to the host
campus account.
B. Host Campus Method
This method allows direct payment to an
intercampus traveler by the host campus
Accounting Office. It is to be used only when
mutually agreed to in advance by the campus
Accounting Offices concerned and their agreement
is set forth in writing. When this method is
to be used, the traveler should consult the
Regional or Budget and Financial Services
office in advance of making any arrangements
for the travel.
Business and Finance Bulletin G-28.
--
January 1991
January 1991