Institute For Computational Earth System Science
Travel Regulations
It is the policy of the University
that all
official travel shall be properly authorized and in accordance with
University
travel regulations. Expenses of employees authorized to travel on
University
business shall be reimbursed in accordance with established travel
regulations
and allowances. University employees traveling on official business
shall
observe normally accepted standards of propriety in the type and manner
of
expenses incurred. Travel expenses for any travel not ultimately
chargeable to
the University shall not be charged to, or temporarily funded by, the
University. This includes travel for professional societies and
governmental
advisory groups which will be funded by non-University agencies, and
personal
travel.
University business travelers are strongly encouraged to purchase travel services, when available, from Preferred Suppliers with whom the University has strategic and collaborative sourcing primary agreements (see links below). Preferred Suppliers deliver competitive value in the range of services required by University travelers. Such Suppliers include airlines, car rental agencies, hotels, travel agencies, and online booking providers. Although it might be possible to obtain a lower cost from nonparticipating suppliers, use of Preferred Suppliers should, on average and over time, reduce the University's overall travel costs and provide the best value to the traveler. For more information about Preferred Suppliers, including airlines, hotels, car rental agencies, and travel agencies, see the University’s online travel portal.
Advances
Travel advances should be
requested from
ICESS at least seven working days prior to departure in order to allow
sufficient time to process paperwork and assure that checks will be
prepared in
time. A travel voucher must clear advances within 10 days after
completion of
the trip. Subsequent advances will be denied pending completion of a
travel
voucher for uncleared advances. After 120 days of completion of travel,
advances will be reported to the IRS as personal income, which is
subject to
normal payroll taxes. Travel Accounting will send a memo notifying the
traveler
of the intent to tax. Should you receive this memo, please submit
receipts
immediately or contact ICESS if the memo is in error. Please keep in
mind that
a travel advance is not only money issued to you for estimated travel
expenses,
but also money issued in your name to pay airfare, registration fees,
housing
deposits, etc. Even when the money does not come to you directly, you
are still
required to submit receipts to clear the advance.
Travel Insurance - registration for travel outside of California required prior to departure
The University provides travel accident insurance for employees traveling on official University business and students participating in off-campus activities sponsored and supervised by the University. This coverage applies to employee’s spouses, domestic partners, and children traveling with them. The coverage is 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 coverage is provided at no cost to University employees. The University requires all employees and students traveling out-of-state or overseas on University business to register their travel plans prior to departure by completing a short form, "Business Traveler Insurance," found on www.uctravel.org. Once the form is complete, the traveler will obtain a Confirmation of Coverage card. The Card will facilitate the traveler's ability to obtain services and should be carried by the traveler until s/he returns from the trip. Upon registration, the traveler will also receive a list of telephone numbers for medical emergency care or travel assistance.
Per Diem Allowance
A traveler may claim up to $64 for every 24-hour period of domestic travel. The $64 rate is used for travel within the 48 contiguous states for travel lasting less than 30 days. The reimbursement of daily subsistence expenses is based on the actual amounts incurred for lodging and meals and incidental expenses, it is not to be treated as a per diem. The reimbursement is limited to the actual reasonable costs incurred, subject to the daily maximum reimbursement cap. Departments have been asked to collect meal receipts if it appears that travelers are treating the cap as a per diem by routinely claiming the full M&IE amount. Expenses above the $64/day allowance will not be reimbursed, and partial days will be reimbursed for the amount claimed by the traveler up to the maximum allowance. Reimbursement for lodging expense is not allowed when the total trip is less than 21 hours, except in unusual circumstances. Travel that is less than 24 hours will not include per diem unless there is an overnight stay.
A.
Domestic
travel (48 contiguous
1.
Meals/Incidentals: Although Travel
Accounting does not require receipts, they may be required by the P.I.
(please
discuss with P.I. prior to departure). It is the responsibility of
the
traveler to report what meals were purchased while in travel status. If
a
traveler incurred less than the maximum, the lesser amount is to be
claimed on
the Travel Expense Voucher. Receipts
are required if meals are purchased for group members.
2.
Lodging: receipts required
Lodging
costs are
reimbursed per receipts. When a traveler lodges with friend(s) or
relative(s)
while on official UC business, the cost of a gift to the host/hostess
may be
reimbursed up to $75 in lieu of lodging. Only one gift per stay may be
provided
to a host, and the gift may not be alcohol. A receipt is required.
One
reasonably
brief, non-emergency personal telephone call to home per day may be
reimbursed
to travelers.
Some
B.
Foreign
travel (including
Reimbursement
is
based on Department of State per
diem
rates. Rates vary by city and are obtained by calling Accounting
(x2271),
ICESS (x7615). Actual expenses may be reimbursed per receipts up to a
maximum
of 150% of the per diem rate.
For
foreign
currency exchange rates, browse: http://www.oanda.com/cgi-bin/ncc
C.
Long-Term
and/or Non-Commercial
Long-Term:
30 days or more in one location or when weekly or monthly rates may be
obtained
Non-Commercial:
When facilities other than commercial are used, such as a house trailer
or
camping.
1.
Domestic: maximum $64/day for meals
& lodgings--lodging receipts required, except for non-commercial
2.
Foreign: maximum 55% of Department of
State per diem rates.
University Vehicles
Various types of vehicles,
including sedans,
carryalls, suburbans, pickup trucks, and vans, are available on campus
through
Transportation Services. Reservations are made by calling x2924. ICESS
(x4885)
must be notified in advance, so that a form authorizing the charge to
your
contract or grant may be prepared and sent to Transportation Services.
Vehicles
will not be released unless this paperwork has been received. Charges
include a
basic daily or monthly rate, plus a mileage cost; these rates vary
according to
the vehicle used. Information regarding rates may be obtained from
ICESS or
Transportation Services.
Mileage
A reimbursement of 50-cents
(effective 2010/01/01, down from 55-cents) per mile is
allowed when a personal vehicle is used in preference to a UC vehicle.
Personal
vehicles must have liability insurance in order for mileage to be
charged to UC
accounts. If the cost of air coach fare to a given destination is less
than
mileage (e.g., for travel to the East Coast), travelers who drive may
be
reimbursed up to the amount of airfare cost only, and may not claim
mileage.
However, the cost of airfare may not be claimed when the cost of flying
is more
than mileage (e.g., for travel to other UC campuses), when
transportation is by
private vehicle. (Travelers who do fly will be reimbursed for airfare,
per
receipts.)
The following round trip
mileage is
authorized to the UC campuses:
|
|
710 |
|
300 |
|
|
365 |
|
670 |
|
|
730 |
|
200 |
|
|
440 |
|
600 |
Airfares
Travelers are responsible for
making their
own airline reservations. It is the responsibility of the Faculty
Member or
Principal Investigator to make sure that funds are available and travel
is allowable
prior to making travel arrangements. It is preferable to use a local
travel
agent rather than to deal directly with the airlines. Eligible
travelers are
encouraged to use the UC Corporate Charge Card (to apply for card, see
Corporate
Card)
to purchase airfares. Airfares for official travelers may be billed
directly to
the grant via ICESS. Travelers may choose to purchase tickets with
personal
funds and receive reimbursement after the travel is completed. In any
case, the
airline passenger receipt ticket must be retained and submitted as a
receipt
for the airfare expense. The passenger receipt is found in the back of
the
ticket packet.
In cases of group travel, where 10
or more
persons are flying round-trip to the same destination, the University
has
negotiated reduced rate contracts with United Airlines/United Express,
American
Airlines, Delta Airlines, U. S. Air, America West, and Southwest
Airlines.
Deadlines for making reservations vary, according to the airline, from
5 days
to 30 days in advance of the date of travel. Please call ICESS to get
specifics
and information regarding booking procedures.
Rental Vehicles (see http://accounting.ucr.edu/ucagree.htm )
Rental cars may be used if more
advantageous
than other means of transportation. When renting cars, travelers should
present
the identification number representing UC's agreement with the rental
car
company being used. This number will assure that discount rates are
obtained
and free Collision Damage Waiver (CDW) coverage is provided. UC has
agreements
with most of the major vendors, but the contracts change at different
times. To
obtain the current contract number:
1.
Go to
http://accounting.ucr.edu/ucagree.htm
from campus, or http://www.ucop.edu/strategicsourcing/access.html
from off-campus
2. Select the appropriate vendor
3. Note the agreement number and termination date at the top right of the screen
4. Select UC ID number or Identification numbers at the center of the screen, as appropriate
5. Note the number referenced for UCSB
If a UC employee does not give the
rental
company the UC I.D. number and also declines the LDW, CDW, and SLI
coverage,
then there is a possibility no physical damage insurance coverage is in
effect
as the University insurance program does not provide coverage for
physical
damage on rental cars. If you use the UCSB corporate card to rent a
vehicle,
primary liability and physical damage coverage are automatically
provided.
Please keep in mind that if a non-UC rental agency is used, the
traveler or his
personal insurance may be responsible for any damage suffered involving
a
rental car. At the time of rental, make sure you identify yourself as a
UC
Employee, traveling on UC business, and provide the ID number to
guarantee that
insurance coverage applies. Please verify that the ID
number is
on the car rental contract before it is signed. If the ID number is not
on the
contract and an accident occurs, it may be difficult to prove that the
insurance coverage was included within the rental contract. This would
put the
insurance responsibility on the renter, not the University. If special
or
non-agreement rates are used, make sure that the free Loss Damage
Waiver (LDW)
still applies. In most cases when "specials" are chosen, the rental
is no longer covered by the agreement. Unfortunately, this is seldom
discovered
until an accident occurs; by then, it's too late. Free LDW applies only
to
business travel in the Continental United States, when correct ID
number is
used and when renting a vehicle that is covered under the agreement.
The University will not reimburse
travelers
for the purchase of CDW, LDW, SLI or Personal Accident Insurance (PAI)
on
rental cars. However, CDW will be covered for travel outside of the
United
States and for vehicles rented by non-UC employees.
Receipts and a copy of the rental
agreement
are required for rental car expenses. Credit card receipts are not
sufficient.
Hotels/Motels (see http://accounting.ucsb.edu/Travel/hotel%20agreements/)
University employees are eligible for reduced rates with Best Western, Travelodge, Super 8 Motels, Quality Inn, Quality Hotels. Quality Suites, Clarion Resorts, Sleep Inns, Econo Lodges, Friendship Inns and Rodeway Inns. ID numbers and phone numbers for reservations may be obtained by following the link above (note: Hotels at bottom of linked page).
Travel Packages Purchased from Internet Vendors
Breakdown of travel expenses is essential to the University in order to appropriately meet policy and IRS regulations. Any travel purchases made on-line must include adequate documentation (breakdown of all expenses) in order to be reimbursed. The Office of the President recently made a determination that travel packages purchased on the internet for University-related business trips would not be allowed for reimbursement to the traveler unless there is sufficient itemized documentation. Changes to Business and Finance Bulletin G-28, Policy on Regulations Governing Travel, are pending to reflect this change.
Receipts
Original Receipts required:
transportation
ticket stubs, lodging receipts for domestic trips except
non-commercial,
registration fees, rental cars, miscellaneous expenses of $25 or more,
local transportation
of $25 or more, food purchased for group members. Receipts are also
required
for extraordinary items such as repair of accidental car damage.
Receipts must
be for items purchased during travel. All receipts must be originals;
copies of
receipts and credit card receipts/statements will not be accepted.
UCSB/American Express Corporate Credit Card Program (see Corporate Card)
Faculty, professional researchers,
and
career staff members who travel regularly on official University
business are
encouraged to obtain the UCSB corporate credit card, for which there is
no
annual fee. This card allows travelers to charge airfare, hotel, rental
car and
other expenses associated with official travel. Prompt submission of a
travel
voucher will ensure that the traveler and/or the UC Corporate Card
receive
reimbursement within the billing cycle. Because use of the credit card
eliminates the necessity for travel advances and payment of invoices
from
travel agencies, the University is able to process travel claims more
quickly.
Applications may be obtained at Travel Accounting or via the web
address listed
above.
Student Travel
Travel for graduate students to
attend
scholarly meetings is allowed when graduate students present research
findings
at meetings. Field travel for graduate or undergraduate students is
allowable
provided the P.I. approves the travel and it is within the scope of the
project. If the student is not on UC payroll, forms should be completed
prior
to travel taking place. Please refer to "Non-UC Employees" below.
Non-UC Employees, Non-citizens,
and
Out-of-State Employees
Whenever payment is to be made to
a
non-employee for travel allowance, travel expense reimbursement, and
other
actual expenses, the Social Security number or tax identification
number and
home address of the non-employee must be provided to enable the
University to
report income information to the IRS as required by law.
Non-citizens must complete a
"Statement
of Citizenship Status" form. It will be necessary to photocopy the I-94
(Arrival/Departure Record) from the visitor's passport in order to
demonstrate
the visa status. Prior to finalizing the arrangements for a foreign
guest,
P.I.s must make sure that the visitor has a visa that will allow
him/her to
receive a payment from the University. Certain visas, such as B-2/WB,
only
allow limited reimbursement. Information regarding payments to aliens
may be
obtained from ICESS or International Students and Scholars.
Employees who are not residents of
California (such as out-of-state graduate students or aliens without
permanent
resident status) and Volunteers (including graduate students being paid
through
a stipend) must notify ICESS prior to completing travel for UC business
other
than attendance at academic meetings. In order to assure Workers'
Compensation
coverage for these individuals as they participate in cruises or other
work, it
will be necessary to notify the Business Services Office of their
planned
activities and agenda.
Foreign Travel
Most extramural funding agencies
require use
of a U.S. flag carrier for air transportation to foreign countries.
Prior
agency approval may be required for foreign travel. Definition of
foreign
travel varies for certain destinations. Travel to Canada, Alaska,
Hawaii, and
the US territories are considered foreign by some agencies.
Boat Rentals and Charters
BOAT CHARTERS: Employees, who wish
to charter boats on behalf of the University must contact the
administrative office prior the entering into a charter
agreement. A Report of Vessel Charter form
http://www.busserv.ucsb.edu/Forms/rm/ReportofVesselCharter.pdf will
need to be submitted by the department to Risk Management. Once
approved and the correct insurance authorizations received, we then
must work with the Purchasing Department. Each person
participating in a UC boat charter (regardless of if the vendor is paid
or provides the vessel free of charge), except for UC employees
participating in the course and scope of their employment, must sign
the UC Waiver of Liability. For additional information see UCSB Risk
Management: Boat Charters.
BOAT TRAVEL: (Non-Charter):
The need to complete the charter paperwork is removed if the boat is
utilized for standard transportation (e.g. Staten Island Ferry) that is
open to the public. Participants should purchase their own tickets and
request reimbursement as part of a standard Travel Voucher. In these
cases, the standard insurance required by the University is not
necessary. For additional information see UCSB Risk Management: Boat
Charters.
BOAT RENTAL: When renting a
boat to be operated by a UC employee, several steps need to be taking
prior to rental (see Boat Charters above). Please contact the
administrative staff at x4885 before renting a boat as the insurance
issues must be addressed in advance in order to avoid both liability
and reimbursement issues. Boat rental without prior approval may
result in loss of rental fees and may complicate Workers’ Compensation
issues, should and injury arise.
Cancellations
Advances: travelers are required
to refund
any advance immediately when a trip is canceled or indefinitely
postponed.
Tickets: the traveler is
responsible for
canceling reservations or getting refunds for unused tickets. If paid
by UCSB,
any unused tickets or portions thereof should be returned to the
Accounting
Office via ICESS so that a credit may be claimed. If the trip itinerary
is
changed en route, and a refund application is completed, the refund
should be
to UCSB or the travel agent. A copy of the refund application should be
sent to
Accounting via ICESS so that credit can be obtained.
When a passenger voluntarily
requests a
refund of a totally unused domestic special fare ticket the airlines
will
assess a $10.00 service charge. The charge might not be assessed for
full fare
coach and first class tickets.