University of California Policy G-28, Travel Regulations, applies to all official University travel, including travel funded by contracts and grants. Campuses and funding agencies may adopt more restrictive procedures. The policy is detailed, covering many travel situations and circumstances. To ensure that your travel complies with policy and can be paid or reimbursed, check the policy prior to booking; do not rely solely on the highlights described below.
|Who is covered||Applies to all official University travel. Includes special rules for non-employees, such as students, visiting scholars, independent contractors, etc.|
|General standard||University employees travelling on official business shall observe normally accepted standards of propriety in the type and manner of expenses they incur.|
It is the traveler’s responsibility to report his or her actual travel expenses in a responsible and ethical manner in accordance with the regulations of G-28.
|Preferred suppliers||University business travelers are strongly encouraged to purchase travel services from Preferred 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.
Connexxus provides access to Preferred Suppliers and special University rates, as well as other benefits.
|State-funded travel||California State Law AB 1887 prohibits state-funded travel to specifically listed states.|
|Approval authority||Approval authority is limited and must be documented.
Travel expense claims should not be approved by a person who reports directly or indirectly to the traveler. Persons delegated travel approval authority may not approve their own travel.
|Directly charging the University||The ability and procedures to directly charge the University for travel related expenses varies by expense type.|
|Cash advances||Follow procedures for obtaining, reporting, and clearing cash advances.|
|Travel insurance||All University travelers, including employees, medical residents, students, and fellows, are covered for a wide variety of accidents and incidents while on official travel status.
Travelers must register all out-of-state and foreign country business trips to ensure coverage. Booking through Connexxus preferred travel agencies and supported online booking tools (except for SWABIZ for Southwest Airlines) automatically enrolls the traveler in the in the insurance program. If booking using SWABIZ or non-Connexxus travel agencies or tools, the traveler must register for travel insurance.
Refer to Risk Services website for information on automobile and liability insurance coverage for individuals traveling on University business.
|Transportation||Transportation expenses are reimbursed based on the most economical mode of transportation and the most commonly traveled route consistent with the authorized purpose of the trip.
Exceptions, such as use of higher classes of air travel, have specific rules and require specific approvals.
Rules apply to use of U.S. Flag Air Carriers, “Open Skies Agreements”, private aircraft, chartered aircraft, private vehicles, rental cars, official vehicles, rail, bus, ship, local public transportation, shuttle services, taxis, and motorcycles.
See Appendix A for standard reimbursement rates for use of private automobile or aircraft on University business.
|Subsistence (lodging, meals and incidental expenses)||Lodging, meals and incidental expenses (M&IE) must be ordinary and necessary to accomplish the official business purpose of the trip. Such expenses incurred in the vicinity of an employee’s headquarters (work location) or residence are not reimbursed. A traveler must be at least 40 miles from their headquarter location or home, whichever is closer, to be reimbursed for an overnight stay.
See Appendix B for lodging and M&IE reimbursement caps.
Allowable expenses for lodging, meals and incidental expenses depend on duration and location of travel.
|Miscellaneous and Intercampus||Specific rules also apply to miscellaneous travel expenses and intercampus travel expenses.|
|Special situations||Policy covers special travel situations including visiting academic appointees, sabbatical leave, students, postdocs and other non-degree candidates, and non-university travelers such as prospective employees, independent contractors and consultants, foreign visiting scholars, and spouse or domestic partner.|