ucla travel reimbursement meal

Travel and Reimbursements

UCLA Travel Arrangements

• VC Research Travel and Working Meeting Guidelines

Direct Payment

Travel reimbursements, reimbursable expenses, working meetings, non-reimbursable expenses, travel insurance, other reimbursements, foreign travel, useful travel links.

• Travel and Other Reimbursement Request Form
• Travel and Other Reimbursement Request Form Instructions
• Working Business Meeting Expense Form

UCLA Travel

Phone: (310) 206-2639, (800) 235-UCLA (8252) Email: travel@finance.ucla.edu   Website: UCLA Travel Services

ORA Contact

Aiza Almario (310) 206-3368 Allynn Lewis (424) 259-5039

Online booking is available through the Concur portal using your UCLA Log-On ID (Single sign-on). Please contact Allynn Lewis  for instructions to update your profile in the portal. Please allow at least 2 weeks advance notice prior to your travel date to process airfare booking.

Concur is a secure, web portal with access to UC’s Systemwide Travel Program comprehensive rates and benefits for all those affiliated with UC. It is important to note, we can only do direct billing for airfare; however, Concur can also be used to book all your other travel needs (lodging, car rentals, rail).

For additional information, please refer to the following link:

• Guidelines for Infrequent Travelers

It is the policy of the University that all business travel shall be properly authorized, reported, and reimbursed in accordance with UC policy. Under no circumstances shall personal expenses be charged to, or be temporarily funded by, the University, including UCLA Corporate Card.

For additional information, please refer to the following links:

• UCLA Travel Guidelines

The following can be paid directly by UCLA to minimize employee out of pocket expenses:

• Conference Registration (3 weeks advance notice)

Contact Allynn Lewis  with any request and questions.

Travel & Entertainment (T&E) Card

With the approval of the individual’s director, ORA staff that travel on University business or for professional development at least four (4) times a year are eligible for UCLA’s T&E card.

The Travel & Entertainment (T&E) card is intended to cover most business travel related expenses, including lodging, food and transportation.

• Cardholder is personally responsible to pay balance due on time.
• T & E Card can only be used for travel and entertainment expenses that are related to University business and reimbursable under University policies. No personal expenses are allowed.
• Travel-related expenses, such as hotel deposits and conference registration, can be reimbursed in advance if they are purchased using the T&E card.
• Please submit approved requests to the business office within five (5) days after returning from travel or event.
• Late fees are not reimbursable, per University policy.
• Please visit the Travel & Entertainment Card , UC Policy and T&E Coverage & Use websites for additional information.
• Please see the T&E Cardholder Agreement with US Bank.

Please contact Aiza Almario with questions and completed application .

• Travel of Less than 24 Hours – When the entire length of a trip is less than 24 hours, meals and incidental expenses cannot be reimbursed unless the travel includes an "overnight stay” as supported by a lodging receipt.
• Per University Policy, Travel reimbursement must be completed by UCLA's Travel Accounting within 45 days from completion of trip or it will be treated as imputed income and taxable.

In order to claim reimbursement for your travel expenses, you must complete the Travel and Other Reimbursement Request ( Form , Instructions ) and submit the completed form along with the original itemized receipts to Allynn Lewis  within 5 business days of the end of a trip.

• It typically takes 5 to 12 working days for UCLA Travel Accounting to process the reimbursement check and electronic deposit to the traveler’s bank.

Please refer to the following policy if there are any additional questions:

• Travel Policy
• Travel and Other Reimbursement Request ( Form , Instructions )
• Expenditures for Business Meetings, Entertainment, and Other Occasions. BUS-79
• Direct billing of airline ticket is strongly recommended. Refer to Travel Arrangements for details.
• For reimbursement of airfare, the original receipt for the ticket is required. If traveling with an e-ticket, the email receipt/confirmation with proof of payment will suffice. All flight receipts/documentation must include the form of payment (e.g., if the airfare was paid with a credit card, it may include VISAxxxxxxxx1234).
• Travel packages that are not itemized will not be reimbursed (i.e. Expedia, Orbits, Travelocity) as they do not provide itemized receipts/folio as required by IRS regulations.

Please use UCLA's preferred car rental company (currently Hertz, National, and Enterprise) according to University policy. Please refer to the University’s Rental Car Agreements for additional information.

• Do not take the additional collision damage waiver (CDW), as the UCLA negotiated rate includes this coverage.
• Any additional insurance purchased is not reimbursable and will be at the cost of the traveler.

LAX offers parking discounts for UCLA employees through The Parking Spot, UCLA’s preferred partner. You will save 25% off the regular rates by showing your UCLA University ID.

Effective January 1, 2024 (but only for expenses submitted in Concur after April 19, 2024), the following limit will be in effect for all Continental US travel: $333/night (not including taxes and mandatory hotel fees)

• If the traveler is unable to secure lodging at $333 per night or less, the traveler must submit additional documentation such as price comparisons within reasonable proximity of the meeting location. The price comparisons should be performed at the time of booking.
• A traveler who is required to attend a conference where the prearranged conference lodging rate exceeds the $333 per night cap may stay at the conference hotel without exceptional approval.

Original, itemized receipts for all lodging expenses as well as any working meeting expenditures included in the lodging claim are required for reimbursement.

Lodging is generally not reimbursable if the lodging site is within a 40-mile radius of the traveler's residence.

Exemption from Occupancy Tax in the state of California

As a general rule, University employees traveling on official University business are exempt from payment of occupancy taxes imposed by certain California cities or counties on "transient" (or individual travelers') rental rooms. To avoid misunderstandings, travelers should identify themselves as University employees and claim exemption from the tax when checking into the hotel. However, occupancy tax ordinances in a few California cities do not authorize exemptions for University employees. The traveler may complete an exemption certificate if one is required. The form Transient Occupancy Tax Exemption Certificate for Governmental Agencies is available to be used as appropriate.

Conference Registration

Receipts must have name of the individual, name of the conference, amount paid, and method of payment. If not, please submit credit card statement showing all of the items.

Best practices require original receipts for all expenses because reimbursements are based on actual expenses. Please note maximum meal rate is not a per diem.

The meal and incidental expense maximum is $79/day and there is no exception to the maximum. If meal receipts are lost or unavailable, the traveler may provide their best estimate of the actual meal expense.

When the entire length of a trip is less than 24 hours, (meals for single-day travel will not be reimbursed unless the travel includes an overnight stay that is verified by a lodging receipt.

Expenses for meals incurred by employees who hold working business meetings while traveling on University business are reimbursable in accordance with the University's policy on Expenditures for Business Meetings, Entertainment, and Other Occasions BUS-79 . Working business meetings held while traveling require the same documentation as other business meeting expense.

MAXIMUM RATES FOR MEALS AND LIGHT REFRESHMENTS

Ground transportation

Travelers are required to use the most economical mode (i.e. taxi, shuttle, train, bus) of transportation by the most frequently traveled route. If unsure, please contact Allynn Lewis .

The current mileage reimbursement rate effective is 67 cents per mile for use of a personal car on business travel and will be adjusted periodically to reflect increases/decreases in the Internal Revenue Service (IRS) standard mileage rate.

Please note the following:

• Privately owned automobiles may be used if the driver has requisite insurance coverage, Additional Travel Insurance Coverage
• UCLA ORA reimburses the lesser of round-trip airfare or mileage. The amount of the actual mileage or the lowest available airfare, whichever is less, is allowed. No additional reimbursement for automobile-related expenses, such as tolls, ferries, parking, gasoline, etc. will be allowed.
• Mileage claimed to dining venues or restaurants must be within reasonable distance from place of conference or hotel.
• Mileage to local meetings/conferences should be computed between the traveler’s work location and final destination. Mileage may be allowed between the traveler’s residence and destination if the business travel originates or terminates during a regularly scheduled day off.

For addition information, please refer to the “Travel Policy” link under Useful Travel Links .

All other related business expenses, such as baggage fees, internet fees and phone, are reimbursable with receipts. Business justification(s) may be required for certain requests.

How to Claim Reimbursement

Please submit all documents including the completed ORA Working Business Meeting Expense Form and the itemized receipts to Allynn Lewis within 5 business days after the event. All working business meeting expenses must be pre-approved by the director of the individual claiming a reimbursement.

Required Information

• Type of Expense (breakfast, lunch, dinner, refreshment)
• Type of Event (workshop, conference, staff recognition, etc.)
• Purpose of the event or main agenda topic
• Attendee list to include name, title, and affiliation of participants
• Date and location of event
• Name of the official host

Maximum per Person Rates

Meeting facilities on campus.

Business or professional events (room rental, catering, etc.) may be arranged using a pre-approved departmental account number. Please submit a completed ORA Working Business Meeting Expense Form and contact Lupe Romero before finalizing any arrangements.

As outlined by UC Policy G-28, the following list includes a brief summary of non-reimbursable expenses (This list is not all inclusive):

• Airfare issued by non-U.S. carrier
• Any upgrades above coach airfare
• Personal telephone calls
• Third party expenses (e.g., buying ticket and paying hotel/airfare and other expense on behalf of others)
• Out-of-route costs (e.g., a connecting flight/deviation from direct route for a personal business) – reimbursable expenses shall not exceed the cost of hotels, meals, and other expenses that would have been incurred on a direct route to the UCLA business destination.
• Internet package deals – refer to the airfare section for details.
• T&E Card Late Fees are not reimbursable
• Others – any other costs determined to be unreasonable or which are disallowed by University guidelines.

All University travelers are covered worldwide, 24 hours a day, for a variety of accidents and incidents while on business travel status. The coverage includes:

• Accidental death and dismemberment.
• Travel assistance services when the traveler is 100+ miles from his or her home or headquarters, such as emergency medical evacuation, out-of-country medical expenses, loss of personal effects, security extraction and repatriation of remains.

Booking travel through Connexxus automatically enrolls the traveler in the insurance program for travel outside of California; otherwise the traveler must register their trip on the UC Away website before an out-of-state trip occurs. Registration is not required for travel within California as coverage is automatic.

Use of the University's purchasing system is the first choice for direct payment. Use of employee’s personal funds for purchase of goods and services is strongly discouraged. Per LVO Policy 741 , $1,000 is the reimbursement limit for purchases, other than travel, working meetings, & conference registrations.

All documentation (i.e. itinerary , receipts, agenda)  related to the trip will be needed to process the reimbursement. Itemized receipts need to be submitted except for hotel and food. Per Diem rates for food and lodging are set according to the country and city of travel. Please complete the Expense Report Form and submit all related expenses to Allynn Lewis .

• Airline Discounts & Contract Rates
• Airport Parking Discounts & Contract Rates
• Expenditures for Business Meetings, Entertainment, and Other Occasions. BUS-79
• Car Rental Contract Rates
• FlyAway Service
• Hotel Discounts & Contract Rates
• Required Reimbursement Documents
• Travel & Entertainment Card (T&E)
• Expense Reimbursement Guidelines

Travel, Entertainment & Personal Reimbursements

Business travel, travel reimbursements, non-reimbursable travel expenses, travel insurance, entertainment.

• Travel & Entertainment Reimbursement Forms
• Travel Policy & Resources

Travelers are encouraged to use the UC Travel Center to make travel arrangements for your Business Trip.  The UC Travel Center offers discounts and negotiated contract rates with several air carriers to those flying on University business. Travelers are also eligible for state rates, which apply to government travelers.

UCLA Travel Center https://www.travel.ucla.edu/ UCLA Travel Counselors: (310) 206-2639 or (800) 235-UCLA (8252) UCLA Travel Counselors: Email: [email protected]

UCLA Travel Guidelines https://travel.ucla.edu/news-events/ucla-travel-guidelines/ UCLA Travel Resources Page https://www.travel.ucla.edu/additional-resources/

Departmental Response Times:

Your dedicated fully-remote staff will respond within 48 hours from the time they receive your request.

UCLA Travel Accounting Response Times (Travel Reimbursements):

It generally takes UCLA Travel Accounting 8-12  w eeks to process payments on all orders and reimbursements.  Please plan events and notify your vendors well in advance to avoid penalties or disallowances. 

TRAVEL POLICIES

• Direct Billed Airfare
• Personal Funds
• Payment on Behalf of Others
• Internet Package Deals
• Domestic Meals & Incidental Expenses
• Transportation
• Other Travel Expenses
• Foreign Per Diem
• Travel for 30 consecutive days or longer :  Please contact your assigned fund manager to discuss your travel plans prior to planning your trip.

University travelers can request reimbursements for travel expenses after the business trip is completed. All travel reimbursement requests must be submitted to Financial Services within 21 days of the completed trip.

For travel reimbursements submitted after 60 days of the travel or event, the total amount of travel expenses may be imputed as income to the employee on the employee’s W2 unless there is a reasonable justification for the late submission. In all cases, if the submission is made more than 6 months after the end of the trip or event, income will be imputed on the employee’s W-2.

• How to Claim Reimbursement (January 2022)
• Required Documentation for Travel Reimbursements (May 2023)

Concur/New Express (May 2021):

• UCLA Concur QRG – Adding Delegates
• UCLA Concur QRG – Acting as a Delegate
• UCLA Concur QRG – Creating a New Expense Report
• UCLA Concur QRG – Creating a Report for a Guest
• UCLA Concur QRG – Creating a Report from a Request
• UCLA Concur QRG – Creating and Submitting a Request
• UCLA Concur QRG – Updating Your Expense Profile
• UCLA Guest Profile Creation

As outlined by UC Policy G-28, the following list includes a brief summary of non-reimbursable expenses:

• Airfare issued by non-U.S. carrier
• First class airfare
• Personal telephone calls
• Tipping over 20%
• Rentals: GPS navigator charges
• Rentals: Vehicle upgrades
• Rentals: Renting large cars need strong justification (only rent compact or intermediate sized vehicles)
• Third party expenses (e.g., buying ticket and paying hotel/airfare and other expense on behalf of others)
• Out-of-route costs (e.g., a connecting flight/deviation from direct route for a personal business) – reimbursable expenses shall not exceed the cost of hotels, meals, and other expenses that would have been incurred on a direct route to the UCLA business destination.
• Internet package deals- see section in Business Travel section above
• T&E Card Late Fees are not reimbursable
• Others – any other costs determined to be unreasonable or which are disallowed by University guidelines.
• Meals when travel is less than 24 hours and does not involve hotel stay.

Travel Insurance & Emergencies :  UCLA Office of Insurance and Risk Management

• Safe Travels – Includes Emergency Number & Policy Numbers
• Student Travel Safety Passport – Includes Emergency Number & Policy Numbers

All University travelers, including employees, faculty and students, are covered worldwide, 24 hours a day, for a variety of accidents and incidents while on business travel status. The coverage includes accidental death and dismemberment. The coverage also includes travel assistance services when the traveler is 100+ miles from his or her home or headquarters, such as emergency medical evacuation, out-of-country medical expenses, loss of personal effects, security extraction and repatriation of remains.

The carrier, ACE USA, is highly rated and provides insurance products and services throughout the U.S. and around the world. In addition, ACE works with iJet Intelligent Risk Systems to provide travelers with practical destination intelligence and real-time travel alerts.

Booking travel through Connexxus automatically enrolls the traveler in the insurance program for travel outside of California; otherwise the traveler must register their trip on the  UC Trips  website and complete the  Traveler Insurance form  before an out-of-state trip occurs. Registration is not required for travel within California as coverage is automatic.

Business meals and entertainment expenditures in all instances must clearly identify the benefit to the University even when unrestricted funds are being used. University policy requires that documentation for entertainment should include a business purpose, cost, attendee list, and itemized receipts for reimbursement. In addition, the expenditure of funds for entertainment should be cost effective and in accordance with the best use of public funds.

• How to Place Entertainment Food Orders
• How-to-Claim-an-Entertainment-Reimbursement
• Entertainment Payment Process
• Approval of Advance Payment for Events
• Luskin Travel, Entertainment, & Reimbursement Form (v. 03.06.23)
• Travel Advance Request Template May 2023
• UCLA Travel Advance Form May 2023
• Travel Voucher May 2023
• Missing Receipt Affidavit May 2023

Travel Policy & Resources

G-28, Policy and Regulations Governing Travel BUS-79, Expenditures for Entertainment, Business Meetings & Other Occasions BUS-81, Insurance Programs Travel Security & Health Coverage Benefits

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Business Travel

Ucla travel resources.

UCLA Travel Campus Travel Resources

Travel Reimbursements

Timeframe Internet Package Deals Rental Cars Meals and Lodging Expenses Subsistence Rates Lodging Expenses Exemption from Occupancy Tax Mileage Rates Foreign Currency Conversion Rates Travel Advances

UCLA Travel

(310) 206-2639 (800) 235-UCLA (8252)

[email protected]  

Website: UCLA Travel Services

Online booking is available through the Concur portal using your UCLA Log-On ID (Single sign-on). Concur is a secure, web portal with access to UC’s Systemwide Travel Program comprehensive rates and benefits for all those affiliated with UC. It is important to note, we can only do direct billing for airfare and lodging; however, Concur can also be used to book all your other travel needs (lodging, car rentals, rail).

• Quick Guides to Concur .

Campus Travel Resources

• 2024 Reimbursement Allowances for Mileage & Meals
• Meals & Lodging Expenses
• Mileage & Fuel Expenses for University Travel
• UC Policy G-28 Travel Regulations
• UC Policy BUS-79 Expenditures for Entertainment
• Guidelines for Meals & Entertainment
• U.S. Dept of State Foreign Per Diem Rates
• U.S. Dept of State Domestic Per Diem Rates
• Guidelines for Infrequent Travelers

Per University Policy, Travel reimbursement must be completed by UCLA’s Travel Accounting within 45 days from completion of trip or it will be treated as imputed income and taxable.

Internet Package Deals

It is important to note that travel packages from internet vendors such as Expedia and Orbitz typically do not itemize expenses. Therefore, no business-related travel should be booked through such vendors unless the traveler confirms in advance that airfare, hotel, and rental car will be separately itemized. Travel packages that are not itemized will not be reimbursed.

Rental Car Information

Please use a UCLA preferred car rental company (Enterprise, Hertz, National, Dollar, and Thrifty) according to University policy. Do not take the additional collision damage waiver (CDW), as the UCLA negotiated rate includes this coverage. Any additional insurance purchased is not reimbursable and will be at the cost of the traveler. To learn more about renting a car while conducting University business, please refer to the current Car Rental Contract Rates .

Meals and Lodging Expenses (Domestic)

University regulations governing reimbursement of food and lodging expenses while traveling for business are based on various requirements, including the Internal Revenue Service, the State of California, and federal funding agencies.

In addition to the general guidelines provided below, see the article “Expense Coverage Outside the U.S.” for specific information on per diem funding for overseas travel and “Guidelines for Infrequent Travelers” for a reference to basic travel considerations.

Subsistence for travelers on University business is reimbursed based on actual costs with original receipts:

• University policy does not require receipts less than $75. UCLA School of Ed&IS best practices require original receipts for all expenses because reimbursements are based on actual expenses. Please note this is not a per diem.
• Original receipts are required for meal and incidental expenses claimed under the travel policy. The meal and incidental expense maximum is $79/day and is not to be treated as a per diem, and there is no exception to the maximum. If meal receipts are lost or unavailable, the traveler may provide their best estimate of the actual meal expense.
• Travel of Less than 24 Hours — When the entire length of a trip is less than 24 hours, meals and incidental expenses cannot be reimbursed unless the travel includes an “overnight stay” as supported by a lodging receipt.
• Expenses for meals incurred by employees who hold working business meetings while traveling on University business are reimbursable in accordance with the University’s policy on Entertainment, Business and Finance Bulletin BUS-79 . Working business meetings held while traveling require the same documentation as other business meeting expenses.

Subsistence Rates (Federal)

Trip of 24 hours or more = $79/day maximum Trip of less than 24 hours is not reimbursable unless the travel includes an overnight stay as verified by a lodging receipt.

Lodging Expenses

Lodging expenses are reimbursed on the following terms:

• Reimbursement is based on the amount actually incurred for reasonable accommodations.
• Original, itemized receipts for all lodging expenses as well as any working meeting expenditures included in the lodging claim are required for reimbursement.
• Lodging is generally not reimbursable if the lodging site is within a 40-mile radius of the traveler’s residence or office.
• When non-commercial facilities such as cabins, house trailers, vans, field camping equipment, or other such facilities are used, the traveler shall be reimbursed a daily amount based on an estimate of actual expenses up to 55% of the applicable federal per diem rate for the appropriate geographic area.

Exemption from Occupancy Tax

As a general rule, University employees traveling on official University business are exempt from payment of occupancy taxes imposed by certain California cities or counties on “transient” (or individual travelers’) rental rooms. To avoid misunderstandings, travelers should identify themselves as University employees and claim exemption from the tax when checking into the hotel. However, occupancy tax ordinances in a few California cities do not authorize exemptions for University employees. The traveler may complete an exemption certificate if one is required. Transient Occupancy Tax Exemption Certificate for Governmental Agencies .

Mileage Rates

The current mileage reimbursement rate, effective January 1, 2024, is 67 cents per mile for use of a personal car on business travel. Personal gas is not reimbursable if the traveler is asking for mileage reimbursement. Mileage reimbursement from home to the airport is allowable. Round trip mileage is for local travel calculated from the Point of Origin to the destination, less normal commute miles.

Foreign Currency Conversion Rates

• Currency Converter

Travel Advances

Travel advances are normally granted to Graduate Students with limited appointments and/or to faculty/staff as an exception only for trips in excess of 30 days. More information is provided here .

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Travel, Entertainment & T&E Cards

Business travel & entertainment.

Reimbursements for Business Travel and entertainment expenses are also handled in the Business Office.  

Travel Reimbursements should be submitted to  [email protected]

For   Travel Reimbursement Form  and  Entertainment Reimbursement , please submit with the following:

• Please fill out  all  sections of the form applicable to your trip/business function
• Verify that FAU (account number) is accurate
• Signature (digital or handwritten) must be included on the form
• Receipts must be attached

General Travel Information

• Only pay for your own travel related costs –  DO NOT  pay on behalf of others. This is against University policy and you will risk not being reimbursed.  If you have any concerns in this area please speak to your fund manager as soon as possible.  
• Travelers are required to use the most economical mode of transportation. 
• UCLA has negotiated preferred rates with various airlines and international carriers.  Rates are extended only to UCLA business travelers and must be booked through the UCLA Travel center via phone, reservation request form, or email: UCLA Travel Center (310) 206-2639,  [email protected] . 
• If you would like to use your contract or grant funding to pay for your travel, please specify that with the travel agent at time of booking.  The travel agent will forward the itinerary to your assigned fund manager and a PTA (Pre-Trip Authorization) will be created for the airfare.
• Claims must be submitted to the Business Office  as soon as possible but no more than 30 days  after the end of a trip. If claims are submitted after 30 days then a business justification memo must be submitted explaining the late submission.
• Reimbursements submitted after 6 months also need a business justification memo and will be reported to payroll and imputed as employee income.
• Privately-owned vehicles are allowed to be used for official university business.   Travelers may claim mileage for travel actually incurred, either in route to and from the travel destination or to and from a common carrier terminal (this does not include mileage between home and the University).
• The standard reimbursement rate per mile is  $0.67  in conformance with the IRS.
• Domestic meals and incidental expenses are reimbursed on an actual basis, subject to a limit for each full day on travel status. Meal reimbursements are unallowed for less than a 24 hour overnight stay travel period. The daily maximum meal reimbursement limit is $79 per day.
• The meal and incidental expense cap is not to be treated as a per diem.  No exceptions shall be made to the M&IE cap.
• Domestic lodging expenses are reimbursed on the amount actually incurred. Lodging reimbursements are actual up to $333 per night before taxes and mandatory hotel fees. Please include an  original itemized hotel receipt , not  just  the credit card receipt. The itemized receipt must reflect a $0 balance. 
• If the prearranged conference lodging rate exceeds the $333 per night cap, the traveler may stay at the conference hotel.
• Domestic lodging is not reimbursable if the lodging site is within a 50-mile radius of the traveler’s residence or office.
• Foreign travel shall be reimbursed in accordance with the Federal Maximum Travel Per Diem Allowances for Foreign Areas published by the Department of State.  Per Diem rates can be obtained by visiting the Travel Services website listed in the “related links” section below.
• Registration fees for conferences, conventions, meetings of professional or learned societies, or community organizations are processed through the UCLA Travel Center. Such fees are  only   reimbursable post-conference/convention/meetings and can be pre-paid. 
• Alcoholic beverages or tobacco purchases may not be charged to State Funds, or Federal Funds (Contracts or Grants).
• The maximum rates for entertainment expenses per person are:  Breakfast $31, Lunch $54, Dinner $94, Light Refreshments $22 . 
• Required documentation for entertainment expenses include : list of attendees, University affiliation and purpose or the nature of the event.

Food orders , please fill out  Food order form  and submit to  [email protected]  with the following:

• All sections of the form filled out entirely
• Include the authorizing PI/Administrator as a carbon copy
• A guest list with full name and UCLA affiliation of each attendee

Cotsen Travel and Entertainment Reimbursement Information

In order to submit a request for reimbursement, download and fill out the form from the link below. Once completed, email the form to [email protected] .

Be sure to review the UC Policies below before scheduling any travel or submitting a request for reimbursement. If you have any questions, please email: [email protected] .

• Travel and Entertainment Reimbursement Request Form

UC Travel & Entertainment Reimbursement Guidelines

For the latest information, please review the following University of California policies:

• Policy BFB-G-28 describes rules and procedures governing business-related travel.
• Policy BUS-79 addresses reimbursements for business meals and entertainment.

As outlined by UC Policy G-28, the following expenses are not allowable:

• Third party expenses (e.g., buying ticket and paying hotel/airfare and other expense on behalf of others).
• Meals when travel is less than 24 hours and does not involve hotel stay.
• Travel packages purchased from any outside vendor without prior approval from Travel Accounting.

I. SUBMISSION DEADLINE

a. All travel reimbursement requests should be submitted within 30 days of the  conclusion of travel or event. For late submissions, the amount of the travel or event expenses may be imputed as income to the employee on the employee’s W- 2. In all cases, if the submission is made more than 6 months after the end of the trip or event, income will be imputed on the employee’s W-2.

II. APPROVALS

a. Exceptions should be approved prior to incurring the exception.

b. Faculty members who would like exceptions to policy for these guidelines should seek approval from Travel Accounting. These approvals should be attached to the reimbursement request.

III. AIRFARE

a. The UC Travel Center's Direct Billing System should be used for airline tickets purchased for Business Travel. Use of the Direct Billing System eliminates the need for the Traveler to pay out of pocket and then be reimbursed.

b. UCLA will only pay for or reimburse economy fares (See Policy BFB-G-28, pg. 17 for allowable exceptions).

c. Employees who wish to purchase an upgradable business class ticket (i.e., a ticket that provides the option to upgrade from business class to first class) must pay any increase in price from a non-upgradeable business class ticket. Documentation of ticket prices from the date of purchase must be attached to the travel reimbursement form.

d. Only U.S. air carriers shall be used for all travel reimbursed from federal grants and contracts, including NIH grants (See Policy BFB-G-28, pg. 17& 18 for allowable exceptions).

e. If vacation days comprise over 50% of international trips longer than one week in duration, UCLA will prorate airfare and other general expenses between vacation and work days. In order for UCLA to pay for even a prorated portion of the airfare, the primary purpose of the trip must be UCLA business, not personal.

f. Travelers should seek advance approval for trips longer than 30 days.

g. It is important to note that travel packages from internet vendors (i.e., Expedia, Travelocity, Orbitz) typically do not itemize expenses. Therefore, no business-related travel should be booked as a package through such vendors unless the traveler confirms in advance that airfare, hotel, and rental car will be itemized separately. Individually purchased airfare, hotel and rental car through such vendors is acceptable.

h. The UC Travel Center can assist with all airfare tickets and advise travelers on how to comply with University policy and campus guidelines. Travel Center staff is trained in providing appropriate documentation for ticket costs, including trips that involve exceptions to policy. Contact UC Travel Center

a. Daily domestic and international hotel rates should not exceed the federal per diem guidelines.

b. For domestic travel for less than 30 days lodging, meals and incidental expenses (M&IE) will be reimbursed based on actual amounts incurred and shall not be treated as per diem. Lodging and M&IE reimbursement shall be limited to the actual reasonable costs incurred; M&IE subject to daily maximum reimbursement cap of $62.

c. Travelers should obtain advance approval (i.e., prior to the hotel stay) of hotel fees in excess of these guidelines.

V. ENTERTAINMENT

a. Always submit itemized receipts regardless of amount.

b. Events with light refreshments should be distinct from events with meals. In other words, meals that include appetizers will be reimbursed at the limit for meals, not meals plus light refreshments.

c. Tips should not exceed 20% of the meal costs. Any excess tip amount is responsibility of the event host.

VI. GROUND TRANSPORTATION

a. Travelers are advised to use economical methods of ground transportation, such as taxis, shuttles or other or similar. When a driver is needed, an adequate business justification specific to the event is required.

b. Tips should not exceed 20% of the transportation costs. The traveler may be asked to pay the difference between a 20% and larger tip.

c. Car Rental:

• UC Travel Policy requires that an economy, compact or intermediate model be requested. These models should be used unless a no-cost upgrade is provided. Justification is required for cars larger than a mid-size when submitting for reimbursement.
• The University has preferred agreements with five rental car agencies for travelers on University business. The agreements include the highest level of Loss Damage Waiver (LDW) and Liability insurance. Travelers or arrangers must book using the UCLA ID number to get the negotiated rate and decline all optional insurance, as this is already included in the negotiated price. If the traveler purchases additional insurance when booking through UCLA, this cost will not be reimbursed. Cars may be booked through the UC Travel Center, online or via telephone direct to the rental agency. See car rental contract rates for more information.

VII. BUSINESS JUSTIFICATIONS

a. Each travel and entertainment expense reimbursement request must be accompanied by a written business justification. The justification should meet the particular circumstances of the travel or expense. Inadequate business justification increases the risk that the expense will appear inappropriate and therefore rejected.

b. The business purpose of a University traveler may include activities that contribute to any one of the University’s major functions of teaching, research, patient care, or public service, or to any other substantial and bona fide University business expense.

c. The individual incurring the expense is required to affirm the appropriateness of the business justification by manually or electronically signing the reimbursement request.

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2021 reimbursement allowances for mileage & meals.

Here are the latest reimbursement rates for UCLA employees who are traveling on business or hosting an entertainment function where meals and light refreshments are part of doing business:

*When the entire length of a trip is fewer than 24 hours:

• Meals for single-day travel will not be reimbursed unless the travel includes an overnight stay that is verified by a lodging receipt.
• If no receipt is available, the traveler must include a statement with the travel expense voucher explaining why (e.g., the traveler lodged with a friend or relative, stayed overnight at the airport or took alternative transportation requiring the traveler to be away overnight).
• An exception to the overnight-stay requirement may be allowed when a traveler incurs a meal expense in connection with a business meeting (e.g., a working lunch scheduled as an integral part of a meeting or conference).

**When planning an entertainment event, keep in mind:

• A buffet reception — depending on the time of day it is held — is reimbursed at the applicable meal rate. Brunch is reimbursed at the lunch rate.
• The amounts in the chart include the cost of the food and beverages, labor, sales tax, delivery charges and other service fees. If a reception before a meal includes beverages and hors d’oeuvres, the reception and the meal should be treated as a single event when calculating costs.
• The costs of room rental, room setup fees, media rental, decorations, etc., are not included in the per-person costs.

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