FINANCIAL ADMINISTRATION

Aggie Expense:

Adding an Aggie Travel Delegate: Prior to travel, Faculty and Graduate Students should add the business office staff as a delegate using the Aggie Travel website,https://supplychain.ucdavis.edu/travel-entertainment/aggieexpense  Instructions on how to add a delegate is available on the Aggie Travel website: https://supplychain.ucdavis.edu/travel-entertainment/aggieexpense/delegates

Lodging Limit policy: University travel policy limits lodging nightly rates to a maximum of $275/night when traveling in lower 48 states for less than 30 days. If requesting reimbursement for more than this limit, please complete the Lodging Limit Justification form (https://supplychain.ucdavis.edu/sites/g/files/dgvnsk2181/files/inline-files/llj.pdf), obtain appropriate approvals, and attach it to your Aggie Travel Expense report.

Travel Reservations/Bookings:  Aggie Travel offers an online travel booking and reservation feature for faculty, students and staff to reserve and purchase air, hotel, and car accommodations. Faculty can update their Aggie Travel profile to include their research account’s billing ID to set up direct billing for airline purchase, which reduces the usage of personal funds. .

UC Away:  All university related out of state and international airline reservations not purchased using Aggie Travel MUST be registered through UC Away, http://ehs.ucop.edu/away/#/ prior to the date of travel.  Once a trip is registered, the University provides insurance coverage protection at no cost while traveling on university business related purposes.  Per University policy, international trips purchased outside of Aggie Travel and not registered through UC Away prior to the start of the trip will not be reimbursed. 

 

  • Direct Deposit for Reimbursements
  • Direct Deposit for all faculty, Graduate Students, and staff reimbursements are managed in UCPath, https://ucpath.ucdavis.edu/.  For those who opt out of receiving direct deposit payments, reimbursement payments will be in the form of a paper check and mailed to the home address listed in the UCPath system.
  • Entertainment/Travel Reimbursements
  • Faculty and Graduate Students must submit documentation associated with a travel and/or entertainment related expense within 30 days of the trip-end date.  Documents include all itemized receipts, conference agenda/invitation letter/flyer, and a business justification statement. Graduate Students must also submit proof of obtaining a travel grant/fellowship.  All documentation should be submitted to the Cluster’s Business office.  Note that effective January 1, 2019 any expenses submitted after 60 days may be subjected to federal income tax.
  • Goods and Supplies Reimbursements
  • The Green Cluster’s Business Office is the preferred purchaser of goods and service items in relation to instructional and/or research related purposes for Faculty and Graduate Students.  Prior to making any unauthorized purchases using personal payments, please contact the  Business Office for further assistance of obtaining items.

    Note that University policy highly discourages reimbursements for all unauthorized purchases.  Reimbursement requests $500 or greater using personal funds require Dean’s approval as the purchase is in violation of UC Purchasing policy. If such a purchase occurs, all itemized receipts along with a business justification on why personal funds were used must be submitted to the Business Office within 30 days of the date of purchase.  Graduate Students are also required to submit proof of funding support, such as a fellowship or grant letter. 
  • Miscellaneous Travel Policy
  • Per university policy, employees cannot be reimbursed for purchases made by a third party on their behalf.  If travel related expenses are split, each traveler must present a separate itemized receipt showing the amount paid.  In addition, internet travel bundles, such as air/hotel/rental deals through Expedia, will not be reimbursed if an itemized receipt for each service purchased is not included.