All travel and entertainment arrangements and reimbursements are handled via AggieTravel. Visit their site to access your profile and review UC Davis policies. Please refer to our AggieTravel Cheat Sheet for a general overview of submitting expenses for reimbursement.

AggieTravel: Creating an Expense Report

https://supplychain.ucdavis.edu/travel-entertainment/aggietravel/expense-reports/create 

Adding Delegates

In order for Green Cluster Business Office staff to book travel or process reimbursements, access must be granted to your Aggie Expense Profile:

  1.  Sign in to your Aggie Expense profile.
  2. Click on the 'Profile' tab in the upper right-hand corner. A menu with your name should open.
  3. Under your name, click on 'Profile Settings.'
  4. In the left-hand menu, click on 'Expense Delegates' (under the 'Expense Settings' header).
  5. Click the 'Add' button.
  6. You can search for delegates by name, email address, or employee ID. Please add all of the following business office staff as delegates:
    • TALEEN LEDESMA for Anthropology, Sociology & ME/SA
    • PRISCILLA CORDOVA for Anthropology
    • JOANNA KAMINKSI for Sociology 
    • WILSON XIEU for ME/SA
  7. Once the desired delegate populates, click on their name to add them.
  8. Check the following permissions boxes:
    • Can Prepare
    • Can View Receipts
  9. Click the 'Save' button (next to the 'Add' button).

Travel

Effective immediately, all trips must be registered with UC Away. Trips involving airfare that is booked through AggieTravel//Concur are registered automatically. All other trips must be registered manually by the traveler.

Travel Expense Reimbursements

Please submit your request to your Business Office contact. Include the following:

  • The business purpose for the trip
  • Location of the trip (city and state)
  • The start and end dates of the trip
  • Receipts showing the method of payment for expenses over $74.99
  • Airfare, lodging, and rental car receipts showing the method of payment for ANY dollar amount
  • For expenses not accompanied by receipts, the descriptions, expense dates, and dollar amounts (e.g., $59 for meals on 6/1; $22.50 for Lyft ride from conference to hotel on 6/2; $38 for parking at SMF on 6/5, etc.)
  • For conference-related travel, a copy of or the link to the conference agenda
  • For mileage reimbursement, the origin and destination addresses
  • For lodging exceeding $275 per night (excluding taxes and fees), the Lodging Limit Justification form

NOTE:

  • No per diem is allowed for domestic travel. Only actual expenses, up to $79 per day may be claimed for meals while on travel
  • Meals are only reimbursable for trips that involve at least one overnight
  • Pre-approval is required for upgrades to Business or First Class airfare
  • UC policy requires all employees to report travel expenses within 45 days after the end of the trip; reimbursements for expenses submitted more than 60 days after a trip will be reported as taxable income to the employee

Entertainment

Entertainment Expenses are costs for meals and light refreshments associated with university events and/or business activities in support of the university’s missions.

Pursuant to meal rates established by the IRS, below are the maximum allowable amounts:

  • Breakfast: $31 per person
  • Lunch: $54 per person
  • Dinner: $94 per person
  • Light Refreshments: $22 per person

The stated amounts are inclusive of all food, beverage, tax, service, and delivery charges.

Entertainment Expense Reimbursements

Please submit your request to your Business Office contact. Include the following:

  • The business purpose for the expense
  • The date and location (city and state) of the expense if not on the receipt
  • Itemized receipt(s) showing the method of payment for any expense over $74.99
  • For expenses not accompanied by receipts, the descriptions and dollar amounts
  • A list of attendees, including their full names and their affiliation with the university (employee/student/guest)
  • The event flyer for events with more than 10 attendees (include the approximate number of guests)

Travel Card (aka Corporate Card)

  • Whenever possible, the Travel Card should be used to pay for all Travel and/or Entertainment Expenses to avoid out-of-pocket expenses. The Travel Card should also be used to pay for memberships and conference registrations. The Travel Card should not be used to pay for anything else.
  • How to Apply for a Travel Card
  • Applicants are required to complete the Travel Card Online Training before applying for the card. Once you’ve completed the training, click here to apply for the card.
  • Using the Travel Card
  • It is the cardholder’s responsibility to submit receipts to the Business Office in a timely manner (within 2 weeks of the expense date), so that the charges on their card can be reconciled and payments can be made on their behalf. Any late fees resulting from unpaid charges are the responsibility of the cardholder.