The information below is designed to comply with University policy concerning travel and travel reimbursement. If you have any questions regarding travel, please contact the CSE Center Manager.

Travel Advances: A travel advance request may be submitted to cover the cost of an item such as registration fees. If you are a frequent traveler, you should consider applying for the UCD US Bank Visa Corporate Card. Contact the Center Manager for more information.

Transportation Note: The choice of how you reach your destination is your decision. However, University policy states that you need to travel by the most economical means. If you fly somewhere within driving distance, or drive somewhere that it would have been cheaper to fly, your reimbursement will be based on the costs associated with the more economical means of travel. If reasonable justification can be provided, then exceptions may be requested to this policy. All exception requests should be submitted in advance of the travel.

Airfare: Traveler's have the option to use the University's Central Travel System (CTS) for purchasing tickets. If you prefer to pay for airfare with your own credit card you may do so and you will be reimbursed after the travel is complete and all of your reimbursable expenses are turned in. Original receipts should be submitted once you return from travel. Domestic airlines must be used whenever possible.

CTS: When using the University CTS to purchase your tickets, you must make your reservations through one of the authorized travel agencies. Please have the travel agency e-mail a copy of the itinerary to the CSE office. You must retain a copy of the itinerary and/or receipt to turn in with the reimbursement request following the conclusion of your trip.

Auto: The University maintains automobile rental agreements with various automobile rental companies for use by University faculty and staff on business-related travel. When using University agreements, liability and physical damage insurance on the rental automobile is provided by the rental companies if:

• A University rental agreement is used
• The driver gives the University agreement number (each company has its own number) to the rental company and identifies herself/himself as a University employee
• The automobile is used on University business

If these conditions are met, the employee need not purchase the collision damage waiver (CDW) or other optional insurance coverage from the rental company. The rental company has already provided the appropriate coverage as part of the University rental agreement. University insurance will not pay liability or property damage claims arising from use of a rental automobile, except if the conditions in a, b and c above are met, the University's liability insurance will cover the portion of a liability claim that exceeds the rental company's limits. Reimbursement of fuel purchases will only occur when driving a rental vehicle. If driving a personal vehicle, the mileage reimbursement includes any gas purchases.

Meals: For domestic travel, the maximum cost allowable for meals per day is $50.00. THIS IS NOT A PER DIEM. Expenses above the maximum will not be reimbursed. Beverages containing alcohol are not eligible for reimbursement.

Registration Costs: These costs may be paid with a travel advance. If you wish to have your registration fees paid up front, please be sure to submit the registration form to the office as far in advance of your trip as possible, but no less than 10 days out from the registration due date.

Combining Business and Personal Travel: If you take a few personal days in conjunction with department-related travel, you will not be reimbursed for personal costs. This includes extra nights of lodging, out-of-the-way mileage, extra legs of your air travel, personal phone calls, and meals, expenses of a travel companion, etc. If your trip includes personal travel, please ask the travel agent or the internet service for an alternate itinerary that shows only the business portion of your trip. Turn both itineraries in with your expenses at the end of the travel. If accommodating personal business means the airfare is more expensive than the business portion requires, you must pay the difference.

Other: If there is a partial day of travel – more than 12 hours but less than 24, and outside the Sacramento / Davis area – you are eligible for meals and incidental allowance of $33.00. Each traveler is responsible for his or her own expenses even when traveling with other university personnel.

Travel Reimbursement: Upon your return from travel, you must submit a request for travel reimbursement form. All original receipts are required.