uci employee
travel reimbursement forms
...............................................................................................................................
Travel Voucher
Worksheet and Cover
Sheet (revised 10.14.2009)
EXPENSES: All totals will automatically populate
from the Travel Worksheet on Tab 2.
If you are NOT using the Workeheet, amounts may be also
entered
manually on the cover sheet.
Mileage
Reimbursement
travel voucher information /
documentation
...............................................................................................................................
Complete the Travel Voucher Worksheet
/ Cover Sheet
Please
be sure ALL applicable areas of the Cover Sheet and Worksheet are
completed. This will allow for a more timely reimbursement.
If
you are a citizen, please be sure to include your EMPLOYEE ID
NUMBER. If you are not a UCI employee, provide your Social
Security number
If you are a Permanent Resident be sure to include your Social Security
number and a copy of your P.R. card
If you are NOT a citizen, provide a copy of your Visa and the front and
back of your I-94
SIGN the
form.
Obtain PI / Authorizing Faculty
signature.
Submit form to the appropriate Administrative
Assistant for processing.
per diem
vs. meals
...............................................................................................................................
M&IE
(Meals and Incidentals) is not
the same as per diem.
Per diem rates depend on country or city scales.
Per diem applies
only to:
:: Long-term U.S.
travel (30 days or more); travel in Alaska, Hawaii, and the U.S.
possessions
:: Foreign travel (of any duration).
rental car
...............................................................................................................................
Please visit the UCI SNAP
website for more detailed information regarding rental car policies:
UCOP negotiates Rental Car agreements with the three major rental car agencies listed
below, which include CDW,
LDW, and SLI
insurance in their rates. Decline
the loss
damage waiver (LDW), collision damage waiver (CDW), and the
supplemental liability insurance (SLI).
Please remember to request the
University rate for a vehicle for UCI business travel, and
provide the agent with the appropriate UCI identification number.
NOTE:
Purchase of insurance will not be reimbursed unless:
* None of the preferred rental car agencies were available at
the location the rental car was needed.
* If the type of travel requires a vehicle that is not covered
under an agreement, e.g. some vans, trucks and SUVs, then
collision damage coverage (CDC) may be purchased and is
considered a reimbursable expense.
Be aware of
Upgrade Restrictions
1. Only the cost of a Compact or
Economy car will be reimbursed unless a larger car is required
for the business
purpose of the trip or a larger car is more
economical due to the number of travelers
* Free upgrades may be accepted, or
the additional cost may be paid by the traveler if they choose to
upgrade
2. Additional upgrades such as GPS are not reimbursable expenses.
travel relocation / removal
expense voucher
...............................................................................................................................
For moving/relocation expenses, please use the
Relocation Expense Voucher that is found on the UCI SNAP Travel Forms webpage.
An Exception Memo must accompany the
relocation expense voucher. Samples can be downloaded here:
receipts
...............................................................................................................................
Attach original receipts.
Hotel/Lodging:
|
|
Folio / Receipt must show
proof of payment with a ZERO
BALANCE and NAME OF TRAVELER.
|
Airfare:
|
|
The original ticket receipt,
including ticket number and proof
payment is required.
|
| Car
Rental: |
|
Receipt must show payment,
including rental agreement number, mileage in and mileage out.
|
Mileage:
|
|
Mileage
log may be required.
The mileage log is mostly used for claiming multiple days of mileage over specific
periods, or
for travelers claiming
mileage on a frequent basis (it allows them to record their own
mileage).
|
Conference
/ Meeting/
Workshoip Fees:
|
|
Please attach conference registration proof of payment and
information (i.e. printout of webpage, flyer).
|
Meals:
|
|
Include receipts when requesting MAXIMUM per diem rate.
Include receipts when requesting ACTUAL AMOUNT of expenses.
|
uci travel resources
...............................................................................................................................
uci travel policies
...............................................................................................................................
Please visit the website
below for updated UCI Travel Policies.
UCI
Travel Policies
travel advance procedures
...............................................................................................................................
cash advances:
All cash advances are payable within two weeks or less of the travel date,
regardless of when the voucher form is prepared..
...............................................................................................................................
1) Prepare Travel Voucher Form (download
from link at the top of
the page)
2) Contact the TravelStore, Inc. to make your travel plans.
Kathie Thayer
CTC,
Master Travel Planner
TravelStore
Inc.
18881
Von Karman Ave. Ste 1400, Irvine Calif. 92612
Tel:
949.930.9292 (direct line and fax)
email:
kathie.t@travelstoreusa.com
3) Attached email notification you receive from the TravelStore to the
Travel Voucher Form
4) Obtain account/fund verification from Financial Analyst
5) Obtain traveler and PI signatures
6) Submit signed, approved Travel Form Cover Sheet and receipt
from the TravelStore to
Eugenie (Genie) Lauria
(IMPORTANT: The Travel Form generates a TRIP NUMBER, which MUST
be supplied to the TravelStore within 24 hours of the trip reservation.)
Eugenie Lauria
Seminar
Coordinator/Faculty Assistant
Physics
and Astronomy
4172
Frederick Reines Hall
Irvine,
CA 92697-4575
Tel:
949.824.6485
Fax:
949.824.2174
email: eugenie@uci.edu
6) Call the TravelStore
with the TRIP NUMBER.
You will receive a CONFIRMATION with the flight TICKET
NUMBER. This will need to be forwarded to
Genie Lauria so
it can be included in the Travel Advance Packet.
|
|
|
|
For
updates/corrections, please contact Alison Lara |
