Travel Forms and Information

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. airfare     . rental car     . meals     . lodging     . travel advance     . mileage    

updated 3-2016
 
(Please use Adobe Acrobat or Adobe Acrobat Reader to complete form)
 
 
 
.  Download Travel Reimbursement Form to ensure you are using the most current version.
 
.  Save a copy of the form to your desktop before you begin entering the data.  This will enable you to retain the information you enter, and to edit the form.
 
.  Reimbursement requests should be submitted no later than 21 days after the trip has ended.

 

Currency Conversion (Foreign Travel)

.  Use the EXACT DATE of each expense when converting to US Dollars.  For lodging use the date of checkout (unless it was paid in advance).
 
Currency Conversion websites:
 
 
.  PRINT currency conversion pages and attach to the travel reimbursement form.
 
.  Conversion amounts on credit card or bank statements are the most accurate. 

(i.e. if the traveler provides receipts and a bank statement / credit card statement, use those totals instead of the amount reflected on receipts.


 
Airfare
 
When completing travel reimbursements which include one of the airlines listed below,  a standard ticket number may not be available.  Please check with Travel Accounting in these instances to obtain the appropriate ticket number information. 
  • Easy Jet
  • Jet Blue
  • Ryanair
  • Virgin Airlines
Foreign Airfare
Federal regulations govern the use of federal funds (grants, contracts, cooperative agreements) and the selection of air carriers for foreign travel.
 
Per the Fly America Act,  Foreign flag air carriers may not be used solely on the basis of costs.   There are exceptions (i.e. if there is NO City Pair in place).  Click HERE for the CITY PAIR website. 
 
Please review the FlyAmerica website for more details.  If you have any questions, please contact your financial analyst for clarification.

 

Rental Car
Please visit the UCI ZotPortal 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 LDW
  • Decline CDW
  • Decline SLI
In order to process your reimbursement in a timely manner, please remember to request the University DISCOUNTED RATE, and provide the reservation 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, collision damage coverage (CDC) may be purchased and is considered a reimbursable expense.
 
Be aware of Upgrade Restrictions  
.  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 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.
.  Additional upgrades such as GPS are not reimbursable expenses.

 
 
 
 
 
 
Before Traveling:
 
.  Check with the PI, Financial Analyst, or Faculty Assistant regarding Travel Accounting policies, allowable expenses and maximum limits.
 
. Become familiar with allowable Per Diem or Meals & Incidentals daily amount.
 
.  AIRFARE:  Make every effort to utilize an American Carrier - not all flights are guaranteed to be reimbursable.  
 
.   Review rental car reimbursement guidelines on this page BEFORE making your reservation in order to ensure reimbursement - ALL COSTS ARE NOT REIMBURSABLE.

.   MILEAGE: When using your personal car   instead of flying, obtain prior approval from the analyst at least two weeks before the trip.  Comparisons should be calculated using the exact days of travel (as opposed to several days/weeks after).

.  NEVER pay for travel expenses for another person.  There is a risk of not being reimbursed.
 
.  PACKAGE DEALS AIRLINE/ HOTEL - Always obtain breakdown of the ITEMIZED EXPENSES for airline and hotel charges from retailer (i.e. Orbitz, Travelocity, etc.).  This will prevent delays with the reimbursement process.
 
.  Do NOT submit double-sided documents.
 
.  Highlight or Circle totals on receipts.
Tape receipts to 8 1/2 x 11 sheets of paper (tape all 4 sides of receipts).
 
.  Enter a DETAILED description of the travel in the PURPOSE OF TRAVEL section on the travel reimbursement form:  Who, What, When, Where, Why.
 
.  The table directly below the Meals section of the form is only to be used if traveler is requesting reimbursement for the exact amount spent on meals and are providing receipts.
 
Travel Reimbursement Documentation
 
.  Download and complete the most current  Travel  Reimbursement Form.  Please be sure ALL applicable areas of the travel reimbursement form are completed.  This will allow for a more timely reimbursement.
 
.  Do not include any personal information, i.e. your home address, email, UCI Employee ID Number, etc. 
 
.  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.
If the traveler or PI is not available to sign the form, an email approval can be attached to the COMPLETED travel reimbursement form.
 

.  Submit form to the appropriate Faculty Assistant for processing in the KFS Financial System.


 
Lodging
 
UCI has special rate agreements set up with local hotels.  Please visit the link below for details regarding the hotel discounts available.  Click HERE for a list of hotels.
 
.  If you are making your reservation online, utilize the NOTES section of the online form to specify that you are visiting UCI in order to receive the discounted rate. 
 
.  When making your lodging reservation, you MUST specify that you are visiting UCI in order to receive the special discounted UCI rate. 
 
.  If you make the reservation online via an agency (i.e. Expedia, Travelocity, etc.), you will not receive the discounted rate.

Travel Advance

Cash Advance:  All cash advances are payable within 10 DAYS of the travel date, regardless of when the voucher form is prepared.
Airfare Advance:

.  Prepare Travel Reimbursement Form (This form contains all of the necessary information to process the advance for payment)

Contact Marcie Ohlinger of STA Travel to make your travel plans.

Tel:  949-743-1102
Email: mohlinger@statravel.com

Provide email itinerary notification from STA Travel to your  Faculty Assistant along with the completed and signed travel reimbursement form.

Provide email itinerary notification from STA Travel to your Faculty Assistant along with the completed and signed travel reimbursement form.


 
 
UCI Travel Resources
 
Lodging:
 
Currency Conversion: 
 
Mileage Calculator:
 
 
 
Mileage:
 
 
Mileage Reimbursement Rates
International Per Diem:
 
 
6.10.2015 A. Lara