Travel and Entertainment Policy

Travel and Entertainment Policy
We would like to take this opportunity to remind you of some very important things regarding travel and entertainment reimbursements.
• You have 21 days after the trip to submit your reimbursement. Anything longer than that will require a memo from you stating the reason for the delay. Failure to submit reimbursements on time could result in becoming income reportable.
• Please make sure that the PI signs the reimbursement request as we cannot begin the process without it.
• We will need all of your original itemized receipts including proof of payment. These are REQUIRED for reimbursement.
• You CANNOT pay for another traveler’s expenses as they are considered 3rd party. Only the traveler will be reimbursed.
Entertainment
• An original itemized receipt showing proof of payment.
• State the purpose of the meeting.
• Include list of attendees, their titles and affiliations.
• Tips should not exceed 20% of the meal costs. Anything greater than 20% is not reimbursable.
• The current allowance rates (includes tax and gratuity) are:
 Breakfast – $27
 Lunch – $47
 Dinner – $81
 Light Refreshments – $19
Domestic Travel
1. If there are any personal days during your business trip, the number of personal days must be specified on the travel expense claim. Any personal expenses incurred in the trip will not be reimbursed.
2. Registration:
• Original receipt showing proof of payment.
• Your name must appear on the receipt.
• Name badge.
• Conference registration fees can be prepaid using university funds by requesting a check. Please allow at least one month before the deadline for check processing.
3. Airfare:
• Internet package deals that include a combination of travel expenses purchased together (such as airfare and lodging) will NOT be reimbursed. The reason is that they do not breakdown the expenses and taxes as required by both the university and the IRS for reimbursement.
• Traveler should only use coach/economy class fare.
• Upgrades such as class, seat, extra legroom, priority boarding and early check-in, etc. are NOT reimbursable.
• If the airfare is being paid from a grant, you are required to book a flight on a U.S. flag
carrier.
• Airfare can be prepaid using University funds by contacting the UCLA Travel Center.
You need to tell the travel agent that your airfare will be paid by your department via a
PTA (Pre-Trip Authorization), provide the itinerary of your trip, and name and email
address of your purchaser that will be handling the PTA. In order for the purchaser to
process the PTA you need to provide the name of your PI, as well as the business
justification (i.e. name of conference, meeting, etc.).
Phone: (310) 206-2639 or (800) 235-8252
Email: travel@finance.ucla.edu,
Online: https://travel.ucop.edu/connexxus/
• Airfare purchased through the travel center includes traveler’s insurance.
4. Meals:
• We will need your itemized meal receipts.
• The maximum meal reimbursement is $62 per day.
• Alcohol is not allowed, unless it falls under the “entertainment” policy as explained
above.
• Reimbursement for meals of a trip that is LESS THAN 24 hours in duration is NOT
reimbursable. Unless there is an overnight stay that is verified by a lodging receipt.
5. Lodging:
• An original itemized receipt is required showing proof of payment.
• If lodging arrangements were made on a travel website (such as expedia, orbitz, etc), the
receipt must show the dates of travel, room rate and taxes as separate line items.
• If you are sharing a room, each roommate MUST pay for themselves. Everyone
requesting reimbursement MUST submit their own separate receipts. In cases where
only one original receipt is available, we will need a copy of the original receipt along
with a signed note from the traveler stating this fact.
• Daily domestic hotel rates are capped at $275 per night for trip within the lower 48 state,
before taxes and other hotel fees. If the traveler is unable to secure lodging at $275 per
night or less, the traveler must submit additional documentation such as price
comparisons within the proximity of the meeting location that supports the higher
lodging rate incurred. The price comparisons should be performed at the time of
booking.
6. Car Rental:
• Original receipt showing proof of payment.
• Please note that the university does NOT reimburse insurance costs. UCLA has
agreements established with the rental companies where car rental insurance is
completely covered. Travelers or arrangers must book using the UCLA ID number to get
the negotiated rate and decline all optional insurance. Cars may be booked through the
UC Travel Center, online or via telephone direct to the rental agency.
• Traveler should select an intermediate or smaller car.
• Purchase of navigation devices and vehicle upgrades are NOT reimbursable.
Car rental contract rate: https://travel.ucla.edu/air-car-hotel/ground-travel/car-rentalcontract-
rates
7. Parking fees, cabs, trains, etc:
• Will need your original receipts.
• Tips should not exceed 20% of the transportation costs.
• Travelers are advised to use taxis, shuttles or other relatively inexpensive methods for
transport to and from the airport.
• Private Car – Reimbursement for mileage on personal automobiles is only appropriate
when the cost of the mileage is less than or equal to the cost of public transportation. The
car used must be insured as prescribed by California law.
International Travel
1. If vacation days comprise over 50% of international trips in duration, the trip will be considered
personal. UCLA will prorate airfare and other general expenses between vacation and work
days. In order for UCLA to pay for even a prorated portion of the airfare, the primary purposes
of the trip must be UCLA business, not personal.
2. Registration:
• Original receipt showing proof of payment.
• Your name must appear on the receipt.
• Name badge.
• Conference registration fees can be prepaid using university funds by requesting a
check. Please allow at least one month before the deadline for check processing.
3. Airfare:
• Internet package deals that include a combination of travel expenses purchased together
(such as airfare and lodging) will NOT be reimbursed. The reason is that they do not
breakdown the expenses and taxes as required by both the university and the IRS for
reimbursement.
• Traveler should only use coach/economy class fare.
• Upgrades such as class, seat, extra legroom, priority boarding and early check-in, etc. are
not reimbursable.
• Airfare can be prepaid using University funds by contacting the UCLA Travel Center.
You need to tell the travel agent that your airfare will be paid by your department via a
PTA (Pre-Trip Authorization), provide the itinerary of your trip, and name and email
address of your purchaser that will be handling the PTA. In order for the purchaser to
process the PTA you need to provide the name of your PI, as well as the business
justification (i.e. name of conference, meeting, etc.).
Phone: (310) 206-2639 or (800) 235-8252
Email: travel@finance.ucla.edu,
Online: https://travel.ucop.edu/connexxus/
• Airfare purchased through the travel center includes traveler’s insurance.
4. Meals:
• Meal per diem is valid for international travel only. However, we will need your
itemized meal receipts.
• Alcohol is not allowed, unless it falls under the “entertainment” policy as explained
above.
5. Lodging:
• An original itemized receipt is required showing proof of payment.
• If lodging arrangements were made on a travel website (such as expedia, orbitz, etc), the
receipt must show the dates of travel, room rate and taxes as separate line items.
• If you are sharing a room, each roommate MUST pay for themselves. Everyone
requesting reimbursement MUST submit their own separate receipts. In cases where
only one original receipt is available, we will need a copy of the original receipt along
with a signed note from the traveler stating this fact.
• Daily international hotel rates should not exceed 300% of the federal per diem
guidelines. They are located at: https://aoprals.state.gov/web920/per_diem.asp.
6. Car Rental:
• Original receipt showing proof of payment.
• Please note that the university does NOT reimburse insurance costs. UCLA has
agreements established with the rental companies where car rental insurance is
completely covered. Travelers or arrangers must book using the UCLA ID number to get
the negotiated rate and decline all optional insurance. Cars may be booked through the
UC Travel Center, online or via telephone direct to the rental agency.
• Traveler should select an intermediate or smaller car.
• Purchase of navigation devices and vehicle upgrades are NOT reimbursable.
Car rental contract rate: https://travel.ucla.edu/air-car-hotel/ground-travel/car-rentalcontract-
rates
7. Parking fees, cabs, trains, etc:
• Will need your original receipts.
• Tips should not exceed 20% of the transportation costs.
• Travelers are advised to use taxis, shuttles or other relatively inexpensive methods for
transport to and from the airport.
Traveler’s Insurance
• All employees traveling on official University business and students traveling off campus for
activities that are sponsored and supervised by the University are covered 24 hours a day under
an expanded travel accident insurance policy. In addition to typical coverage for accidental
death and dismemberment, the improved policy includes coverage for emergency medical
evacuation, out-of-country medical expenses, loss of personal effects, security extraction and
repatriation of remains.
• Registration forms and further information can be found at https://www.ucop.edu/riskservices/
loss-prevention-control/travel-assistance/
Travel & Entertainment Card (T&E Card)
• If you paid or will be paying some of your expenses using the T&E card, please make sure to
keep your itemized receipts as we will still need them.
• If you would like us to reimburse the card for those expenses, please indicate it in your
reimbursement request.
• If you would like to apply for a T&E Card, application can be found at
https://ucla.app.box.com/v/travel-pdf-TE-Card-App
• Certain expenses such as registration fees and airfare can be reimbursed before the trip, but
only if purchased using the T&E Card.
REMINDER
• You have 21 days after the trip to submit your reimbursement. Anything longer, will require
a memo from you stating the reason for the delay. Failure to submit reimbursements on time
could result in becoming income reportable.
• Please make sure that the PI signs the reimbursement request as we cannot begin the process
without it.
• If you have any questions, please ask us before your travel.
Links
• Policies: https://travel.ucla.edu/policies
• Helpful Travel Planning Links: https://travel.ucla.edu/air-car-hotel/helpful-travel-planninglinks
We understand that this might become a bit cumbersome, but travel policies have become stricter and
unfortunately we have no control over them.
If you have any questions, please don’t hesitate to ask us.
Thank you,
Biological Chemistry Business Office

 

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