Travel & Entertainment

Coordinates, prepares, and audits all travel paperwork for departmental users.

Request for Travel Advance

You may request a travel advance for expenses incurred prior to a trip. Log on to Concur. Create a new Request, attach original receipts, and email your Preparer Delegate to inform them of your request at least 30 days in advance of the trip. See Reimbursements for more details.

Travel Insurance

Before each trip where a person will leave California, travelers must register for the Business Travel Program. If making arrangements through Connexxus, enrollment is automatic. If making travel arrangements outside of Connexxus, complete enrollment at UC Away.

Travel Reimbursement

In accordance with University policy, all travel reimbursement requests must be submitted to the UCSB Travel Accounting office within 45 days of the end of travel. To ensure reimbursement, please create a Report within Concur (see Reimbursements for more details) within 30 days of the end of travel.

 Note: Per UC policy, original receipts are required and must show proof of payment. The following receipts are required:

• Airline Passenger Receipts**
• Rental car receipts, including gas receipts
• Hotel receipts (must be itemized to show nightly rates, applicable taxes, etc.)
• Conference registration receipts
• Receipts for local transportation costing $75 or more (rail ticket stubs, bus tickets, taxi receipts)
• Receipts for miscellaneous supplies
• Receipts are not required for meals, but a breakdown of meals for each day is required in a meal log. If receipts are used for meals, they must be itemized to show no alcohol. Any alcohol purchased must be removed including appropriate local tax.

** U.S. Flag Carriers must be used for travel on federal funds. Missing original receipts: If you are unable to locate original receipts for your trip, please complete a Declaration of Missing Evidence form and provide an alternate proof of purchase (i.e. credit card statement showing payment).