GENERAL CONDITIONS FOR STUDENT TRAVEL
AIRFARE
All airfare, hotel, and car rental receipts must be itemized. Do NOT book travel packages that include hotel + airfare + rental car for one price (e.g.,.
Expedia, Travelocity). UC Policy prohibits purchase of travel/vacation packages from Internet vendors. These packages lump airfare, hotel, and car rental into a package price,
and therefore travelers are unable to obtain itemized documentation as required by the IRS.
Only coach airfares are reimbursable.
LODGING
Likewise, only hotel room rate, room tax and parking are reimbursable. Extraneous expenses such as gym fee, movies, videos, newspapers, magazines, etc.,
are NOT reimbursable. The name on the bill must be your own. If you are sharing the room, ask the hotel to provide a bill for each occupant. You will
need to give your credit card as a deposit. Lodging expenses are not reimbursable prior to the trip nor are lodging expenses reimbursable for travel within
a 40-mile radius of student's home or UCLA, whichever is the point of departure. If you order room service, be sure to keep the itemized receipt and
submit that along with your zero-balance hotel bill.
REGISTRATION FEES
Conference registration fees can be reimbursed before the trip has been completed. Non-business related expenses, such as social functions, golf, cruises,
will NOT be reimbursed. Please keep a copy of agenda, flyer or invitation AND itemized receipt reflecting form of payment.
TRANSPORTATION
It is encouraged to book rental cars through UCLA's preferred car rental companies (currently National, Enterprise or Hertz). Do not take additional
collision, accidental death or medical insurance, as the UCLA rate includes this coverage free of charge. Only economy and compact cars are reimbursable.
Extraneous expenses, such as rental upgrades, GPS systems, child car seats, etc. are not allowed. For rental cars, gas is reimbursable.
Ground transportation, such as bus, taxi, subway, shuttle, is reimbursable with receipt.
You may use your private automobile if you carry insurance necessary to satisfy state law financial responsibility. When using a privately owned automobile;
travelers are reimbursed according to mileage at the 2021 rate of 56¢ per mile, and therefore, gas purchases are NOT reimbursable
(reference G-28 Travel Policy, cost may NOT exceed airfare, provided potential airefare estimates).
MEALS & INCIDENTAL EXPENSES
Meals are reimbursed on an actual basis. Submit itemized meal receipts with date of transaction for reimbursement. We can no longer accept just the credit
card receipt without the itemized dining details. The maximum allotment per day, including gratuity, bellhop tips, etc., is currently $62. Alcohol and
tobacco purchases will NOT be reimbursed. Meals and incidental expenses for travel less than 24 hours cannot be claimed.
OUT-OF-POCKET USE OF FUNDS
In the case of multiple employees or students traveling to the same event, do NOT share or split costs for meals, rooms, transportation, etc.
Reimbursement expenses are tracked per individual and not per event; therefore, expenses must be paid per individual only and cannot be shared or split.
TRAVEL REIMBURSEMENT PROCESS
Upon returning from your trip, the receipts must be submitted within 45 days. Failure to submit within this time period may result in the non-reimbursement
of funds. All receipts must be affixed with clear tape to 8 ½” x 11” white paper and placed in chronological order. Do not staple receipts. A complete
reimbursement request package includes:
Original or copies of detailed, itemized receipts for ALL expenditures, clearly indicating the amount, method of payment and zero balance.
Proof of conference attendance, include a copy of conference agenda, schedule, flyer or invitation clearly stating date and location of conference.
If using a personal vehicle, proof of valid liability insurance is required.
A completed and signed (by traveler and faculty mentor) Doctoral Student Travel Grant form or other pertinent travel request form.
It is the traveler's responsibility to submit all documentation for the entire trip. Even if certain costs were pre-paid by the Graduate Division, the reimbursement
request package must reflect ALL costs and expenditures associated with the specified trip. Submit completed forms to:
UCLA Fellowships & Financial Services
1228 Murphy Hall, Box 951444
Los Angeles, CA 90095-1444
I, (name), have read and understand the above conditions. I also understand that if I have questions or am unclear on
Travel & Entertainment policy, I shou
ld ask BEFORE incurring expenses. I also understand that the above conditions only reflect a portion of the UC Policy for
Travel and Entertainment and that I should refer to the UC Travel Center website for policy as necessary. I also understand that failur
e to abide by UCLA Graduate
Division's General Conditions for Student Travel may result in a non-reimbursement of funds.
Signature of Traveler
Printed Name of Traveler
Date
Re:
Scheduled Trip Location, Purpose, Dates of Travel
RESOURCES
UCLA Travel Center
Phone: (310) 206-2639 or (800) 235-UCLA
Email: travelacct@finance.ucla.edu
www.travel.ucla.edu
