Frequently Asked Questions - Travel Reimbursement Request

Where can I get help about chartstrings?

  • A chartstring indicates the source of funds that will be paying for the trip expenses
  • Chartstring information is entered on the Totals tab in the reimbursement system
  • The instructional video on how to submit an expense report explains how to enter a chartstring (fast-forward to about the 5:40 mark)
  • If you don’t know the chartstring for your trip, contact the finance/budget office for your school or department

I’m adding a personal destination to the beginning and/or end of my business trip. How do I calculate the appropriate reimbursement amount for airfare?

1. The university cannot pay for personal expenses. Therefore, this type of airline reservation must not be purchased with Direct Bill.
2. To document the expenses related to business travel, obtain a comparison quote for round-trip airfare to/from the business location at the time of booking. The quote must reflect travel dates that coincide with the meeting/conference dates. 

Tell me more about receipts

  • Once receipts have been uploaded, you can confirm their availability by clicking on the “View Receipts/Documents” link
  • The “Date Paper Work In” field only updates periodically throughout the day, but update is not immediate
  • Only the Accounts Payable/Travel office can delete attachments. Send an email to travel@berkeley.edu with the TRV report number and the receipts that need to be removed

Entertainment Reimbursement

Campus Shared Services is available to support the processing of Entertainment reimbursements. 

Electronic versus paper-based signatures

Employee-Traveler – Direct Entry

By submitting the report online, the traveler will certify that the expenses are business-related, accurate and complete.  Their CalNet authentication to log in to the system is their electronic signature. A wet signature is not needed.

Employee-Traveler – Report Prepared by Someone Else

Meal Expenses: Tell me more about Actual vs Per Diem?

UC Policy allows for the use of per diems when traveling to international or off shore US (Hawaii, Alaska, Puerto Rico, the Northern Mariana Islands, and possessions of the United States) destinations. Per diems are also permitted for domestic travel of 30 or more consecutive days.

How do I access the system?

  • All employees can log into the system to enter an expense report for themselves
  • Employees needing to enter expense reports for other employees, students or visitors will need the Travel Preparer role, which can be requested through SARA (https://sara.berkeley.edu)
  • Link to the system (https://reimburse.berkeley.edu/login.asp)

Is a credit card statement an acceptable receipt?

A valid receipt will show specifics about the purchase – what was purchased, when, where, the amount, and proof of payment. Generally, the person making the purchase possesses the receipt, which substantiates who should be reimbursed. For airfare, hotel and car rental, a detailed receipt is required, (duplicate receipts can usually be obtained from the merchant) though a credit card statement may be requested as evidence of who paid for the expense. A receipt is also needed for conference registration fees and when any single expense is more than $75.