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.
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
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.
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.