As we announced in February, effective July 1, 2019, the Office of the President (UCOP) issued new guidance in their systemwide travel policy, G-28. This new guidance focuses on the possible reimbursement of dependent travel and dependent care expenses for staff, faculty, and prospective employees while on travel status. We understand there is not a lot of travel happening at the moment per the shelter-in-place mandate but in order to be prepared, we have updated our travel policies and modified the travel reimbursement system to implement the necessary changes. More information about the update to the policy is available on the travel website.
In addition to the updates around the policy change, we updated the look and feel of the travel reimbursement system to be consistent with the entertainment and other expenses reimbursement pages.
There are two very important things to consider before you submit reimbursement requests related to dependent care.
- Documented pre-approval is required prior to travel. This step is essential because there isn’t an exception process if you do not get approval ahead of time.
- All associated reimbursable expenses will be taxable. The applicable tax withholding will occur on a subsequent paycheck for the employee who is requesting reimbursement.
If you have any questions, please email the Travel & Entertainment team at firstname.lastname@example.org.
Vice Chancellor of Finance and Chief Financial Officer