Report Expenses

Submit a Travel Expense Report

After every University paid business or research trip, a record of the expenses must be submitted. Per policy, the expense report must be submitted within 45 days after returning from the trip. An expense report is required, even if no reimbursement is due to the traveler.

Employee travelers can submit their expense reports directly in the travel Reimbursement System.

Guests and students should contact the department that sponsored their travel for specific instructions. Most departments have report preparers who can assist. Campus Shared Services is available upon request, but processing times may be lengthy.

How to Get Reimbursed
Documentation and Receipts

Roles and Responsibilities

Traveler

What the Traveler Should Know

  • UC travel and entertainment spending policies, at least as they relate to the circumstances of their own travel
  • If there are any funding source or departmental restrictions on paying for the activity
  • Every travel expense has an approver separate from the traveler, and if the approver disallows an expense, it will not be paid or reimbursed

What the Traveler Should Do

  • Observe normally accepted standards of propriety in the type and manner of expense incurred
  • Purchase travel services through ConnexUC whenever reasonable
  • Register travel in UC Away if travel is booked outside of ConnexUC
  • Report expenses and claim reimbursement in an ethical and responsible manner
  • Submit expense reports timely, and respond promptly to requests for details and documentation
  • Return any unused university resources, such as unused prepaid airline tickets, excess travel advance funds, etc.
  • Never use university resources to pay for personal expenses

Preparer

What the Preparer Should Know

  • UC travel and entertainment spending policies

What the Preparer Should Do

  • Coordinate with the traveler to ensure all expenses are reported and all documentation is provided
  • Enter trip information into the Reimbursement System on behalf of the traveler

Approver

What the Approver Should Know

  • UC travel and entertainment spending policies and funding restrictions

What the Approver Should Do

  • Review expenses for reasonableness, appropriateness, accuracy, and policy compliance
  • Approve or deny requests in the system
    • May message other approvers within the system to get their documented approval on funding source or exceptional items
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