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
If Asking a Preparer to Submit Expenses on Your Behalf
- Employees who choose to ask a preparer (e.g., an assistant, colleague, or third party) to submit business-related expenses to the employer remain fully responsible for ensuring that all expenses are submitted in compliance with the university's reimbursement policy
- Specifically, employees must ensure that:
- Documentation is accurate and complete, including receipts, invoices, and any other required substantiation for the expense
- Submission of the report to the approver within the financial system within 60 days
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