Traveler, Preparer, and Approver 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

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