Roles in the Travel Process

Traveler ResponsibilitiesTravel Policy in a NutshellRoles in the Travel ProcessUC Policies

When following the process of planning a trip and then paying for it, there are several steps along the way. The current process on campus is:


Decides there’s a need to travel:

  • Usually determines where and when
  • Brings into consideration an approximate cost

Often the travel needs pre-approval:

  • Does the supervisor support the business purpose?
  • Is there funding?
Traveler works with appropriate authority to authorize the trip

Makes the travel plans:

  • Reserves flight, hotel, rental car
  • Figures out logistics of itinerary
  • Takes care of pre-trip details
    • Registered for UC Travel Insurance coverage?
    • Has valid personal credit card or UC Corporate Travel Card?
    • Has sufficient cash? Know how to exchange for foreign currency?
    • Has valid photo ID, passport, visa?
    • Knows options for ground transportation?
    • Has contact information for parties at destination?

Traveler may do this themselves or work with an ‘arranger’ in their department
  • Departs
  • Conducts business away from headquarters
  • Returns
5 Recognizes need to report expenses and get reimbursed for anything that was paid out-of-pocket:
  • Gathers documentation that supports the business purpose and explains any unusual or special circumstances
  • Collects receipts
  • Reviews trip log/diary/calendar to help recall where money was spent

Enters information into a form so that details are recorded and a request for reimbursement can be submitted:

  • Fills out the CSS form or alternative departmental process
    • Accounts for all of the expenses – transportation, lodging, meals, miscellaneous
    • Provides a business purpose for the trip
    • Explains any extraordinary expenses and gives a business-related justification
Traveler may do this themselves or work with a ‘preparer’ in their department or in CSS
7 Signs the form to certify expenses are accurate Traveler
  • Reviews and approves the expense details
  • Signs the form to indicate approval:
    • Evaluates for policy compliance
    • Agrees that expenses are charged to a valid funding source
    • Follows-up with traveler on any questionable expenses or activities

This action is performed by various roles depending upon who has been delegated the authority based on:

Funding Source

  • Contract/Grant funds
    • Research Administrator
  • Departmental funds
    • Department Head
    • Manager
    • CAO
    • CSS


The approver may not directly or indirectly report to the traveler


Information submitted to CSS:

  • Logs on to BearBuy
  • Completes CSS Non-Purchase Request form
  • Attaches pdf of back-up documentation
  • Submits
Traveler may do this themselves or work with a ‘preparer’ in their department or in CSS
10 Processes transaction for final review and payment CSS and Central Accounts Payable
traveler may be faculty, staff, student, or hosted guest who travels on official, university-related business.
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