uc davis travel reimbursement

Supply Chain Management

Aggieexpense: reimbursement methods.

When completing the report header, the Reimbursement Method must be selected to indicate how the reimbursement will be delivered. 

1. direct deposit/paper check.

All UC Davis staff should enroll in Direct Deposit for Reimbursements .

2. Mail to Department

There are special instances when a traveler needs a paper check delivered to their home department. For travelers who work for more than one department, the check will be mailed to their home department code as defined in UCPath.

3. Mail to Address in Profile

When option 3. Mail to Address in Profile, is selected, the system will pull the address information from the user's AggieExpense - Profile - Expense Information screen. Ensure this information is accurate before submitting a report.

4. Wire Transfer

When a guest traveler requires reimbursement to a foreign bank by wire transfer, a two-step process is required.

• Choose option 4. Wire Transfer in the report header.
• Complete the Wire Transfer form .

DO NOT ENTER BANK ACCOUNT INFORMATION IN AGGIEEXPENSE.

Once submitted and fully approved, the Quality Assurance processing team will send the expense report to the Accounts Payable Disbursement team. The AP Disbursement team will process the wire transfer. 

The UC Davis Travel & Entertainment Team provides a broad range of services, including expense reimbursement, Travel & Entertainment Card program management, and guidance on policy requirements.

Complete details can be found here:    Travel & Entertainment  

How to Travel at UC Davis

Frequently Asked Questions Regarding AB 1887 

List of States re: AB 1887

Finance & Business

Reimbursement information, reimbursements are payments made to employees for purchases for official business use (teaching, research, public service, patient care)..

Refer to the information on the Payment Request instructions page .

Global Affairs

Trip Registration and Travel Insurance

Travel registration and insurance information, trip registration.

Per UC Davis policy   (PPM 300-32, International Travel) , international travel on university business must be registered. Trip registration takes less than a minute and affords UC Davis travelers a number of benefits including:

• Customized, location-specific alerts to mitigate disruption to travel plans
• Access to valuable travel insurance and emergency contact information
• Timely assistance, including emergency evacuation, in the event of a crisis

Note: Travel booked via AggieTravel/Connexxus  is automatically registered and a separate registration is not required. Travel booked outside of AggieTravel/Connexxus must be registered.

Once your trip is registered, you will receive an email from Worldcue ® Traveler. All travelers are strongly encouraged to complete their Worldcue ® travel profile, to include updating emergency and travel contact information, as well as customizing travel alert settings.

In addition to automatic registration , AggieTravel/Connexxus grants UC Davis travelers access to discounted fares, more flexible booking classes, and a number of other travel perks.

Additionally, UC Davis personnel may register  personal travel to receive customized, location-specific travel alerts. 

Register Your Trip

Travel Insurance

UC Davis employees (and their companions) traveling on university business are covered 24 hours a day, worldwide, for a variety of contingencies. Once your  trip is registered , you receive a “Welcome” email that includes access to your insurance card as well as critical emergency contact information.

AXA Assistance, a leading global travel and medical assistance provider, serves all University of California travelers when they travel outside the U.S. for UC-affiliated purposes. For an overview of AXA Assistance services please reference the AXA Overview . Additional services included in the AXA Assistance coverage are Global Teleconsultations and Remote Behavioral Health Crisis Consult.

Global Teleconsultation

UC international travelers can receive the medical care they need without having to step outside. The use of communication technology allows AXA to optimize global medical care and provide 24/7 access to teleconsultation services for UC travelers.

Medical teleconsultation enables travelers to have a healthcare experience via video consult using the ‘Doctor Please!’ mobile app or over a phone call. For minor ailments and conditions, licensed medical providers offer medical advice, treatment options, assistance with prescription refills and provider referrals when needed.

Remote Behavioral Health Crisis Consult

AXA helps international travelers by providing emergency access to U.S. Ph.D. and master’s level mental health professionals by phone for psychological support, crisis intervention and stabilization. The AXA medical team will work in coordination with the mental health provider to find appropriate continued care, whether that be a referral to a local counselor, or to facilitate hospitalization or repatriation when necessary. This service is intended to provide immediate support and transition to appropriate continued care, with a limit of three remote sessions per case while the appropriate follow-up treatment is being arranged.

COVID-19 Coverage

AXA Assistance will cover COVID-19 related medical expenses. This includes care if the traveler does get sick during their travel but will not cover testing. Additionally, quarantine is no longer a trigger in the Trip Delay benefit. It is now a stand-alone benefit for up to $2,000 of eligible expenses. For the quarantine coverage to apply the isolation or quarantine must be a requirement of a medical provider or government. If the traveler isolates as a precaution but is not required by a medical provider or government it is likely to not be covered by the insurance policy.

Employee and Student Benefit Summary

Employee Benefit Summary

Student Benefit Summary

Travel Insurance Coverage for Personal Travel

UC Davis personnel have the opportunity to purchase insurance coverage for their personal travel at nominal rates. Personal travel coverage includes many of the same benefits and services of the University of California’s b usiness t ravel insurance policy.

More Information

UC Davis travelers with general travel security questions are encouraged to contact Global Affairs at (530) 752-4129 or  [email protected] . 

For questions regarding the university’s travel insurance program, contact UC Davis Risk Management at  [email protected] or UC Davis Global Affairs at (530) 752-4129 .

Travel and Entertainment Reimbursements

Aggieexpense  is used by uc davis employees to document and reconcile travel and entertainment expenses, procurement card and travel card expenses, and process professional expense reimbursements..

Important Notes: 

A new  account allocation process is coming in January  and will impact ALL AggieExpense users, including Davis campus AND Hospital users.

AggieExpense...

• is for employees of UC Davis and UC Davis Health. 
• is used to make  airline, hotel, and car rental reservations
• is used to submit  travel and entertainment  (including Travel Card expenses),  professional expenses , and  Procurement Card expense reports .
• provides a link to the  ConnexUC travel portal .
• provides  mobile platform access .
• cannot be accessed by students (who are not also UC Davis employees) or guests .  UC Davis employees can use AggieExpense to make travel arrangements for non-UCD travelers on official university business.

Reports are entered in AggieExpense by employees seeking reimbursement, by an employee's designated departmental delegates, or by delegates who prepare expense reports on behalf of visitors and students.

New Employees

If you are a  new employee , gaining full access to AggieExpense can take five to ten business days.

Visit the  Help and Training Resources  page for multiple help resources.

Safety Services

Travel insurance, all international travel must be registered and uc covers travelers worldwide on official university business..

Subscribe to our email list to receive travel alerts and warnings, travel insurance evacuation orders, security benefit updates, and more.

Trip Registration

• BFB-G-28: Travel Regulations (UCOP)
• PPM 300-32: International Travel

How to Register?

All airfare booked through the AggieTravel online tool will automatically be registered. For reservations made outside of AggieTravel, you must register your trip prior to departure through UC Away: Trip Registration

Why Register?

Accurate information on your travel plans is needed to deliver the services and protections the travel insurance policy offers. Your registration information serves to verify eligibility to the insurance company if you submit a claim, use any benefit, or request travel assistance services. Registering travel will also help direct aid to travelers in the event of natural disaster or major political event in their travel destination.

How to update your emergency contact information?

Once you register your trip, you will receive an email with a link to activate your Worldcue® TRAVELER account. From this link, you'll be able to login to your personal TRAVELER website, go to "My Profile," and update your emergency contact information.

UC Travel Insurance

The University of California's travel insurance coverage provides protection at no cost while traveling worldwide on official university business, 24 hours a day and seven days a week.

Effective June 1, 2022, the travel assistance provider for the UC travel insurance program has changed from Chubb-United Global Health Care (Chubb-UGHC) to Chubb-AXA. For travel and medical assistance services after June 1st, please contact:

• Inside US Call +1855-327-1420
• Outside US Call +1 630-694-9804
• Email [email protected]

Read more about UC Travel Assistance Services

Who is covered?

• Also eligible for coverage are spouses, domestic partners, dependents, and traveling companions.
• Independent contractors hired and controlled by the University qualify for coverage

What is covered?

Coverage is broad and includes: medical care and evacuation, loss of personal property, extraction for political and weather related reasons, travel assistance services.

• Benefits Summary (.pdf)
• FAQs (.pdf)

How do you get your insurance card? Upon registering your travel you will receive an email containing an insurance card and the toll-free number to call in an emergency.

Personal Travel Insurance Program

You can purchase UC Business Travel Program benefits for your own personal travel through the UC Personal Travel Program .

Antarctica / Greenland Travel

All travelers must submit the Greenland-Antarctica Travel Affidavit to [email protected] before travel begins.

Cuba Travel

All travelers must submit the AIG Cuba Travel Certification to [email protected] before travel begins. Only the first two pages of the document need to be completed.

Travel to highly sanctioned countries

Travel to highly sanctioned countries (Iran, North Korea, Syria, and Crimea Region) requires prior notification to AIG-- please email [email protected] with the following information:

• The number of travelers
• Purpose and length of visit
• Where in the country/region they will be traveling
• If the travelers will meet with or be accompanied by government officials

Submit the above information to [email protected] before travel begins.

Travel Reimbursement

Graduate students are eligible for travel expense reimbursement from the department of linguistics for presenting papers or posters at an eligible conference..

The graduate student travel award is for travel between July 1 and June 30 of a given academic year.

Travel reimbursement policy and procedures:

• The conference for which reimbursement is requested must occur in the year for which the allowance is being used.
• To receive a travel award, you must fill out and submit a Travel Reimbursement Form . This can be done as soon as you have an abstract accepted for a conference. 
• Reimbursable expenses include travel and lodging costs, conference registration fees, meals, and materials (including posters and handouts).
• Costs incurred for materials are reimbursable up to a maximum of $120 per event.
• This funding may be used to supplement any travel expense grant from any other source, including the Office of Graduate Studies travel awards
• In no event can funds received exceed reported expenses.
• Check with the Graduate Coordinator to find out about current procedures for submitting an expense report with receipts.

Guide to applying for funding

For more information, download A Guide to Applying for Funding for Research, Travel, and Language Study for Linguistics Graduate Students . This document contains detailed information about research awards, fellowships for linguistic research of all types, and the processes of applying for grants and preparing budgets. It includes a list of pre-dissertation, travel, language study, dissertation, postdoctoral, and general UC awards and funding organizations. It also includes examples of successful funding proposals that UC Davis linguistics graduate students have prepared.

METRO CLUSTER

Quick links +, before you travel:.

Travel Expense Credit Card: If you are a university employee you are encouraged to apply for a travel expense card to pay for your expenses while you are traveling. For details please go to : http://afs.ucdavis.edu/our_services/travel-e-entertainment/te-visa/index.html

Please note that any out of pocket expense will not be reimbursed until you return from your trip.

Conference Registration: can be paid for by the Metro Travel staff to the conference organizers, with your travel expense card, or with personal funds.

Airfare: can be paid through Connexxus within Aggie Travel, your travel expense card, or with personal funds. We cannot reimburse for airfare paid by a third party. (link for Connexus within Aggie travel: aggietravel.ucdavis.edu )

Car Rental: Travelers are expected to us UC System wide agreements when possible. (Hertz, Enterprise, and National). UC Travelers should decline any additional insurance. Any purchase of additional insurance is NOT REIMBURSABLE. Please be sure to read Best Practices: Renting a car : ( http://afs.ucdavis.edu/our_services/travel-e-entertainment/nubn/documents-nubn/best-practices/BP-Car%20Rental.pdf )

International Travel:

U.S. Department of State travel advisory list

Country security rating map

If you are traveling internationally it is important that you register with the university for insurance and safety purposes. Please register you travel here: Insurance Coverage - Register your business travel with UC Away

Non employees: If you are a non employee (including students who do not hold a payroll appointment at UC Davis) Please contact [email protected]

During your trip:

The rule of thumb is . . . “when in doubt, save the receipts.”

Conference Registration : If you registered prior to the trip and you did not get confirmation of payment, please obtain a receipt at the conference, which confirms receipt of payment and the amount paid.

Ground Transport (Rail, buses, and taxis): Save receipts. If you get handwritten receipts, be sure the date is filled in.

Keep Each Trip’s Expenses Separate: Each individual trip must be accounted for separately.

When you return:

SUBMIT YOUR TRAVEL EXPENSE REPORT AND RECEIPTS PROMPTLY: The quicker you turn in your receipts, the quicker you will be reimbursed. If you fill out the Travel Reimbursement form completely and accurately, you can help to speed up the reimbursement process.

Getting reimbursed:

If you are an employee please go to aggietravel.ucdavis.edu to complete a travel EXPENSE report (do not complete a travel expense request).

If you are a non employee please complete the form found here ( Travel Expense Request Form ) and send it to [email protected] .

Additional tips:

Meals & Incidentals: UC reimburses actual costs of meals, up to a maximum of $62 per day.

Lodging: The receipt must be in your name and itemized. While it may be convenient for one person to make two reservations, make sure that when you pay, the receipt lists you as the hotel guest.

Ground Transport: Save receipts. If you get handwritten receipts, be sure the date is filled in.

Don't Pay For Other Travelers : each traveler must pay for their own travel expenses and submit their own receipts with the request for travel reimbursement. Do not pay for someone else's meals, travel, lodging, etc., with either cash or credit.

Adding Delegates

If you would like assistance from the metro travel staff please add us as delegates. Instructions can be found here: http://afs.ucdavis.edu/systems/aggie-travel/docs-tools/desk-refs/delegate-setup.pdf

Please add the following delegates and give all of us "can prepare" and "can view receipts" access:

Alexis Arevalo-Phung Sondra Bryd Gillian Ceja Patricia Harlan Francisco Melgoza Josef Spridgen

If you have additional questions please visit the travel website here: http://afs.ucdavis.edu/systems/aggie-travel/index.html

Or contact [email protected]

UCOP Announces New Travel Reimbursement Rates

• by Dateline Staff
• September 19, 2017

New reimbursement rates are coming in mid-October for lodging and meals for UC business travel, the UC Office of the President announced last week.

• Lodging reimbursement within the lower 48 states will be capped at $275 per day, before taxes and other hotel fees. Under existing policy, all reasonable rates for the locale are permitted. If, under the new policy, a traveler is unable to secure a room at or below $275, the traveler must submit written justification as to why a rate under the cap could not be obtained and provide screenshots of price comparisons within the proximity of the meeting location. The price comparison will need to be performed at the time of booking.
• M eal and incidental expenses reimbursement will be $62 per day, down from $74.

UC Davis Accounting and Financial Services has posted more information, including Q&As, regarding the changes to UC Policy G-28.

The new lodging and meal rates are among a number of policy changes taking effect Oct. 15 to strengthen the university’s management of its resources and improve operations.

The changes will enable the university to better align its policies and procedures with best practices and to more effectively manage costs. They also align with recommendations in a recent state audit of the Office of the President that was issued in April.

“These measures, and others we will be taking, will ensure the continued careful management of our resources and transparency in their use across the UC system,” President Janet Napolitano said. “Every organization, including UC, has room for improvement. We’ve made significant progress so far, and we will continue to do so.”

Other new policies will:

• Eliminate prospectively car allowances for newly hired or appointed senior management group level employees, or current senior management level employees transferring to a different position.
• Eliminate prospectively supplemental retirement contributions for newly hired or appointed senior management group level employees, or current senior management level employees transferring to a different position.
• Eliminate cash relocation allowances for senior management group and management and senior professional level employees. Under the new practice, the university will reimburse employees for limited, documented eligible transaction costs associated with the sale of a primary residence.

In addition, at the Office of the President, UC-issued cell phones, tablets and MiFi contracts are being reassessed and will be allowed only if a position requires remote access or before or after work hour access. The revised cell phone policy also outlines restrictions on phone replacement.

Earlier this year, Napolitano convened a task force chaired by Chief Operating Officer Rachael Nava to implement the state auditor’s recommendations. These new changes are responsive to the state audit recommendations and the result of extensive consultation with internal stakeholder groups, including campus representatives. In addition, UC surveyed the prevailing practices of other universities, and state and federal agencies.

More details about the university’s implementation of the state audit recommendations and the timing of additional policy changes are available on the UCOP Audit Implementation Plan website .

UC Strategic Communications and Media Relations contributed to this report.

Follow Dateline UC Davis on Twitter.

Media Resources

Dateline Staff, 530-752-6556, [email protected]

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UCOP Announces New Travel Reimbursement Rates

• by Dateline Staff
• September 19, 2017