Travel Arrangements

Please consult your SASC finance representative when planning travel to go over required documentation and UC travel policies. After consulting with your finance team representative, you may book travel in any of the following ways:

1. You may book travel through Concur  and charge the business credit card. This is the preferred method because you can select the best options for yourself, pay nothing out of pocket, UC travel insurance automatically kicks in, and get UC rates for your travel needs. Concur offers university employees travelers excellent pricing options for airfares, hotels, and car rentals through a secure web portal, with options ranging from full agent assistance to online booking. Please book airfare, hotel, and car rentals through Concur whenever possible. Here is a link on How to Book Travel.

2. Send your travel arrangement details and needs to your SASC finance representative, and SASC may reserve your travel needs and forward your reservation confirmations. Although this may take about a week to fulfill, you pay nothing out of pocket for airfare and hotel.

3. You may make travel arrangements on your own, then be reimbursed upon your return. Keep in mind UC travel policies as you may not be fully reimbursed if your expenditure falls outside policy and unallowable. You will need to opt-in to enroll in the UC Business Travel Program for free travel insurance coverage. Outside or 3rd party travel insurance is not reimbursable.

Travel should be planned in a way that reduces costs to the university. For example, using Concur to make airfare, lodging, and car rental reservations automatically gives you access to the university's car rental agreements (insurance included), lodging agreements (corporate rate), and airfare programs (no penalty for canceling refundable flights). Making reservations outside of Concur may inadvertently disconnect the traveler from benefits such as automatically included insurance coverage, exposing the traveler and the university to uninsured risks. Remember to enroll in the UC Business Travel Program for free travel insurance coverage.

The SASC Finance Team is available to answer any travel-related questions and assist with travel arrangements. Please review the UC Travel Policy for more information on UCSB travel guidelines and policies.

AB 1887 Travel Prohibition to Certain States Using State Funding Source

Here is a link to more information about this travel ban. Please consult with your SASC finance team representative to review funding. FAQ about AB 1887 requirements.

Insurance

Travelers who make transportation travel arrangements such as booking flights and car rentals through Concur are automatically enrolled in insurance. Insurance is not reimbursable for these types of expenses (as they are considered “add-ons”) if they are purchased outside of Concur’s preferred travel agencies and supported online booking tools.

University travelers must enroll in the Business Travel program if traveling outside of California. This will provide insurance coverage while traveling. If arrangements are made through Concur, then enrollment is automatic and filling out the form is not necessary. University property is automatically covered by insurance against theft with set deductibles for forced and unforced entry. Additional insurance can be purchased, although it may not be reimbursable. Details on the UC insurance program are available at this link and this link.

Travel Advances

Travel advances are used to help pay traveling expenses that occur prior to an actual trip. Proof of purchase is needed for airfare, lodging, registration, and travel expenses. Any other arrangement for pre-trip costs needs pre-approval. Travel advances should be requested from SASC at least three weeks prior to departure to ensure that the checks will be ready on time.

Travel Advances: Submitting a Request (Pre-Authorization for travel or entertainment)

How to Create and Submit a Request Video (1:56 min)

• Event/Trip Name (Travel Dates - Destination - Project Code)
• Report Type (Dropdown option - Travel/Entertainment Request)
• Request/Trip purpose
• Business purpose (Detailed reason for travel or entertainment)
• Request/Trip start and Request/Trip end dates
• Destination City/Country
• Host Name (For entertainment or employee morale events)
• Expected Expense Screen: We recommend adding in anticipated expenses such as lodging, meals, or registration. This step will save you time when you return from your trip.

How to Request a Cash Advance Video (0.33 min) 
How to Apply a Cash Advance Video (0.54 min) 

All travelers that receive a travel advance must submit an expense report within 21 days after the completion of travel.

Allowable expenses and guidelines for booking:

Conference Registration

• Traveler must provide a copy of event agenda. Receipts must be itemized.
• Justification is always needed for attending an event. Please submit event information with your expense report such as an agenda, invitation, or itinerary.

Transportation

• Airfare: Economy only, US Flag carrier if international travel. Please contact your financial coordinator in order to book your flight to utilize direct billing to UCSB. This is strongly suggested and preferred. Receipts must be itemized if not booked through Concure or Connexxus;
• Train/Bus/Taxi (no limo service): UC Policy reimburses the most economical means;
• Parking fees;
• Rental Car insurance is not reimbursable. Book rental cars through Concur or UCSB Transporation & Parking Services. Only intermediate or smaller vehicles are reimbursable. Luxury cars, including Teslas, are not reimbursable. Receipts must be final and itemized, and a quote or reservation confirmation are not receipts.
• Mileage Reimbursement Rate for personal cars;
• UCSB Vehicle Rentals: Transportation Services provides clean, safe and reliable vehicles to meet the transportation needs of University departments. Maintained by a team of professional technicians, TPS provide cost-effective short-term and long-term (assigned) rentals. Vehicles include sedans, multi-passenger vans, box trucks and Suburbans. Rental rates depend on the type of vehicle and length of rental. Vehicles are for official University business use only.Plan in advance, with a minimum of 2 weeks notice per request.

Lodging and Meal & Incidential Expenses

Please book your hotel through Concur whenever possible. This is strongly suggested and preferred. Please ensure that receipts are final and itemized, and keep in mind that reservation confirmations are not considered receipts. All rates, including room nights and meals, must adhere to the standard UC's Travel Regulations G-28.

Travel Reimbursement

Please visit the Travel & Entertainment Reimbursements webpage in Resources.