Travel Arrangement

This page is meant for information dissemination for the department of Integrative Biology and Physiology at UCLA.

Online booking is available through the Concur portal using your UCLA Single Sign-On. Please allow at least 2 weeks advance notice prior to your travel date to process airfare booking.

Concur is a secure, web portal with access to UC’s Systemwide Travel Program comprehensive rates and benefits for all those affiliated with UC. It is important to note, we can only do direct billing for airfare; however, Concur can also be used to book all your other travel needs (lodging, car rentals, rail).

For additional information, please refer to the following link:

Travel Guidelines

University policy is that all business travel shall be properly authorized, reported, and reimbursed in accordance with UC policy, UC Business Policy G-28. Under no circumstances shall personal expenses be charged to, or be temporarily funded by, the University, including the University Travel and Entertainment Card. Procurement Card should not be used for travel purchases.

As per Spring 2025, new travel and entertainment guidelines have been enacted. New Travel and Entertainment Guidelines

Every unit / department is responsible for the financial solutions needed to weather this difficult time. UCLA leaders should critically consider all travel and entertainment expenses even if there are no pre-approval requirements. 
ExpenseUnit/Department Oversight & DiscretionCAO/CFO Pre-ApprovalTravel Accounting Pre-ApprovalNot Permitted
Essential travel not listed with a*XXX
Faculty, researcher, or student travel for scholarship*XXX
Study abroad programs*XXX
Faculty, researcher, or student travel to conduct necessary research*XXX
Sponsored research travel*

(generally refers to research activities that are specifically outlined in a grant provided by an external agency including a government agency, private company, or foundation)		XXX
Faculty, researcher, or student travel to attend a conference for scholarship*XXX
Staff conferences (see FAQs for details)XXX
Local conferences that do not require lodging or daily meals and incidentalsXXX
Meeting or training participation required by a grant or required to maintain grant fundingXXX
Employee entertainment activitiesXXX
Employee morale activities (do not require lodging or airfare; limited to once per quarter)XXXXXX
Employee retreats or team building trips that require lodging and/or airfareXXX
Commencement activities within BUS-79 policyXXX
Student / alumni entertainment activities within BUS-79 limitsXXX
Sponsorship for events hosted by other organizationsXXX
Recruiting meals or tripsXXX
Fundraising trips and activitiesXXX
Mileage in excess of an employee’s regular commute (not related to remote work)XXX
Activities required under a collective bargaining agreementXXX

Pre-Approvals

We’ve been asked to reduce non-essential travel and entertainment at this time.  While the timing of the restrictions and guidelines announcements are not ideal, we are all asked to review our plans to adhere to the current policies.  The recent guidelines do provide us information in terms of outlying travel and entertainment items that fell outside of the previously gray or prohibited categories.  To those that fall in the “scholarship” or “researcher” categories listed in the June 5th guidelines announcement, pre-approvals from our CAO, Melba Tolbert, is required for certain reimbursement or requisition.

To streamline the process, Sheena Sanchez will be collecting pre-approval requests on Melba’s behalf.  

When requesting pre-approval, please provide me the following:
-Event/meeting/travel date
-Event/meeting/travel location
-Business justification as it applies to the “scholarship” and/or “researcher” categories.  Include any justifications in terms of funding or program requirements, etc.

You can also create your own pre-approval verbiage for consideration.  A sample you can pull from:
“This memo is to provide pre-approval for the XXX seminar for the XXX program with seminar speaker, XXX in the XXX lab.  This student seminar series is a requirement of XXX. program, [insert link to program requirements]. The seminar series is held once a month, in-person only, on XXX.  The purpose of the seminar series is for the students to present their research and receive feedback from their peers. The seminars are held at XXX time in a conference room since that is the most convenient time that the students can meet and present. XXX students of XXX program in their first year are required to attend all student seminars, and continuing students are required to attend once per quarter. Attendance is taken at the monthly seminar series, and this counts toward their program participation. The seminar series itself is a line item on our budget and is accounted for fiscally.

As per the new travel and entertainment policy provided on XXX, the seminar series falls under scholarship and therefore has my pre-approval.”

Requests should be sent into Sheena Sanchez prior to 12pm, daily.  Sheena Sanchez will provide Melba the compilation of requests at the end of day. Requests should be sent into Sheena Sanchez prior to 12pm, daily.  Sheena Sanchez will provide Melba the compilation of requests at the end of day. Please make sure to provide proper time between submission and your requested event/meeting/conference for review and response. Request responses will be provided accordingly after the requests are fully reviewed.

For the requests that require Travel Accounting Pre-Approval, please complete and email the UCLA Entertainment Worksheet to Senior Director / Tax Director Scott Monatlik (smonatlik@finance.ucla.edu(link sends email)). Pre-approval requests must be submitted prior to making any event commitments. 

Forms of Payment for Travel Expenses

The following can be paid directly by the University to minimize employee out of pocket expenses:

–Airfare (Should be done via Concur). Requests made through Concur and using UC Travel assisted booking can be direct billed (funded directly from an FAU). Please note that this option does include a required agent fee.

If unfamiliar with booking, please review walk-through here: CONCUR UC Travel Assisted Booking

–Conference Registration can also be paid directly, if conference/symposium/meeting allows PO payment. If this option is being used, please allow at least 14 business days for the PO processing. All options for Paying Registration Fees.

Travel & Entertainment (T&E) Card

With the approval of the CAO, eligible department personnel can apply for a Travel & Entertainment (T&E) card.

The T&E card is intended to cover most business travel related expenses, including lodging, food and transportation.

  • Cardholder is personally responsible to pay balance due on time.
  • T & E Card can only be used for travel and entertainment expenses that are related to University business and reimbursable under University policies. No personal expenses are allowed.
  • Travel-related expenses, such as hotel deposits and conference registration, can be reimbursed/paid in advance if they are purchased using the T&E card.
  • Late fees are not reimbursable, per University policy. Cardholder is responsible for paying the late fee directly to US Bank out of personal funds. Late fees are assessed on any outstanding balances after about two billing cycles/60-days from transaction date.
  • Please retain all receipts/invoices received for transaction using your T&E card as they will be required for expense report.
  • Please visit the UC Policy and T&E Coverage & Use websites for additional information.
  • Please see the T&E Cardholder Agreement with US Bank.

Personal Funds

Personal Funds

If personal funding source is being used for business travel, please make sure to keep all receipts/invoices. They will be required for the reimbursement.

If hotel or registration is paid with a personal funds (cash or credit card), travel must be completed before expenses can be submitted for reimbursement.

Travel Reimbursements

  • Travel of Less than 24 Hours – When the entire length of a trip is less than 24 hours, meals and incidental expenses cannot be reimbursed unless the travel includes an “overnight stay” as supported by a lodging receipt.
  • Per University Policy, Travel reimbursement must be completed by Travel Accounting within 45 days from completion of trip or it will be treated as imputed income and taxable.

Travel and Entertainment reimbursements are the most highly scrutinized category. Please make sure to retain all receipts and invoices from your business travel.

Please refer to the following policy if there are any additional questions:

Please also review IBP Reimbursement Policy Overview and Concur Demonstration October 31, 2024 from Fall 2024.

Reimbursable Expenses

Airfare

  • Direct billing of airline ticket is strongly recommended. Refer to “Forms of Payment for Travel Expenses” for details.
  • For reimbursement of airfare, the original receipt for the ticket is required. If traveling with an e-ticket, the email receipt/confirmation with proof of payment will suffice. All flight receipts/documentation must include the form of payment (e.g., if the airfare was paid with a credit card, it may include VISAxxxxxxxx1234).
  • Travel packages that are not itemized will not be reimbursed (i.e. Expedia, Orbits, Travelocity) as they do not provide itemized receipts/folio as required by IRS regulations.

Rental Car

Please use UCLA’s preferred car rental company (currently Hertz, National, and Enterprise) according to University policy. Please refer to the University’s Car Rental Contract Rates for additional information.

  • Do not take the additional collision damage waiver (CDW), as the University’s negotiated rate includes this coverage.
  • Any additional insurance purchased is not reimbursable and will be at the cost of the traveler.

Parking

LAX offers parking discounts for UCLA employees through The Parking Spot, UCLA’s preferred partner. You will save 25% off the regular rates by downloading the Parking Spot App and using the company code: UCLA0620. Please refer to the University’s Airport Parking Discounts & Contract Rates website for additional information.

Lodging

Effective January 1, 2024 (but only for expenses submitted in Concur after April 19, 2024), the following limit will be in effect for all Continental US travel:
$333/night (not including taxes and mandatory hotel fees)

  • If the traveler is unable to secure lodging at $333 per night or less, the traveler must submit additional documentation such as price comparisons within reasonable proximity of the meeting location. The price comparisons should be performed at the time of booking.
  • A traveler who is required to attend a conference where the prearranged conference lodging rate exceeds the $333 per night cap may stay at the conference hotel without exceptional approval.

Original, itemized receipts for all lodging expenses as well as any working meeting expenditures included in the lodging claim are required for reimbursement.

Lodging is not reimbursable if the lodging site is within a 40-mile radius of the traveler’s residence.

Exemption from Occupancy Tax in the state of California

As a general rule, University employees traveling on official University business are exempt from payment of occupancy taxes imposed by certain California cities or counties on “transient” (or individual travelers’) rental rooms. To avoid misunderstandings, travelers should identify themselves as University employees and claim exemption from the tax when checking into the hotel. However, occupancy tax ordinances in a few California cities do not authorize exemptions for University employees. The traveler may complete an exemption certificate if one is required. The form Transient Occupancy Tax Exemption Certificate for Governmental Agencies is available to be used as appropriate.

Conference Registration

Receipts must have name of the individual, name of the conference, amount paid, and method of payment. If not, please submit credit card statement showing all of the items.

Meals

Best practices require original receipts for all expenses because reimbursements are based on actual expenses. Please note maximum meal rate is not a per diem.

The meal and incidental expense maximum is $92/day and there is no exception to the maximum. If meal receipts are lost or unavailable, the traveler may provide credit card or debit card statements showing expense.

When the entire length of a trip is less than 24 hours, (meals for single-day travel will not be reimbursed unless the travel includes an overnight stay that is verified by a lodging receipt. There’s no exceptions for this.

Travel meals are not reimbursable if the conference site is within a 40-mile radius of the traveler’s residence.

Expenses for meals incurred by employees who hold working business meetings while traveling on University business are reimbursable in accordance with the University’s policy on Expenditures for Business Meetings, Entertainment, and Other Occasions BUS-79. Working business meetings held while traveling require the same documentation as other business meeting expenses including receipt/invoice, attendees/guest list, business justification.

MAXIMUM RATES FOR BUSINESS MEALS AND LIGHT REFRESHMENTS (rates as of January 1, 2025)

Breakfast$31.00
Lunch$54.00
Dinner$94.00
Light refreshments ​$22.00

Ground transportation

Travelers are required to use the most economical mode (i.e. taxi, shuttle, train, bus) of transportation by the most frequently traveled route.

Mileage

The current mileage reimbursement rate effective January 1, 2025 is 70 cents per mile for use of a personal car on business travel and will be adjusted periodically to reflect increases/decreases in the Internal Revenue Service (IRS) standard mileage rate.

Please note the following:

  • Privately owned automobiles may be used if the driver has requisite insurance coverage. Please see the travel website for additional information.
  • The University reimburses the lesser of round-trip airfare or mileage. The amount of the actual mileage or the lowest available airfare, whichever is less, is allowed. No additional reimbursement for automobile-related expenses, such as tolls, ferries, parking, gasoline, etc. will be allowed.
  • Mileage claimed to dining venues or restaurants must be within reasonable distance from place of conference or hotel.
  • Mileage to local meetings/conferences should be computed between the traveler’s work location and final destination. Mileage may be allowed between the traveler’s residence and destination if the business travel originates or terminates during a regularly scheduled day off.

Other

All other related business expenses, such as baggage fees, internet fees and phone, are reimbursable with receipts. Business justification(s) may be required for certain requests.

Please review UCLA’s Current Reimbursement Rates for most up to date rates.

Guest Reimbursements

Travel expenses for business guests can be made via Concur. Same as employees, airfare request can be requested through Concur and completed through UC Travel and paid through direct billing.

UCLA affiliated hotels may offer payments for lodging via PO or recharge.

There is no current process to pay for ground transportation directly by department funds (I.E., taxi cab, UBER, or LYFT). Guests can pay for this themselves and reimbursed. Receipts/invoices will be required for submission.

Meals not covered by department are also reimbursable. Receipts/invoices will be required for submission.

Reimbursement for International Visitor

Non-Reimbursable Expenses

As outlined by UC Policy G-28, the following list includes a brief summary of non-reimbursable expenses (This list is not all inclusive):

  • Airfare issued by non-U.S. carrier
  • Any upgrades above coach airfare
  • Personal telephone calls
  • Third party expenses (e.g., buying ticket and paying hotel/airfare and other expense on behalf of others)
  • Out-of-route costs (e.g., a connecting flight/deviation from direct route for a personal business) – reimbursable expenses shall not exceed the cost of hotels, meals, and other expenses that would have been incurred on a direct route to the UCLA business destination.
  • Internet package deals (I.E., Orbitz or Expedia travel packages)
  • T&E Card Late Fees are not reimbursable
  • Others – any other costs determined to be unreasonable or which are disallowed by University guidelines.

Travel Insurance

All University travelers are covered worldwide, 24 hours a day, for a variety of accidents and incidents while on business travel status. The coverage includes:

  • Accidental death and dismemberment.
  • Travel assistance services when the traveler is 100+ miles from his or her home or headquarters, such as emergency medical evacuation, out-of-country medical expenses, loss of personal effects, security extraction and repatriation of remains.

Booking travel through Concur automatically enrolls the traveler in the insurance program for travel outside of California; otherwise the traveler must register their trip on the UC Away website before an out-of-state trip occurs. Registration is not required for travel within California as coverage is automatic.

For information on coverage and how to file a claim, please visit UCLA’s Insurance & Risk Management-Travel Insurance and Risk.

Other Reimbursements

Use of the University’s purchasing system is the first choice for direct payment. Use of employee’s personal funds for purchase of goods and services is strongly discouraged if other options are available. Per LVO Policy 741, $1,000 is the reimbursement limit for purchases, other than travel, working meetings, & conference registrations.

Foreign Travel

All documentation (i.e. itinerary , receipts, agenda)  related to the trip will be needed to process the reimbursement. Itemized receipts need to be submitted.

Per Diem rates for food and lodging are set according to the country and city of travel. 

Foreign Per Diem Rates by Location, DSSR 925

Useful Travel Links

If you have any questions, please feel free to reach out to Sheena Sanchez.