PDF 9250 Travel Expense Reimbursement - cherryhill.k12.nj.us Approval for special entertainment expenses:The vice chancellor Health Sciences has delegated approval authority for expenses to Health Sciences' department chairs. The Executive Vice Chancellor for Academic Affairs has delegated approval authority for special entertainment to Academic Affairs division deans and assistant deans, college provosts, AVCs, and similar unit heads. Below are examples of well-documented business purposes that departments have included in their expense reports. Reimbursement Requests - University of California, San Diego All mileage reimbursement must include a map (e.g., Google Maps or Mapquest) from your home to UCSD showing total mileage. Copyright 2023 Regents of the University of California. Who can approve special entertainment expenses? Travel - University of California, San Diego The Triton Registration Installment Plan allows you to pay your mandatory tuition and registration fees in three monthly installments rather than in one lump sum payment. Complete the Field Operational Planner for your trip. Any necessary and proper expenses not included above may also be reimbursed. Travel Receipts: Reimbursement Requirements - University of California Move and Relocation requires a special approval from MSO, Chair and Dean office. Copyright 2023 Regents of the University of California. Travel must be reconciled within 60 days of the completion. All travel receipts are due within 14 days of trip completion. A basic overview of the application can be found on the Concur Basics page. , UC's travel program, and charge the expense directly to your fund source rather than pay out of pocket. Copyright 2023 Regents of the University of California. Select the expense that you want to create a receipt declaration for and then click on. Other miscellaneous items which are eligible for reimbursement only if they are ordinary and necessary to accomplish the business purpose of the trip, and explanation is included in the claim as to why the expense is being claimed. Only submit receipts for expenditures that were incurred for yourself. Mileage is permitted for personal occupancy vehicles only. You can put the registration or hotel deposit on your. UC San Diego 9500 Gilman Dr. La Jolla, CA 92093 (858) 534-2230, Approval Authority for University Sponsored Standard Entertainment form, route to the EVC Business Office for signature, External and Business Affairs Senior Managers, Elizabeth Simmons, Executive Vice Chancellor, Marie Carter-Dubois, AVC Resource Administration, Collins Ejiogu, Chief Administrative Officer, Erik Mitchell, The Audrey Geisel University Librarian, Heather Hernandez, Chief Administrative Officer. Who can approve standard entertainment:Department chairs, unit heads, ORU (Organized Research Unit) directors, and department business officers have been delegated the authority to approve standard entertainment and meeting expenses consistent with UC San Diego policy. Background: Prior to an event, the host is responsible for providing an estimate and details of planned meal/beverage costs and obtaining approval from someone in the Financial Unit with delegated authority to approve the expenses. These exceptions differ from special entertainment. Attached must be a copy of the itinerary and/or agenda of the travel event. Contact Policy and Records Administration for details. for UCSD business travel. Please follow steps below. These concise but detailed explanations helped move the process along more efficiently. Department chair/ director's expenses:Vice chancellor approval is required on each reimbursement request that is made payable to a department chair or ORU director. Certain receipts are required to report expenses and request reimbursement. Payment will be sent directly from UCSD to the hotel. In order to ensure policies are followed and UCSD agreements are applied, rentals should be done through Concur travel. This event number can be used to make airfare reservations in, Register for UC San Diego Travel Insurance. UC San Diego employees are eligible for a free TripIt Pro subscription. Employees can also use Concur to book personal travel! Travel Request Form - Copy The Travel Request Form shall be completed and signed noting prior approval dates. Eliminates out-of-pocket expenses! See these resources for approving travel reimbursements. ), Ground Transportation (taxi, train, bus, etc.). with attendees and there affiliation for the event. This further delegation of authority is local policy and has been developed specifically for Academic Affairs. The University will reimburse faculty, staff, and students for expenses incurred when traveling on official University business. Travel & Entertainment - Blink Integrated Procure-to-Pay Solutions (IPPS). Note: Reimbursement and receipt requirements do not change if an expense has been prepaid or reimbursed to a third party. The receipt must show the form of payment used, name of passenger (s), dates and routes of travel, airfare class, and amount paid. Traveling soon? Youll also receive helpful updates and reminders so you never miss a beat! considered for reimbursement: A. UC San Diego Student Certification for Business-Related Travelform. You can put the registration on your express card or the departmental express card - preferred method. Provide your confirmation number and the total room rate (with taxes and fees) to the CNS Administrative Assistant. With UC San Diegos new T&E Card program all transactions are automatically paid and flow into Concur for a streamlined reconciliation process. Pre-Travel We follow the Jacobs School of Engineering requirements provided here: Please ask the CNS Administrative Assistant for a travel reimbursement form and turn it in with your original receipts. You can request UCSD submit a check on your behalf. The reimbursement is approximately $1,000 per child, for aid in lieu of transportation. Meal costs can be claimed only for travel longer than 24 hours. Units are responsible for submitting updates or cancellations of approval authority. UC San Diego 9500 Gilman Dr. La Jolla, CA 92093 (858) 534-2230 All rights reserved. Travel and Entertainment Card Corporate-Billed Travel & Entertainment payments simplified! There should be enough detail to clearly establish the UC San Diego business purpose for the trip connected to the traveler and the traveler type, Airfare is highly recommended to be purchased through Balboa Travel Agency in your Concur profile or by calling. Expenses combined in a package usually fail to meet receipt requirements (details below). Additional Travel Policy Highlights can be found in the pages below: Air Travel - Find out more about regulations surrounding travel by plane. Hotel/Lodging (if a room is shared, each traveler must submit a separate receipt and get reimbursed individually. This was a great opportunity to connect our new Triton alumni with other Tritons in the region and build mentorships with incoming and current students. All rights reserved. How to Request a Letter of Recommendation, UCSD's policy on required Travel Receipts, Per Diem Info for Foreign Travel or Long-Term (30+ days) Domestic Travel, https://blink.ucsd.edu/travel/expenses-reimbursements/reporting/mileage-reimbursement/rates.html. Read more about prepayment options below. The primary objectives of Concur are to: Introduce a single platform . If you are paying for a local conference and you have no other travel reimbursements, let the CNS Administrative Assistant know because this will be prepaid with another payment method. Hotel: if reserving a hotel 30 days prior to travel, reserve the room and ask for the amount of the room rate and any applicable taxes. such as airfare, airfare tax, room rate per night, and room tax per night), Find answers, request services, or get help from our team at the, UC San Diego 9500 Gilman Dr. La Jolla, CA 92093 (858) 534-2230, Securing Personal Information: Dont Put Others at Risk, Dependant and Spousal Travel Policy Exceptions, Travel Receipts: Reimbursement Requirements, The receipt must show the form of payment used, name of passenger(s), dates and routes of travel, airfare class, and amount paid, An invoice or itinerary from the travel agency, booking service or airline may serve as the original receipt, You can request a receipt at the check-in gate, The receipt must be an itemized hotel folio showing the form of payment used, name of traveler, nightly rate, taxes/fees, and any other incidental expenses associated with the lodging, Receipt not required if travel is outside the continental U.S., or lasts 30 days or more, as per diem applies. Visit Securing Personal Information: Dont Put Others at Risk to learn more. - Log in to Concur - Click on the App Center tab to find specific download instructions. To take full advantage of the benefits of this program you must apply prior to the first billing due date of each quarter. All UCSD Graduate Students must complete the following additional steps: If you have to pre-register for a conference or hotel stay more than 21 days in advance of your travel, you have a few options for payment. Travel outside the U.S.. or lasting 30 days or more: Travel to Alaska, Hawaii, U.S. possessions or a foreign destination lasting 29 days or less: If actual costs exceed per diem due to. The receipt must be itemized for reimbursement. Approving your supervisor's expenses:If you have entertainment approval authority, you cannot approve the entertainment expenses or reimbursement of a person to whom you report, unless the entertainment is a large group event in which the person to whom you report is participating. The University will reimburse faculty, staff, students, and non-UCSD travelers for allowable expenses incurred when traveling on official University business. Approval authority is contingent upon obtaining the specific delegation letter. actual expenses that are less than the per diem rate (best option). Ground Travel - Find our more about regulations for ground transportation. With TripIt Pro, get a heads-up as things happen throughout your trip, benefits of instant itineraries and easier expense reports. If the event will be catered, an Event Request may need to be submitted in Concur. Before attaching any documentation, remove any personal information, including home address and phone numbers, credit card numbers, medical conditions, social security numbers, birth dates, etc. Last Updated: April 26, 2022 11:31:25 AM PDT, The reimbursement request is submitted more than 45 days after the event, Prior to an event, the host is responsible for providing an estimate and details of planned meal/beverage costs and obtaining approval from someone in the Financial Unit with delegated authority to approve the expenses. Travel & Entertainment payments simplified! Travelers should claim. Provide a personal credit card number to hold the room and ask for a confirmation number. UC San Diego 9500 Gilman Dr. La Jolla, CA 92093 (858) 534-2230 Note: Approval authority is contingent upon completion of the Approval Authority for University Sponsored Standard Entertainment form (PDF); route to the EVC Business Office for signature. The T&E Office has recently seen an influx of expense reports with business purposes that are lacking in details which cause a delay in the review and approval process. Please refer to the table below for more information on the different functions and uses of Concur Request and Expense. To meet UC San Diego travel policy, UC travel policy, and IRS requirements, the receipt or itinerary must specify the cost of each item but most sellers of package deals are unwilling to provide that information due to relationships with suppliers. Copyright 2023 Regents of the University of California. Receipts must be submitted to the Fiscal Support before the payment will be authorized. faculty members, staff and students can set up a Traveler profile online, UC San Diego's policy on required Travel Receipts, UC San Diego Student Certification for Business-Related Travel. Note:Approval authority is contingent upon completion of theApproval Authority for University Sponsored Standard Entertainment form(PDF). UC San Diego 9500 Gilman Dr. La Jolla, CA 92093 (858) 534-2230 The more detailed and compelling the justification in the initial submission, the less likely that our office would need to reach out to obtain clarification or send the report back. If the separate cost components of a travel package cant be specified, its not possible to substantiate the business expenses and verify no personal benefit to the traveler. All faculty, graduate students, and staff should fill out the Reimbursement Request Form[PDF] and submit to Fiscal Support, Sheila Keegan. All rights reserved. Who can approve standard entertainment? Travel - University of California, San Diego Approved Travel Requests (preauthorization) are. UC San Diego 9500 Gilman Dr. La Jolla, CA 92093 (858) 534-2230 Prepayment and Travel Reimbursement - Center For Networked Systems Learn about Concur, UC San Diego's application for managing Travel and Expense. Approving your own expenses:If you have entertainment approval authority, you cannot approve your own entertainment expenses or reimbursement. Travel & Entertainment Card Transactions (Travel), Payment to Non-Employee Payee (Travel Supplier), Reimbursement for Meetings & Entertainment/Events, Travel & Entertainment Card Transactions (Entertainment), Payment to Non-Employee Payee (Event Supplier), Travel & Entertainment Card Transactions (Travel; Events). Fill out the Mileage Log and provide to Fiscal Support,Sheila Keegan. All faculty, graduate students, and staff should fill out the Reimbursement Request Form[PDF] and submit to Fiscal Support. If the receipt or itinerary does not show cost for each component (such as airfare, airfare tax, room rate per night, and room tax per night) get a receipt from each service provider such as the airline, hotel, and/or rental car agency. Short-term domestic travel: Travelers are to track actual expenses for. See also. Reimbursement Requests Reimbursement Instructions for Faculty, Staff and Graduate Students The University will reimburse faculty, staff, students, and non-UCSD affiliates for allowable travel, event, and other expenses incurred as part of official University business. Provide all itemized receipts for reimbursement and reconciliation of a Travel Expense Report. in the Services & Support portal can help you navigate the travel planning and reimbursement claim process, for example: How to Submit a Travel Expense Report in Concur, How to Reconcile T&E Card Transactions to an Expense Report, How to Process Mileage-Only Reimbursements, for claims of mileage, tolls, and/or parking only, Mileage reimbursement claims for multiple trips totaling > $75 require submission of a, (Excel) that includes locations traveled to/from, dates and miles traveled for each trip, Multi-trip claims that cross over calendar years must be submitted separately, For single-trip mileage reimbursement claims > $75, use Google maps to substantiate mileage, tool for copies of travel receipts booked via Balboa Travel, How to Process Non-Employee (Guest) Travel in Concur, when processing travel expenses for non-employee official visitors, to book and pay for travel expenses for official visitors (do not use T&E Card, except as outlined for move trips), to request, schedule and pay for rides for visitors and guests, to arrange moving expenses for eligible new or transferring employees/appointees, UC San Diego 9500 Gilman Dr. La Jolla, CA 92093 (858) 534-2230, Information for Travelers & Travel Arrangers, Travel for Official Visitors/Non-Employee Guests. Travel and Reimbursement Support - University of California, San Diego Please contact Nancy Lee or Debra Kelly to submit request. You can put the registration or hotel deposit on your. This is a great starting point for any new users to Concur. Employees can also use Concur to book personal travel! Join us for biweekly training in a live, virtual environment. All rights reserved. The T&E Card provides on-the-spot communication via text or email to approve valid transactions, avoid unnecessary declines and protects accounts from fraud attempts. Travel - University of California, San Diego Copyright 2023 Regents of the University of California. Receipts are not required. For student business-related travel, please complete the, UC San Diego requires that your expenses be submitted within, If you have any questions about this process, please contact Jennifer Folkestad in room 2208 or. All UCSD Graduate Students must complete the following additional steps: If you have to pre-register for a conference or hotel stay more than 21 days in advance of your travel, you have a few options for payment. Travel Reimbursement - CUWiP @ UCSD See the table below for specific persons who have been delegated the authority to approve special entertainment. Travel - eds.ucsd.edu Approval authority is contingent upon obtaining the specific delegation letter. Registration fees Rental car The receipt must be itemized Original receipts required if an expense is $75 or greater: Any expense not listed above Ground transportation and associated parking costs: No documentation is required for mileage reimbursements for a single trip (the start and end locations need to be described in the trip) The UC San Diego travel manager reviews and approves all entertainment exceptions to policy, including: Approving your own expenses: If you have entertainment approval authority, you cannot approve your own entertainment expenses or reimbursement. Hence, departments are prohibited from using state funds to process travel reimbursement for conferences or research purposes. (For security purposes, be sure to block out credit card numbers and any other personal identifiable information.) UC San Diego 9500 Gilman Dr. La Jolla, CA 92093 (858) 534-2230, Visiting Professor & Researchers/Scholars, Major and Minor Requirements & Global Concentration, UCSD Student Certification for Business-Related Travel, UC San Diego's policy on required Travel Receipts, Travel grants from Graduate Student Associate (GSA), Per Diem Info for Foreign Travel or Long-Term (30+ days) Domestic Travel, UC San Diego Student Certification for Business-Related Travel, Due to switching over to new travel and financial systems you are. Last Updated: March 24, 2023 3:09:57 PM PDT, A basic overview of the application can be found on the, Find answers, request services, or get help from our team at the, UC San Diego 9500 Gilman Dr. La Jolla, CA 92093 (858) 534-2230, Reimbursement Guidelines for Temporary Remote Work, Payment Products & Non-PO Employee Reimbursements, Introduce a single platform supporting all aspects of travel, expense, and card request, Produce a fully integrated travel and expense management system, Provide access to better reporting, enhanced functionality, and increased time savings. After the event concludes, the person with approval authority must approve the expense report. When a plan is submitted, the Field Safety coordinator will make recommendations for organizing a safe and productive trip. Travel Reimbursements - ethnicstudies.ucsd.edu Travel Expenses and Reimbursements - Blink Such expenses include, Meals US Meal Allowance Foreign Per Diem Hotel/Lodging (if a room is shared, each traveler must submit a receipt and get reimbursed individually.)
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