All travel is subject to UC Davis Travel Policies

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Expense Report Deadlines

All travel expenses must be authorized, reported and reimbursed in accordance with University of California policies G-28 and BUS-79. UC policy requires all employees to report travel and entertainment expenses within 45 days of the end of the trip or event. 

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Late Expense Reports

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ICAM asks that travelers submit reimbursements within 45 days of their last date of travel so that the expense reports can be submitted within the 60-day deadline. Expense reports submitted after 60 days will be reported as taxable income. This policy includes all expenses paid out of pocket, travel card, direct billing (CTS). Policy & Procedure Manual 300-10

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What will the tax rate be? How do I know how much I will be taxed?

• The tax rate will be the same as the tax rate of the employee's income, based on the W4 on file as well as the employee’s FICA eligibility. An employee can utilize the tax withholding estimator available at IRS.GOV to determine the impact of the imputed income.

• Late Tax FAQ: https://financeandbusiness.ucdavis.edu/faq-tax-late-travel-reports

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1. Travel Reimbursement Form

 

ICAM Travel Reimbursement Form

Foreign Wire Transfer Form (for international wire only)

 

ICAM requires all travelers to fill out the ICAM Travel Reimbursement form for reimbursement of travel expenses. Please email all forms and receipts, the completed ICAM Travel Reimbursement, and the Meals Form to icamadmin-physics@ucdavis.edu.

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If you do not have a domestic mailing address within the United States of America, please fill out the Foreign Wire Transfer Form. If you have a mailing address within the United States, please do not fill out the wire form. Your reimbursement will be paid via a check in the mail.

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If needed, reach out to icamadmin-physics@ucdavis.edu to obtain a share file box to upload your document.

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​2. Receipts

  

A valid receipt indicates dollar amount, date, place of purchase, identification of what was purchased, and proof of payment. Visible last 4 digits of a credit card on a receipt counts as proof of payment. Cash purchases should be noted in a comment, however receipts should be provided if available. Please leave all purchase amounts in the currency they were purchased in; do not convert to USD. Make sure expense transaction dates are clearly visible or highlighted on receipts.

• Obscure or remove any sensitive or confidential information, including:

  • Social Security Numbers

  • Credit card numbers (except the last four digits)

  • Debit card numbers (except the last four digits)

  • Credit or debit card security codes

  • Bank account numbers, including numbers encoded on the bottom of checks

  • Passwords, including access codes for financial institutions, home addresses. 

  • Passport numbers

  • Driver’s license numbers or other state identification card numbers

  • Date of birth information

• See Receipts section for more information on acceptable receipts

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3. Transportation

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•  Airfare (economy) between your home/work and destination: Receipt must show detailed itinerary and the last 4 digits of your credit card. If you are flying to multiple destinations on your itinerary, document a comparable round trip ticket. Travel upgrades and add-ons are not reimbursable.

  • Accelnet awardees and workshop participant awardees (unless specifically stated otherwise in the award letter) must comply with Fly America Act for all air reservation.

  • The cost of airfare should be the lowest available commensurate with the requirements and itinerary of the trip​

  • These airfares always require an exception to policy and are only permitted in the following circumstances:

    • Lowest cost​

    • Medical

    • Circuitous routing

    • Red eye flights with required work upon arrival

•  Car Rental: Travelers will only be reimbursed for compact, economy, or intermediate sized vehicles. Any size upgrades require a business justification and are subject to approval for reimbursements.

•  Personal Car: UC Davis reimburses travelers for mileage driven. For mileage reimbursement, please include the exact addresses of the departure and arrival destinations. Enter information in the Travel Reimbursement Form. If distance is unknown, ICAM can access the distance based on the departure and arrival locations.

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4. Lodging

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Lodging receipts must show the dates of arrival and departure, rate per night (to include breakdown of taxes), and method of payment.

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Nightly Rate Maximum:

UCOP G-28 Travel policy limits lodging nightly rates to a maximum of $275/night when traveling in lower 48 states for less than 30 days. If requesting reimbursement for more than this limit, please complete this form. Travelers are asked to find the most reasonable accommodations available.

 

Room Sharing:

If lodging is shared between colleagues, please either:

• Have the hotel split the bill and have each traveler pay their own portion. OR

• One traveler pays for the entire room and roommates reference how their hotel stay was paid on their own travel reports.

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5. Meals 

Meals Form Template

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• Meal reimbursement is not a Per Diem and should only be claimed for the amount of actual expense incurred not to exceed $79 per day for less than 30 days travel in lower states. Daily meal limit for travel greater than 30 days is $63 per day.

• There must be an overnight stay to claim meal reimbursement.

• Alcohol and personal items (i.e. - toothbrush, soap, cleaning supplies, and health supplement) are not permitted. 

• All tips for meals are included in the same daily limit. 

• Travelers should not pay for other travelers' meals, unless part of a designated Group Trip.

• Receipts are not required for meals, unless the total of 1 meal is $75 or above. Receipts are always required for transaction of $75 or more. ICAM reserves the right to request for receipts if deemed necessary.

  • Travelers who appear to be treating the daily meal limit as a per diem, by claiming the full amount or another fixed amount on a repeated basis without additional justification, will be required to provide supporting receipts for future meal claims, in accordance with BFB G-28. 

• See Foreign travel section for information about Per Diems.

• For travel to locations outside of the United States, the daily max meal reimbursement is dependent on the U.S. Department of State's website per location and travel date(s).

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ICAM will only reimburse actual expenses spent. Any meal expense above the maximum daily meal limit will be personal non-reimbursable expense. Use ICAM Meal Form Template provided and include city and applicable currency. Awardees do not need to do the currency conversion.

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6. Incidentals

• ​Incidentals includes tips and gratuity given to baggage carriers or train porters.​

• Incidentals does not include purchasing of personal items, such as toothbrushes or soap.

• Incidentals does not include tips for housekeeping, which should be categorized as lodging expense.

• The daily limit for meals and incidentals is a combined $79.

• Receipts are not required for incidentals.

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7. Travel Restrictions

• Travel Packages Purchased from Internet Vendors - Travel “packages” offered by Internet vendors typically do not include itemized expenses. No business-related travel should be booked through such vendors unless the traveler has confirmed that each aspect of the package will be separately itemized (e.g., itemized hotel charges, airfare, car rental, etc.) to assure appropriate documentation for reimbursement.

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• Reimbursement is limited only to the awardees who paid for the actual travel expense - ICAM will not process reimbursement to institutions who paid for the awardee's travel expense. 

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​8. FAQ

Follow this link to FAQ page.

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If you have any questions regarding your reimbursement, please email icamadmin-physics@ucdavis.edu.

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