Reimbursement

All travel is subject to UC Davis Travel Policies

Expense Report Deadlines

All UC Davis travel and entertainment 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. For recurrent local travel, reports must be submitted monthly. UC Davis employees submit expense reports for approval in the AggieTravel system.

Late Expense Reports

Beginning January 1, 2019, UC Davis employees must submit travel and entertainment claims within 60 days of the trip or event end date. Expense reports submitted after 60 days will be reported as taxable income to the employee.

This policy includes all expenses including those paid on the Travel card, direct billing (CTS), and out of pocket.

This policy can be found in the UC Davis Policy & Procedure Manual 300-10.

1. Travel Reimbursement Form

UC Davis requires all travelers to fill out the following forms for reimbursement of travel expenses. Please post mail all itemized receipts and the completed ICAM Travel Reimbursement Form to the address below.

ICAM Travel Reimbursement Form

NEAT/ICAM
University of California, Davis
1 Shields Avenue
4415 Chemistry Annex Building
Davis, CA 95616-5270

2. Transportation

  •  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.

    • 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: UC Davis has car rental agreements with Hertz, Enterprise and National. Please email icamadmin@ucdavis.edu for instructions on how to receive university car rental rates.

  •  Personal Car: UC Davis reimburses travelers for mileage driven. Please use the mileage log below to track your mileage. The 2019 standard rate for business-related travel is $0.58 per mile.

UC Davis Mileage Log

3. Lodging

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

4. Meals 

  • Meal reimbursement for Travel under 30 days within the lower 48 states is limited to $62 per day. 

    • See Foreign travel section for information about Per Diems.​

  • Meal reimbursement is not a Per Diem and should only be claimed for the amount of actual expense incurred (not to exceed $62).

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

  • Alcohol is not permitted when charging the expense to a State or General Fund source.

  • Meals should be purchased using the UC Davis Travel card, whenever possible. 

  • 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.

    • individuals who appear to be treating the meal reimbursement as a Per Diem, and not claiming actuals, ​may be required to provide receipts. 

5. Incidentals

  • ​Incidentals includes trips 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 $62.

  • Receipts are not required for incidentals.

Travel Restrictions

Travel Packages Purchased from Internet Vendors. Travel “packages” offered by Internet vendors typically do not include itemized expenses. Therefore, 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.

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