Travel

Please Note: UCSB will be transitioning to Concur, a new campus standard for expense reimbursement processing that will streamline travel, entertainment and business expense reimbursements. Individuals will be responsible for preparing and submitting requests for reimbursement through the new system beginning February 1, 2022.

Request for Travel Advance

You may request a travel advance for expenses incurred prior to a trip. Requests are submitted through the Concur system at least 30 days in advance of the trip.

Travel Insurance

When traveling on business, faculty, staff, and students are covered under the UC Business Travel Accident Insurance Program.  If making arrangements through Connexxus, enrollment is automatic. If making travel arrangements outside of Connexxus, a UCAway insurance form needs to be completed prior to travel. For more information regarding travel insurance, please refer to the information included in the link "UC Traveler Insurance Coverage" under Related Links.

International Travel

All UC faculty, staff, and students are required by University policy to register university-related international travel. Registration is a risk management requirement to ensure you are covered by UC’s travel insurance and can be reached in the event of a natural disaster, political unrest, or medical emergency.  If you book through Concur, your travel is registered automatically. If you book outside of the system, you must manually register through the UC Away portal.

Note: Registering your travel for insurance purposes does NOT satisfy export control requirements for sanctioned countries or controlled items.

** If you travel to Iran, North Korea, Cuba or the Crimean, Donetsk People's Republic or Luhansk People's Republic regions of Ukraine for a University business purpose (i.e., attending a conference, a teaching engagement or performing research), please be aware that UCSB cannot reimburse your travel expenses and you will be in violation of U.S. law if you have not received approval from the Export Control Officer ahead of your travel and either 1) obtained a specific license from the Department of the Treasury or 2) the Export Control Officer has confirmed that your activities are permitted by a general license.

If you need to travel to these countries, please contact the Office of Research’s Export Control staff at exportcontrol@research.ucsb.edu, to coordinate and facilitate the submission of a license application. Please note that licenses take between 4 to 10 months to obtain, making it important to notify the Office of Research's Export Control staff as early as possible.

Travel Reimbursement

In accordance with University policy, all travel reimbursement requests must be submitted to the UCSB Travel Accounting office within 45 days of the end of travel. All travel reimbursement requests are submitted by the traveler via the Concur system.

 Note: Per UC policy, original receipts are required and must show proof of payment. The following receipts are required:

• Airline Passenger Receipts**
• Rental car receipts, including gas receipts
• Hotel receipts (must be itemized to show nightly rates, applicable taxes, etc.)
• Conference registration receipts
• Receipts for local transportation costing $75 or more (rail ticket stubs, bus tickets, taxi receipts)
• Receipts for miscellaneous supplies

* Meal expenses are reimbursed based on actual expenses, reimbursed up to $92/day for domestic travel (per diem limits apply for international travel). Per local UCSB policy, alcohol cannot be reimbursed as part of travel, regardless of funding source. To be eligible for meal reimbursement, travel must be for at least 24 hours or include an overnight stay.  

**U.S. Flag Carriers must be used for travel on federal funds. Missing original receipts: If you are unable to locate original receipts for your trip, please complete a Declaration of Missing Evidence form and provide an alternate proof of purchase (i.e. credit card statement showing payment).

Direct Billing to Grant/Contract: If you would like to have the cost of your airfare directly billed to your grant/contract, please contact the Geography Purchasing/Travel Assistant for assistance.