Travel Information
Policies and Guidelines for Travelers
Travel can be booked via self-service on the Concur travel page, or with the help of Business Operations. Please follow these guidelines to ensure that your trip goes smoothly and reimbursement is received quickly.
Before You Travel
Set up your Travel profile in Concur
All travelers are required to complete their travel profile in Concur before a trip. Please use this link to assist you with profile settings. If you plan to use Business Operations to assist with your travel arrangements, be sure to assign your travel specialist as a delegate in Concur, to book travel and receive emails on your behalf.
Plan Early
- Every traveler must submit a pre-trip request in Concur prior to all travel. Business Operations can do this for you.
- Fill out the travel request form and include all pertinent information and approvals and submit to the Business Operations ServiceNow Ticket System as soon as possible.
- After Business Operations receives your signed travel request Form, the Business Operations travel specialist will enter the information into Concur and route for approvals.
- The Concur pre-trip approval ID number will then be available for yourself and your specialist.
- Once the pre-trip request is approved and returned to the traveler’s queue, Business Operations will create an expense report from this approved request. This is where all expenses associated with your trip must be uploaded.
- Do not pay for other traveler’s expenses. The only exception is when co-travelers are sharing a room.
- Personal days that will be included in your trip should be listed on the travel request form in the designated section.
Travel Management Services
Anthony Travel is UCR’s preferred travel management company. Concur Travel is linked directly to Anthony’s on-line booking tool to purchase airfare and make travel reservations. Your travel specialist can book travel for you, using this preferred service. Follow the steps above.
After You Travel
Whether paying out of pocket, prepaid by UCR, or paid via your personal T&E card, forms and receipts can be uploaded into Concur during or at the conclusion of your travel.
If you would like your specialist to assist you with uploading receipts, please follow the guidelines below.
Submit Itemized Receipts
Send receipts, the approved travel request form, and your pre-trip ID number to Business Operations ticket system.
- Receipts should be original and show the name of the vendor, what was paid for (itemized), the amount of the charge, the transaction date, and method of payment.
- Along with receipts, provide documentation to support the trip purpose and official dates (e.g., link to conference website, conference agendas, event flyers, confirmations, etc.).
- Please note that the following information will be needed for meals under $75: vendor name, city, state, amount, and date of transaction.
- Receipts should be submitted within seven days, and no more than of 21 days, after the completion of travel
Specify and Separate any Personal Expenses
- Explain any issues or special circumstances regarding your trip and address any issues that may cause alerts or questions during the reimbursement process.
Questions?
Please use Business Operations ServiceNow ticket system for any questions.
Travel Forms
About Transportation
Transportation expenses are based on the most economical mode of travel on the most commonly traveled route consistent with the authorized purpose of the trip. Business travel is permitted the day before and the day after an official conference/meeting/ event (additional justification may be needed for additional travel associated with early/late start and end times). Any additional travel time will be considered personal leave. Reimbursement is based on actual expense. Original receipts are always required for airfare, rental cars, and rail. Anthony Travel is the preferred vendor for all travel bookings.
Airfare
The cost of airfare should be the lowest available commensurate with the requirements and itinerary of the trip. Policy normally requires travelers to use economy class. Business class or first class may only be authorized for exceptional circumstances.
Anthony Travel is the preferred vendor for booking travel. 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 and reimbursement. Do not send your reservation confirmation in lieu of an itemized receipt; a reservation confirmation cannot substitute for an itemized receipt.
Request prepayment by submitting a Travel Request form to the Business Operations ticket system, from there your travel specialist will complete the pre-trip request in Concur for approvals.
When requesting reimbursement for airfare (upon the completion of your trip), log in to Concur and locate your approved pre-trip request. This will now be changed to an expense report. From here you can upload itineraries/confirmations and receipts showing your name and payment info.
If funds were applied from a previous ticket or cancelled airfare, the previous itinerary/confirmation showing payment must also be submitted. Your Business Operations Specialist is able to assist you with uploading these documents. If you would like Business Operations to assist with this task, please submit the Travel Request form, all receipts and documents related to the trip, and the pre-trip approval ID number to the Business Operations ticket system.
No extras or upgrades for travel will be reimbursed.
Vehicle Rental
A vehicle may be rented when it would be more advantageous to the university than other means of commercial transportation. UC is contracted with numerous rental agencies and Business Operations can secure a reservation for you under the UC agreements (taking advantage of additional coverage at no additional cost). Please be aware that all rental car reservations require payment at time of pick up / drop off and cannot be pre-paid by UCR. Please save copies of your receipts, they must be submitted for reimbursement after your trip.
The traveler is responsible for obtaining the best available rate commensurate with the requirements of the trip and must provide itemized receipts and any contracts associated with the expense for reimbursement.
Request a compact, economy, or intermediate model unless a no-cost upgrade is offered.
No vehicle upgrades, extra insurances, or rental add-ons will be reimbursed.
Additional information on car rental agreements can be found at the UCR Accounting website
Mileage
The rate for privately-owned vehicles is announced annually by UCOP and can be found here.
Pre-trip approvals are required for ALL reimbursements including mileage. Business Operations can help you with this. When creating your Concur travel profile, add your travel specialist as your delegate to book travel and receive emails on your behalf. After this step is complete, fill out the Travel Request form and submit the approved form to Business Operations.
Mileage shall ordinarily be computed between the traveler's headquarters (UCR campus for most) and the common carrier or destination. Expenses for travel between the traveler's residence and headquarters (commuting expense) shall not be allowed. However, mileage expenses may be allowed between the traveler's residence and the common carrier or destination if university business travel originates or terminates before or after the traveler's working hours, or if travel originates or terminates during a regularly scheduled day off.
When reimbursement for mileage is requested in lieu of airfare, accounting will only reimburse the method of travel considered to be the most economical.
Parking/Shuttle/Taxi/Tolls
No valet parking will be reimbursed unless it can be verified that it is the only parking option available on-site.
Submit receipts to support reimbursement for these expenses.
About Lodging & Meals
Pre-trip requests are required for all reimbursements. Business Operations can help you with this. When creating your Concur travel profile, add your travel specialist as your delegate to book travel and receive notifications. After this step is complete, fill out the Travel Request form and submit the approved form to Business Operations.
Book your hotel reservations as far in advance as possible to ensure that a room is available and at the best rate. Pre-payment is not guaranteed for lodging. Please make your reservation and send the booking information to Business Operations, who will then look into pre-payment on your behalf.
Consider the hotel's location and whether it has a shuttle service, either of which could save taxi costs or perhaps eliminate the need for a rental car. Forgoing a rental car would also save on parking fees and gas.
Lodging expense reimbursements are actual up to $333 per night before taxes/mandatory hotel fees and must be supported by an itemized hotel folio receipt. A reservation confirmation will not be accepted. When the traveler is unable to secure lodging at $333 per night or less, the traveler must submit additional documentation (in the form of a print-out of price comparisons within the proximity of the meeting at the time of booking) that supports the high lodging rate incurred.
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. (effective 10/15/2017). Make sure you save documentation showing this rate was a conference pre-arranged rate to receive full reimbursement.
Actual expenses for meals and incidentals for CONUS travel will be reimbursed by actual amount up to $79/a day. (effective 07/01/2022). Please note that the following information will be needed for meals under $75: vendor name, city, state, amount, and date of transaction.
Conference Registration/Event Fees
- Some conference registration and event fees may be paid in advance. If this is an option for your fees, please request the payment for these fees at least 4-6 weeks prior to the event.
- Pre-trip requests are required for all prepayments. Please log into Concur travel and designate your travel specialist as your delegate to book travel and receive emails on your behalf.
- For additional travel information, please visit the UCR Accounting's Travel website.