Travel Information

Travel Guidance: Before, During, and After Your Trip

Whether you're planning an upcoming trip, currently traveling, or completing post-travel reimbursement requirements, this page provides the resources, policies, and step-by-step guidance you need. A Pre-Trip Request in Concur is needed for all in-person university travel-related expenses, including conference and registration fees. Business Operations is available to assist with travel requests, prepayments, expense reports, and reimbursement processing throughout the travel lifecycle.

• Before You Travel

  Before You Travel

   

  Steps	Explanation
  Step 1: Set Up Your Concur Profile	All employees are assigned a Concur profile. If you do not have access, contact your department SAA for assistance. Before traveling, verify that your Concur profile is complete and up to date. For assistance accessing Concur or updating your profile, visit the Concur Overview page.
  Step 2: Submit a Pre-Trip Request in Concur	Submitting a pre-trip request in Concur is required for all university-related travel. If using Business Operations support, complete the Travel Request Form. Obtain all required approvals. Include any personal travel dates. If using Business Operations support, submit the form through the Business Operations ServiceNow ticket system. Business travel is generally permitted the day before and the day after an official conference, meeting, or event. Additional justification may be required for earlier departures or later returns.  Personal travel should be clearly identified when submitting your request. If personal days are involved, prepayment cannot be made, except for registration.
  Step 3: Pre-Trip Approval	After Business Operations receives your approved Travel Request Form: A pre-trip request will be created in Concur. A Pre-Trip Request ID will be generated. The request will be routed for approval. The approved Pre-Trip Request serves as the foundation for your Expense Report after travel is complete.
  Step 4: Requesting Prepayment	Business Operations can assist with eligible prepayments when appropriate documentation is provided. Examples of expenses that may be eligible for prepayment include: Airfare Conference registration fees Lodging accommodations (when permitted by the vendor) Please note: Rental vehicles cannot be prepaid through Business Operations.

   

• During Your Travel

  During Your Travel

  Save Required Documentation

  Please retain all documentation associated with your trip, including: 

  • Itemized receipts
  • Airline itineraries
  • Hotel Folios
  • Conference Agendas
  • Registration Confirmations
  • Event documentation supporting the business purpose of the trip.

  Keeping documentation organized during travel will help expedite reimbursement after your trip concludes. Ensure to stay within Travel Policy limits. 
   

• After You Travel

  After You Travel

   

  Steps	Explanation
  Step 1: Complete an Expense Report	After returning from your trip, an Expense Report must be created from the approved Pre-Trip Request in Concur. All prepaid expenses and reimbursable expenses associated with the trip should be included and documented within the report. If you would like Business Operations to assist with Expense Report preparation, submit the required documentation through ServiceNow.
  Step 2: Submit Required Documentation	Please provide: Completed Travel Request Form showing actual expenses, if using Business Operations. Pre-Trip Request ID Itemized receipts Conference agenda or supporting event documentation Any additional supporting documentation related to the trip Receipts should be submitted within seven days of travel completion and no later than 21 days after the trip has ended.
  Step 3: Pre-Trip Approval	Always Required The following expenses require original itemized receipts: Airfare Lodging Rental vehicles Required for Expenses Over $75 Original itemized receipts are required for expenses exceeding $75, including: Ground transportation Parking Taxi or rideshare services Tolls Meals Other business expenses Meals Under $75 For meal expenses under $75, provide: Vendor name City and state Transaction amount Transaction date Missing Receipts If an itemized receipt cannot be obtained, a Declaration of Missing Evidence Form must be submitted. All receipts should clearly show: Vendor name Itemized charges Transaction amount Transaction date Method of payment

  
   

Transportation and Booking 

Understanding allowable travel expenses and documentation requirements can help prevent delays in reimbursement. Use the sections below for guidance on airfare, mileage, ground transportation, vehicle rentals, lodging, meals, conference registration, and travel exceptions. For the most current requirements, refer to applicable University policies and travel resources.

• Airfare

  Airfare

  The cost of airfare should be the lowest available commensurate with the requirements and itinerary of the trip. Policy requires travelers to use economy class. Seat upgrades (e.g. Economy Plus/Extra Comfort) and business class or first class may only be authorized for exceptional circumstances. Extras or upgrades require exceptional approval prior to booking and may not be subject to reimbursement. See UCR Local Travel Policy on Ancillary Charges  or UCR Accounting - Airfarefor more information on airline fees.

  If personal days are included in the trip, please provide a cost comparison showing that the airfare did not exceed what UC would have paid for business travel alone. If this comparison was not completed at the time of booking, create a mock comparison using flights 2 weeks from the current date, on the same days of the week as the original travel dates. If those dates fall on a holiday, use the following week to avoid inflated holiday airfare costs.

  Original itemized receipts are always required for airline expenses.

• Lodging

  Lodging

  Regardless of the length of time for business travel, the traveler must be at least forty miles from the headquarter location or home, whichever is closer, to be reimbursed for an overnight stay. 

  Book your hotel reservations as far in advance as possible to ensure that a room is available and at the best rate. If prepayment is requested, please identify a hotel that accepts prepayment upfront and send details to Business Operations, who will then look into prepayment on your behalf. Please note that prepayment may not be guaranteed for lodging. 

  Lodging expenses can be reimbursed up to $333 per night before taxes and mandatory fees. All charges must be supported by a folio receipt—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 higher 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. Make sure you save documentation showing this rate was a conference pre-arranged rate to receive full reimbursement.

  For foreign/OCONUS travel, travelers should only claim actual expenses up to the lodging per diem rate (see Appendix B in Policy G-28)
   

• Meals & Incidentals

  Meals & Incidentals

  Meals are not reimbursable without an overnight stay. Actual expenses for meals and incidentals will be reimbursed by actual amount up to $92 If a single transaction exceeds $75, a receipt will be required. For meals under $75, the vendor name, city, state, amount, and date of transaction is required only.

  For foreign/OCONUS travel, travelers should only claim actual meal and incidentals expenses up to the per diem rate (see Appendix B in Policy G-28). The payment of a M&IE per diem does not require supporting receipts.
   

• Conference Registration

  Conference Registration

  Conference registration fees may be prepaid. For assistance, please request an invoice from the supplier and submit a payment request to Business Operations as far in advance as possible. Please note additional charges on the conference registration (i.e. meals or special events) cannot be prepaid.

• Mileage Reimbursement

  Mileage Reimbursement  

   

  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. 

  Mileage reimbursements must include a map (Map Quest, Google Maps, etc.) displaying starting point and destination. 

  Visit the UCR Accounting website for the current rate for privately-owned vehicles or UCR Accounting - Mileage Mileage rates are announced annually by UCOP.

• Ground Transportation

  Ground Transportation

  Ground transportation expenses (e.g. Parking, Shuttle, Rideshare, Taxi, Tolls) are based on the most economical mode of travel on the most commonly traveled route consistent with the authorized purpose of the trip. Original, itemized receipts are always required for local transportation expenses of $75 or more. For transportation expenses under $75, vendor name, city, state, amount, and date of transaction is required.

  Valet parking charges in excess of normal parking charges shall be borne by the traveler unless the traveler obtains an exception.

• Vehicle Rentals

  Vehicle Rentals

  A vehicle may be rented when it is more advantageous to the university than other means of commercial transportation. Travelers can secure a reservation under the UC agreements, in Connexus/Concur, taking advantage of additional coverage at no additional cost. Visit the UCR Accounting website for additional information on car rental agreements.

  Please be aware that all rental car reservations require payment at time of pick up/drop off and cannot be prepaid by UCR. Please save copies of your itemized receipts, as they are a requirement for reimbursement after your trip.

  The traveler is responsible for obtaining the best available rates. 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.
   

Policies and Helpful References

• Policy G-28: UC Travel Regulations
• Policy Number 900-20: Travel – Policy, Regulations, and Procedures  
• UCR Local Travel Policy on Ancillary Charges 
• Information about UCR Campus Travel Policy is available here.
• See information on Concur Travel and Expense.
• See Concur Getting Started information and Access Reminders.