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Research Resource Details
Travel Policies and Forms
Staff contact: Hyacinth Carcallas
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Things to keep in mind before you travel
- Keep Original and Itemized Receipts
- Individual Receipts Only
- Maximum reimbursement for meals and incidentals:
- $50 for travel greater than 24 hours but less than 30 days
- $33 for travel greater than 12 hours but less than 24 hours
- No reimbursement for travel less than 12 hours
- Hotel Bills must have a Zero balance
- Personal Days are allowable, but must be documented with signed and dated memo.
- Lowest Cost Alternative; be as economical as possible for all travel expenses.
- No Commuter Mileage can be claimed.
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Process to submit Travel Reimbursement
- The Travel Reimbursement Request must be submitted within 7 days after the end of the trip to the travel preparer (Hyacinth Carcallas)
- Fill out the appropriate form, either Daily Travel for Overnight
- Get the Principal Investigator of the fund/project to approve and sign
- Attach all receipts (paper clip not staple) and submit
- Attach conference or meeting agenda or invite
- If applicable, attach Travel Advance Request and Advance Exception Request forms
- You may want to make a copy for your records
- Once the voucher has been prepared it will be put in your box for your signature. Please sign and return as soon as possible in order to expedite completion of request and payment
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Travel Cash Advances (non-airfare travel expenses)- Travel Cash Advances should only be used in cases of exceptional financial need
- Approval from the Dean's Office and PI required.
- Travel Advance Request Form, UCB Advance Exception Request Form, and a Full Travel Budget must be submitted
- Traveler must draft budget of expected costs and submit form well in advance of travel.
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Click on the link(s) below to download PDF forms
 Adobe Acrobat Reader 5 required for viewing or printing PDF files
- Pre-payment of Airfare/Train Fare (Central Travel System Forms)
- Procedure:
- Fill out Travel Reservation Request Form
- Use when Navigant will be making reservations for airline, Amtrak, hotel, or rental car
- When using for airfare or Amtrak reservations, make sure to include a CTS Form for prepayment of tickets
- CTS Authorization Form NEW
- Use when purchasing airline or Amtrak tickets through Navigant and prepayment is made
- Make sure to include what project you are traveling for, the purpose of travel, the origin and destination, and the dates of travel in the remarks section
- Print out confirmation and e-ticket receipt
- Submit all paperwork to Hyacinth Carcallas
For Reimbursement After Travel (CSSR Travel Expense Forms)
Adobe Acrobat Reader 5 required for viewing or printing PDF files
- Make sure to include:
- All original receipts
- Signed and dated memos for any lost receipts
- Conference or meeting agenda
- Specific dates and times of departure and arrival from trip
- Travel Expense Form (Overnight)
- Use when travel is greater than 24 hours
- Travel Expense Form (Daily Travel)
- Use when travel is less than 24 hours
- Use when multiple day trips are to be reimbursed at one time
- Travel Advance Request Form
- Use when a cash advance is needed for travel purposes
- Make sure to submit:
- Travel Advance form
- Travel Advance Exception Form
- Full Travel Budget - this must include a statement of specific needs and the estimated cost of those needs
- Travel Advance Exception Request (Must be submitted with Travel Advance Request form)
- Travel Cash Advances should only be used in cases of exceptional financial need
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