This guideline is intended to establish general expectations and standards for OOA departments and programs regarding compliance with campus travel policy. The guidelines are intended to illustrate that all Office of Administration departments and programs are expected to be familiar with and ensure compliance with campus travel policies. Accounting and Financial Services has developed a website that helps consolidate complex travel policy into a format understandable to most users. The website address is: http://travel.ucdavis.edu. In addition to the website, the following general guidelines should be considered by OOA departments.
While University policy does not require receipts for Meals & Incidental expenses (M&I), travelers will request reimbursement only for actual expenses incurred. The per day maximum of $64.00 (effective 10/1/06) should not be considered a 'per diem rate' and will not be claimed unless the traveler has expended that amount. Travelers may track actual expenses by noting expenses when they are incurred or any other method that works best for them and their department.
Travelers will take advantage, when at all possible, of the meals included in the cost of registration. It is generally expected that there will be no additional expenses for meals when those meals are included in the cost of conference or event registration. It is also expected that meal expenses (e.g. dinner) should be ordinary and necessary. In most circumstances, spending $64 on dinner would not be ordinary and necessary.
Receipts are required for airfare, car rental, lodging, registration and local transportation. Any single meal or incidental expense of $75 or more requires a receipt and is generally considered an exception requiring approval by senior staff. On the rare occurrence when a business related meal expense is paid for by the traveler for a non-university person, reimbursement is then covered under entertainment policy (see http://accounting.ucdavis.edu/EntertainGuide). This meal should not be claimed on the travel voucher.
Travelers will make every effort within reason to obtain the least expensive air and ground transportation arrangements. This may include taking advantage of the CTS account, State Airfare Program, and possible internet fares. It may also include utilizing a shuttle or taxi service versus rental car. Please be cautious of fares that require substantial restrictions.
Departments will encourage frequent travelers (i.e. persons traveling three or more times per year) to obtain a corporate card for the purposes of travel. This will minimize the frequency and number of DaFIS transactions required to complete travel arrangements. If a traveler chooses to use their own credit card, then expenses will be reimbursed only at the conclusion of travel. Cash advances issued by campus check are generally prohibited since the use of the CTS account and campus corporate card minimize out of pocket personal expenses.
Department travel processes and policy interpretation will be fair and equitable and applied consistently for all travelers.
Prior to travel, department travel coordinators should ensure that travelers
understand the basic travel policy guidelines and that departmental processes/forms
are explained and help reinforce and ease the traveler's reporting requirements.