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Travel Reimbursement When requesting reimbursement for travel, including airfare, rental cars, rideshares, lodging and food, you must provide itemized receipts. Receipts must include proof of payment (ex. “Paid with Visa XXXX); otherwise, you may provide bank or card statements to support your receipts. Please see the UC Irvine reference guide for supporting documentation. In general, you may not pay for another person’s expenses, but you may share a room, shuttles, taxis, etc. with another traveler. One person can pay for the room, taxi, etc. and request reimbursement. *Reimbursement requests must be submitted within 45 days after the end of the trip.* Please review the travel policy highlights website before booking, and reach out to your department with any questions. UC Irvine Travel Policy Highlights Airfare When picking your airline and flights, you must select either coach or economy class. Per the Fly America Act, air travel funded by the U.S. federal government requires travelers to use an airline on the certificated air carriers list. Rental Cars & Rideshare Rental cars When selecting a rental car, it must not be larger than an intermediate size. Vehicles labeled SUV, Crossover, Pickup, Truck, Minivan, Premium, Convertible, Sporty, Luxury, Standard and Full-Size are upgrades and normally not reimbursed. Insurance, such as LDW/CDW/CSL/SLI, is also not reimbursable. Rideshare Upgrades on rideshare services are not reimbursable. Mileage Reimbursement When using a personal vehicle, mileage reimbursement is calculated based on the distance between the residence OR headquarters (UC Irvine) and the conference, whichever is closer. This rate includes all automobile expenses, so gas is not reimbursable when claiming mileage. When requesting reimbursement for mileage, you must provide a map of the routes traveled. Lodging Lodging maximum is $333/night before taxes and fees The maximum applies per room, not per person. Even if you share a room with another traveler, the room must cost no more than $333/night. For lodging maximum rates when traveling outside of the U.S., please visit the U.S. Department of State Foreign Per Diem Rates webpage. Meals & Incidentals The maximum for meals & incidental expenses per person is $92/day. The only instance in which you may pay for another person’s meals is if you are hosting a business meeting over a meal. In this case, you must provide an attendee list and agenda. Review the meal expense maximums for meetings and entertainment on the UC Irvine Accounting & Fiscal Services website. For meals and incidental allowances when traveling outside of the U.S., please visit the U.S. Department of State Foreign Per Diem Rates webpage. Personal Travel Days If you are including personal days on the trip (extending travel dates by more than 24 hrs before or after the conference dates), you must provide a pre-trip airfare comparison quote showing what the flight would have cost without the personal days. Reimbursement will be based on the lesser amount. Any expenses incurred during personal travel are not reimbursable. Entertainment & Miscellaneous Expenses Reimbursement Entertainment: Campus Events When submitting a reimbursement request for an event held on campus, you must detail the purpose of the event, explain why the event occurred over meal time, or why the meal was necessary to complete the order of business, and meet the following criteria: An approved food vendor was used. If ordered delivery to campus, the vendor used was on the approved off-campus vendor list AND only provided simple delivery services (no catering, setup, etc.). Delivery services like Uber Eats and DoorDash for meals delivered to campus are not permitted. If alcohol was served, an alcohol permit must be included in your reimbursement request. Documentation Required Itemized receipts. Receipt must include proof of payment (ex. “Paid with Visa XXXX); if missing, provide card statement KFS account number to charge Attendee list Agenda/flyer/itinerary Miscellaneous Expenses (Disbursement Voucher) When submitting a reimbursement request for a miscellaneous expense, you must include a description of the expense and its justification. For supplies and materials, an explanation of why this purchase was not made through the department and the urgent need for it MUST be included. Documentation Required Itemized receipts. Receipt must include proof of payment (ex. “Paid with Visa XXXX); if missing, provide card statement KFS account number to charge Pre-Approval Memos Pre-approval memos for events with a business justification are required for the following conditions: If you plan to have spouses, significant others or family members attend the event. If you plan to exceed the meal expense maximum rates. If you plan on having alcohol at the event. You must fill out an alcohol request form, and a dean's signature is needed in addition to advanced approval. What to include in your pre-approval memo: Event Info A brief description and details of the activity or event. Request Type Type of request and whether additional approval or exceptional approval is needed. Justification An explanation and justification for the conditions (i.e., how and why it is necessary to exceed the policy meal limit). Costs A cost layout for the expense. Dean's Signature Signature block for the dean to sign. Resource Links Travel Reimbursement Travel Policy Highlights: The Rules and Guidelines Everyone Should Know Fly America Act Foreign Country Travelers Required Documents for Foreign Travelers Foreign Per Diem Rates by Location Entertainment Reimbursement Meal Expense Maximums for Meetings and Entertainment Catering & Food Vendors Alcohol Policies Travel & Entertainment Reimbursement Creating a TEM Profile A profile must be created to be reimbursed for travel and events. Reference Guide to Required Supporting Documents Miscellaneous Expenses Disbursement Voucher Payment Reason Codes Questions? We hope the information and resources above help you understand the pre- and post-policies and guidelines for submitting reimbursement. If you have questions about travel, entertainment or miscellaneous expense reimbursement, please contact your department directly.