University of California, Riverside

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Advances

A traveler may obtain cash through the UC Visa Corporate Card for Travel & Entertainment (currently administered by US Bank), by using an ATM machine. The maximum amount of cash advance that can be obtained for each billing cycle is $600. A transaction fee of 2.5% (with a minimum charge of $2) is charged for each cash advance obtained through an ATM. This fee would appear on the cardholder's monthly statement and is a reimbursable trip expense after the travel has been completed (ATM receipt required). Reimbursement of this fee is also restricted to cash advances taken with the US Bank T&E Visa card. Cash advances are limited to meals, incidentals, ground transportation, and other expenses directly related to the travel event.

The UC Corporate Card should be used to charge expenses whenever possible. All active employees (academic, staff, student) eligible to travel on University business are eligible to get a card. Separated employees and Non-employees are not eligible. Employees may apply at any time through the Accounting office. Application forms are available at the Accounting office website. Please complete the form, ask your department head to approve it and return it to the Accounting Office – Travel section. It may take two/three weeks before you receive your new card in the mail at the address furnished on the application form. U.S. Bank does not perform any pre-issuance credit checks on employee cardholders. Cards are automatically reissued to cardholders with open accounts in good credit standing every three years. More about advances

Here are some of the advantages of owning a UC Visa corporate card:

  • No annual fees to the individual employee.
  • No interest/delinquency fees if payment is received by the end of the next monthly billing cycle.
  • Individual cardholder is totally liable for all charges, therefore, personal purchases are allowed.
  • Worldwide full value primary Auto Rental Insurance.
  • Travel Accident Insurance for you and your family when traveling on business. Each person is covered for $500,000 for accidental loss of life.
  • Lost or Stolen Baggage coverage and assistance up to $1,250.
  • Travel and Emergency Assistance.

Travel Advance Exceptions

Travel advances other than those obtained by using the UC Corporate Card at an ATM are available on an exception basis only to employees of the University. Exceptions would be granted as follows:

  • Extended travel of 30 days or more
  • Group travel (e.g. Athletics)

Exceptional travel advances will be issued no more than 7 calendar days prior to a trip and a detailed justification is required.

Recovery of Exceptional Advances

  1. Completed trip(s)
    Travel advances must be reconciled within 21 calendar days after the end of the trip. Excess travel advances over expenses must be refunded immediately to the Regents of the University of California. The University will also refund any excess of expenses over travel advances to the traveler.
  2. Canceled and Postponed trip(s)
    Travel advances must be refunded within 5 calendar days when an authorized trip is canceled or indefinitely postponed.
  3. Delinquent Recovery
    Travel advances not reconciled within 45 calendar days after the end of the trip will be charged to the department. Travel advances will not be issued if a prior travel advance is outstanding after 45 calendar days from the trip end date. Travel advances would also not be issued to employees with a history of delinquencies.

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Pre-payment

Prepayments are allowed for all travel related expenses, but reimbursement cannot be made to the traveler until the trip is completed and the travel reimbursement request is made.

Direct Charges (through Purchase Orders)

Direct billing (through purchase orders) to the University is allowed for Airfare and Conference (Registration) Fees. Direct billing is not allowed for meals, incidentals and lodging (except for local hotels –see below).

  1. Airfare and Conference (Registration) Fees.
    The department must generate a Sub Purchase Order (Sub-PO) for the vendor when the reservation is made. The vendor would be paid when an invoice is issued. The department would be charged immediately even though the trip has not been completed.
  2. Local Hotels
    UC Riverside through the Purchasing Department has made arrangements with some local hotels (Mission Inn, Dynasty Suites, Courtyard by Marriott and Marriott) when the University is paying for the hotel room. The agreements cover the hotel room costs only and not meals and incidentals (like telephone, movies, etc.). The local hotel agreements are available in SubPOlite. Department must generate a Sub Purchase Order for the vendor when the reservation is made.

Corporate travel card (US Bank Visa Card).

Any traveler with the UC Visa Corporate Card is highly encouraged to use it to pay for expenses related to official University business travel, including meals, lodging and incidentals. Please see the advantages of using this card above – section A. Reimbursements will be made at the end of the trip after the submission of the travel reimbursement request and the attached receipts. Reimbursement cannot be made to the traveler until the trip is completed (no exceptions).

Personal Credit Card, Check or Cash.

The use of a personal credit card, check or cash is allowed but the University highly encourages the use of the corporate card for all travel related expenses. Reimbursement will be made at the end of the trip after the submission of the travel reimbursement request and the attached receipts. Reimbursement cannot be made to the traveler until the trip is completed (no exceptions).

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Travel Credit Card

  1. Users Guide
  2. Access Your Account Online
  3. FAQs

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Electronic Funds Transfer

An employee can elect to have his/her travel advance, prepayment and/or reimbursement paid by direct deposit to the financial institution of his/her choice. For this to happen, the employee must set up direct deposit through the Payroll/Personnel System (PPS). It takes approximately 21 calendar days for a direct deposit to be effective on PPS. Once the direct deposit is effective on PPS, the vendor file will be updated. Please contact your Payroll/Personnel Assistant if you want to sign up for direct deposit.

Note: Non-employees cannot participate on direct deposit at this time.

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Non-Employee Travelers

Non-employee travelers may be reimbursed using iTravel. First, however, they must be added to the UCR vendor database by Accounting Office staff in response to an electronic request made through iTravel by a travel coordinator. See Chapter 8 of the Travel Coordinator User Guide for detailed instructions.

After receiving email notification that a non-employee has been added to the vendor database, the department SAA may assign special routing for the non-employee, if it needs to be different from the default structure. However, if the non-employee does not need special routing then the SAA does not need to do anything.

If the non-employee already exists in the vendor database, the travel coordinator has the ability to associate the non-employee with their accountability structure. Through the iTravel Request a Non-employee traveler, perform a vendor search for the individual. From the results grid selected “edit”. This will brings up the “Request to Associate Traveler to My Accountability Structure”, select the appropriate Accountability Structure from the drop down menu and click on “request”. The non-employee should now be available for expense reporting using the default travel routing. If specialized routing is required, the SAA will need to establish via EACS.

Important Note: Non-employee travelers do not have UCR Net IDs, so they cannot themselves access the Travel system to enter their own expenses. It is up to the department travel coordinator(s) to enter all travel reimbursement request details on behalf of their non-employee travelers.

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Student Travelers

UCR students may be reimbursed for travel expenses via iTravel.

If students are also employees, the department SAA can add them to EACS and assign them the Traveler role. If desired, special routing can be designated for the student traveler.

If students are not also employees of the University, they cannot be entered into EACS, so they will need to be handled like other non-employees.

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Foreign Travel

Foreign travel is a trip whose destination is outside the United States or its possessions.

The costs of lodging, meals, and incidentals are considered subsistence expenses and are reimbursed for foreign travel according to the table Federal Maximum Travel Per Diem Allowance for Foreign Areas maintained by the US Department of State. Per Diem is the daily subsistence allowance authorized for a specific location. The payment of per diem, which does not require supporting receipts, is authorized for all foreign travel. Federal per diem rates do not include tax on lodging, which may be reimbursed separately as a miscellaneous business expense.

  • Foreign travel of less than 21 hours is limited to the actual cost of lodging and/or M&IE, not to exceed the applicable federal per diem rate.
  • Foreign travel of more than 21 hours but less than 30 days shall be reimbursed in accordance with the Federal Maximum Travel Per Diem Allowances for Foreign Areas.
  • Foreign travel of 30 days or greater shall be reimbursed up to 55% of the federal per diem rates.

Special fees for foreign travel, including costs related to obtaining passports, visas, and required photographs; cost of certificates for birth, health, identity, and related affidavits; charges for required inoculations and medical evacuation insurance; currency conversion and check cashing fees; the cost of traveler's checks; and the cost of full collision insurance on automobiles rented in foreign countries may be reimbursed.

Unlike domestic travel, the cost of full collision coverage for rental cars used in foreign countries is allowable.

For cities not listed specifically on the per diem rate table, select the appropriate country and use the rate posted for “Other”. Per diem begins upon arrival at the traveler’s foreign destination and ends upon departure. For trips with more than one foreign destination, the per diem rate for the first destination begins upon the traveler’s arrival and ends upon departure from that destination; at that point, the per diem rate for the second destination begins and is used until the traveler departs from that location.

If actual expenses are higher than the posted per diem rate, a traveler may claim the higher amount if there are special or unusual circumstances. (Examples of such exceptions may be found in Business and Finance Bulletin G-28 Section VIII. B. 2. a.) Travelers must document such circumstances by submitting a written explanation with their travel expense reports. The actual amount reimbursed, however, may not exceed 300% of the applicable federal rate established for the location of travel. The reimbursement of actual expenses must be supported by receipts. A traveler may not request reimbursement of actual expenses for one portion of a trip and per diem for the remainder. The method selected must be used for the entire trip. However, per diem may be used for meals and incidentals and actual costs for lodging. The request for reimbursement of actual lodging expenses must be supported by receipts.

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OCONUS

OCONUS travel is a trip whose destination is not foreign but is Outside the CONtinental United States – specifically Hawaii, Alaska, and all US possessions.

Lodging, meals, and incidental expenses are considered subsistence expenses and are reimbursed for OCONUS travel according to the table Federal Maximum Travel Per Diem Allowance for OCONUS Areas maintained by the US Department of State. Per Diem is the daily subsistence allowance authorized for a specific location. The payment of per diem does not require supporting receipts. Per diem is authorized for all OCONUS travel. Federal per diem rates do not include tax on lodging, which may be reimbursed separately as a miscellaneous business expense.

  • OCONUS travel of less than 21 hours is limited to the actual cost of lodging and/or M&IE, not to exceed the applicable federal per diem rate.
  • OCONUS travel of more than 21 hours but less than 30 days shall be reimbursed in accordance with the table Federal Maximum Travel Per Diem Allowances for OCONUS Areas.
  • OCONUS travel of 30 days or greater shall be reimbursed up to 55% of the federal per diem rates.

For cities not listed specifically on the per diem rate table, select the appropriate location and use the rate posted for “Other”. Per diem begins upon arrival at the traveler’s OCONUS destination and ends upon departure. For trips with more than one OCONUS destination, the per diem rate for the first destination begins upon the traveler’s arrival and ends upon departure from that destination; at that point, the per diem rate for the second destination begins and is used until the traveler departs from that location.

If actual expenses are higher than the posted per diem rate, a traveler may claim the higher amount if there are special or unusual circumstances. (Examples of such exceptions may be found in Business and Finance Bulletin G-28 Section VIII. B. 2. a.) A traveler must document such circumstances by submitting a written justification to the appropriate Travel Coordinator, who will in turn request exceptional approval from the Dean, Vice Chancellor, or other appropriate person in the Control Unit. The amount reimbursed, however, may not exceed 300% of the applicable federal rate established for the location of travel. The reimbursement of actual expenses must be supported by receipts. Travelers may not request reimbursement of actual expenses for one portion of a trip and per diem for the remainder. The method selected must be used for the entire trip. However, a per diem may be used for meals and incidentals and actual costs for lodging. The request for reimbursement of such lodging expenses must be supported by receipts.

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More Information 

General Campus Information

University of California, Riverside
900 University Ave.
Riverside, CA 92521
Tel: (951) 827-1012

Department Information

Computing & Communications
Computing & Communications Bldg.

Tel: (951) 827-4741
Fax: (951) 827-4541
E-mail: travelfeedback@ucr.edu

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