Travel Guide

 

 


Updated SA Travel Policy - Effective March 1, 2016  

As a result of the temporary ban placed on non‐essential administrative travel by the university, Student Affairs has developed the following policy in order to be in compliance with the university’s directive and to ensure travelers are good stewards of university resources.

Please make sure you are adhering to the NEW Essential Travel Policy as they will be strictly enforced.

 


Travel

Pre-Travel Arrangement

 

The Travel Desk is your single-point-of-contact to help you plan all your travel needs. Regardless of where you are in the process, we are here to make sure all your travel needs are met.  Please fill out the Administrative Operations Travel Request Form below and we will work with travelers to make the business end of traveling easy and seamless.

 

Travel Policy

 

 

Be sure to read the Travel Policy in a Nutshell flyer BEFORE you take a business-related trip. This flyer gives step-by-step instructions for making travel arrangements and explains what expenses are reimbursable.

This linked page "Helpful Links for Travel" may also be a useful tool for you.

 

 

 

 

 

 



Travel

Travel Reimbursement

 

The Travel desk provides a hassle-free and timely employee reimbursement and processing of receipts by acting as the single-point-of-contact  for all departments involved in the processing of your Travel Reimbursement.  

Tips for Travel Reimbursement

 

 

 


Instructions for Travel Reimbursement Requests:

Step 1: Select the appropriate form for your reimbursement request:

Domestic Reimbursement Form

Domestic Travel Reimbursement Form

International Reimbursement Form

International Travel Reimbursement Request Form

 

Step 2 (Domestic): Compete the Domestic Reimbursement SmartForm and make sure you gather all required documentation for your reimbursement request (i.e. receipts, etc.) to the form. If you do not know your chartstring, you may leave this blank as the Travel Desk can obtain this information for you.  Need more help? Please give us a call and/or review the Domestic Travel Reimbursement Instructions Claim Form Instructions

Step 2 (International): Compete the International Reimbursement Form and make sure you gather all required documentation for your reimbursement request (i.e. receipts, etc.) to the form. If you do not know your chartstring, you may leave this blank as the Travel Desk can obtain this information for you. Need more help? Please give us a call.

 

Step 3: Print and sign your name in the Certification section at the bottom of the form.

 

Step 4: Have your supervisor print and sign at the bottom of the form as well.  Any Exceptional Approval, if necessary, will be obtained by the Travel Desk.

 

Step 5: Once your reimbursement form has been signed please send an electronic copy to BusOps@berkeley.edu.  For more information on how to Save and Email a PDF form click HERE.

Travel Policy

 


Pre Travel Arrangement

 

What can the travel desk help with?

  • Plan and book all travel from airfare, hotel, shuttle, car rental etc. from start to finish.

  • Estimate travel cost for your future travel needs.

  • Provide guidance with general travel concerns and answer questions regarding UC travel policy.

  • Process travel reimbursements and provide continuous support from processing to disbursement.

  • Work with CSS & Disbursements to plan for increased reimbursement volume, in an effort to reduce turnaround times during peak travel seasons.

  • In the near future, provide reporting on travel expenditures and overall travel spend.

  • Negotiate with airlines, hotel, and car rental companies.

 

What are the daily expense limits & general receipts needed?

  • This is not a per diem – you will be reimbursed only for daily actual expenses, up to a maximum of $71, for trips lasting more than one and less than 29 days.

  • Unused portions of the $71 limit do not carry over from one day to the next.

  • Trips lasting longer than 29 days are eligible for a per diem.

  • Trips lasting less than 24 hours are not eligible for meals and incidentals unless there is an overnight stay.

  • Receipts needed for any trip expense $75 and up.

  • Air, hotel and car rental receipts need to be itemized with all charges that show proof of payment (last 4 digits of card) and show a zero balance due.

 

Please check out the Travel Policy in a Nutshell for additional information on FAQ’s regarding travel.


Travel

Post-Travel Report

 

If you are a manager looking for T&E expense reports, please send us an email with your specifics to BusOps@Berkeley.edu.