SUBJECT:

Policies and Regulations Governing Travel

The Senior Vice President -- Business and Finance, UC Office of the
President, has announced several revisions to the administrative policy and
regulations governing travel.

The related UCSD Policy and Procedure Manual Chapters will be updated to
reflect these changes and will soon be available for viewing on the
Disbursements-Travel home page (WWW).

The highlights of the revisions are:

 A. Extended Travel to Save on Airfare

   Reimbursement of additional lodging, meals, incidental expenses, etc.
   is allowed when the cost of airfare would be less if the traveler
   extends a trip., e.g., a Saturday night stay.

  NOTE: Generally additional expenses should not exceed the amount of
      what the airfare would have been if the extended stay had not
      taken place.

 B. Documentation -- Receipts and Stubs

   The receipt requirement threshold is increased from $25 to $75 for
   local transportation and miscellaneous expenses, and meal or
   incidental expenses.

   Ticketless air travel is encouraged, but airfare expenses will only
   be reimbursed when an original copy of the itinerary/confirmation,
   written receipt (requested by the traveler at the airport), or a
   passenger receipt coupon (requested by the traveler when making
   reservation) is submitted with the Travel Expense Voucher (TEV).

 C. Documentation -- Receipts Unavailable

   Lodging expenses will not be reimbursed unless the copy or faxed
   document presented by the traveler contains the itemized charges for
   the room e.g., taxes, telephone, etc.

     NOTE: In the case that the lodging facility is unable provide
     a billing with itemized charges ( either domestic or foreign),
     please clearly indicate this on the TEV and note that "an
     exception to policy is requested". The TEV will be
     automatically routed to the proper approving authority and
     will be reviewed approved/not approved as appropriate.
     Departments will be notified immediately if an exception has
     not been approved.

 D. Time Requirement -- Submission of Travel Expense Vouchers

   The requirement for submitting a TEV is increased to 21 calendar days
   from the current 10 day requirement.

   NOTE: As a courtesy to university travelers, the Travel Office will
     pay charges placed on your UCSD Diners Club Card as requested
     and identified on an approved and accurate TEV. However, in
     order to ensure timely payment to your Diners' account, these
     TEVs should be submitted within 10 calendar days from the
     completion day of the event.

The policies and regulations as quoted above are not intended to be
inclusive of all possible exceptions. Please send questions via e-mail to
mccullof@ucsd.edu and include in the subject line "Policies & Regulations
- Travel."

These polices and regulations are effective immediately and are applicable
to all travel events that have not been reconciled previously regardless
of the date of the travel.

Faye E. McCullough Manager Disbursements Division