Making Travel Arrangements with University Funds

**There is a new Business Travel Insurance policy for UC Employees as of October 2007. Please see notice below.**

Travelers can have their air fares charged directly to their University fund source if they make the reservations through the University's travel agent, Carlson Wagonlit Travel.

Procedure:

  1. Establish your itinerary with Carlson Wagonlit, CAL@tq3navigant.com, 800-728-4918
  2. Request that Carlson Wagonlit send the itinerary to Jennifer Loos (jenniferloos@berkeley.edu) and Michael Schneider (mschneider@berkeley.edu) or forward the e-mail Carlson Wagonlit sends you.
  3. Inform Jennifer or Michael of the fund source you'll be using to pay the air fare costs.
  4. The IB business office will make the arrangements with Carlson Wagonlit to have the air fare billed directly.

BUSINESS TRAVEL INSURANCE for UC EMPLOYEES

When traveling on official University business, employees are covered worldwide, 24 hours a day, for a wide variety of accidents and incidents.

The coverage includes:

  • Emergency Medical Evacuation
  • Security Extraction
  • Out-of-Country Medical ($50 deductible)
  • Loss of Personal Effects (passport, baggage, wallet, etc.)
  • Other Travel Assistance Services (legal referrals, translation services, etc.)
  • Accidental Death, Dismemberment, Paralysis, or Permanent Total
  • Disability
  • Repatriation of Remains

NOTE: Travelers must register at http://www.uctravel.org to ensure coverage for each business trip.

Prior to EACH trip departure, travelers must complete the Business Traveler Insurance Form found at http://www.uctravel.org.  Once the brief form is completed, the traveler must print a Confirmation of Coverage containing information to use in an emergency while traveling either domestically or abroad.   Registration at http://www.uctravel.org will ensure coverage for the traveler and any dependents traveling with the employee while on official University business.

Travelers will need to get a new confirmation each time they travel. 

 

Policies & Tips on Traveling with University Funds

Close the  circle: 
Travel Reimbursement Forms must be completed whenever you receive a travel advance or purchase a ticket through Carlson Wagonlit using the CTS forms even if you are not owed additional money. 

Note: If your travel advance is not closed out, the funds you received will be reported to the IRS as income, so please submit your paperwork.

Give the "whole picture:" 
Provide documents that show that the travel took place, even if you aren't asking reimbursement for those particular expenses. 

For example:

  • Include air tickets or boarding passes, even if the air fare was already paid.  This documents that the travel took place and supports the validity of your meal, hotel, or other expenses.
  • If you drove your own vehicle and are being reimbursed for mileage, include your receipts for gas, even though these aren't reimbursed directly.  They document that you actually made the trip. Please make sure to include the license plate number of the car you drive.
  • For domestic travel there is no per diem.  Meals and incidentals are reimbursed based on actual expenses up to a daily maximum.  While receipts are not required for expenses under $75, travelers should provide a log of meals and amounts.

Show that you paid: 

  • Make sure your receipts, especially for lodging, show not only the amount of the charge, but that it was paid.  Ideally, the documentation will also identify you as the one who paid and indicate the payment method.

Document unusual circumstances:

  • If there is something unusual about your trip or your documentation, give a brief description of the circumstances and/or explanation. 
  • If receipts are lost or they were unavailable where you have been traveling, an expense log showing amounts paid out each day (including the purpose and payee) may meet the University requirement for documentation.

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Last updated 11/7/07