Guidelines

Please submit travel report within 60 days after travel dates.

UC Travel Policy (G-28): Travel Regulations



Domestic/Local Travel
  • Domestic Per Diem Rate (for travel assignments of 30 days or more). See: Per Diem Rates
  • Meal and IE max: $71 per day
  • Only overnight travel qualifies for Meal and IE
  • Mileage rate: $0.575 per mile
  • Only U.S. air carriers shall be used for travel reimbursed from grants and contracts
  • Receipts requirement:
    • Airline expenses
    • Lodging expenses for domestic travel with itemized charges (taxes, room service, telephone etc.)
    • Rental car expenses
    • Exceptional meal expenses, local transportation, each miscellaneous expense of $75 or more
    • Registration fees
    • Extraordinary items (such as repair of accidental car damage, supported by appropriate justification)


Domestic/Local Travel
  • Per diems are authorized for all foreign travel
  • Foreign Per Diem Rate: Per Diem Rates
  • Only U.S. air carriers shall be used for travel reimbursed from grants and contracts (exceptions apply – please see Travel Regulations)
  • Nonbusiness travel expenses (exceptions apply – please see Travel Regulations):
    • Under IRS regulations, foreign travel expenses are subject to a special allocation rule that is used to disallow certain nonbusiness travel expenses. The disallowed expenses are treated as taxable income to the employee, and are computed as follows:
    • (Number of nonbusiness days) divided by (Total number of business and nonbusiness days) x (Total travel expenses)


Entertainment expense
  • Entertainment meals are usually not allowed on contracts and grants
  • Meals provided for patient / research subjects are usually allowable under contracts and grants (if it was already approved by sponsor in budget)
  • Meals for business meeting might be allowable if it was already approved by sponsor in budget. Otherwise, please check with your Grant/Program Officer if it is allowable