Tips on Travel & Reimbursement

• If you are missing a receipt and/or only have scanned copies of your receipt, please also fill out a Declaration of Missing Evidence form and include it in your reimbursement packet. 
• If you are taking any personal time during your travel, please include a screenshot price comparison of your round-trip travel arrangements using the same airline/car rental company of your travel dates without personal time included. Click here for an Example. 
• Air & Ground Travel - keep the following in mind when purchasing your travel tickets
  • Per UC Policy we will only reimburse Coach class or Economy tickets 
  • Receipts must include itinerary, total cost, and proof of purchase (e.g. VISA -1234)
  • You can purchase airfare through sites like Expedia and Kayak as long as it meets the above two requirements.
  • DO NOT purchase package deals (airfare & rental or airfare & hotel)
  • DO NOT purchase from Hotwire as they do not show a breakdown of expenses. 
• Rental Cars - if you are not booking through Connexxus, please be aware of the following: 
  • The University will not reimburse travelers for the purchase of Collision Damage Waiver (CDW), Loss Damage Waiver (LDW), SLI or Personal Accident Insurance (PAI) 
  • The following car classes are acceptable for reimbursement: Intermediate, Economy, Compact 
  • Receipts and a copy of the rental agreement are required 
• For hotel arrangements over the maximum lodging limit of $275/night, a Lodging Justification Form with a price comparison must be included in your packet.
• Please paste your receipts to the Missing Itemized Receipt Form
• If receipts are in foreign language, please provide translation of each line item.
• Prior approval is required for utilization of state funds. 
• States subject to AB 1887's Travel Prohibition: Alabama, Kansas, Kentucky, Mississippi, North Caronlina, Oklahoma, South Dakota, Tennessee, Texas. 
• When submitting for a Travel Advance, please provide proof of activity & any helpful supplemental documentation. 
• If you have received a Travel Advance, a Travel Reimbursement Form (at the completion of the trip) must be turned into Financial Services as well. 

Approval Forms:

• Travel advance request form
• Request for Travel Approval 
• Prior & Exceptional Approval Worksheet for Entertainment
• Blanket Prior Approval by Approving Authority
• Lodging Justification Form

Reimbursement Forms: 

• Domestic Travel Reimbursement Worksheet
• Foreign travel reimbursement worksheet
• Declaration of missing evidence form
• Entertainment Reimbursement Form 
• Miscellaneous Reimbursement Form 
• Membership reimbursement form
• Wire/Draft Information & Authorization Form (must be typed, bank fees apply) 

Quick Links:

• Academic Senate Faculty Travel Grants (travel funding for "presenting and discussing novel research results or creative work")
• Foreign per diem rates
• Currency conversion
• UCSB Business & Financial Services, Travel & Entertainment site
• UC Connexxus Travel Portal
• BUS- 79 Appendix B for Hosted Events
• BUS- 79 Appendix A for Meals
• BUS- 79 Appendix C for Quantity Purchases 

General Contacts: 

IGERT/SecLab Contact:

Faculty Visitors Contact: