110-06 Travel Policy

Category: 
Administration
Subject: 
Travel Policy
Policy Number: 
110-06
Effective Date: 
November, 2013
Next Review Date: 
November, 2015
Responsible Manager(s): 
Administrative Services Director
Purpose: 

To provide Travel policy for SHCS employees who are required to travel for official University business. 

Policy: 

All University business travel expenses must be pre-approved by the appropriate director-level manager and in compliance with UC Davis Policy and Procedure Manual, Chapter 300, Travel and Transportation, governing travel. 

Travel services must be purchased from University Preferred Suppliers whenever possible.  Assistance with travel services can be obtained through SHCS Accounts Payable.

University Corporate Cards should be used to charge all reimbursable travel and entertainment expenses.  Employees must follow all Corporate Card rules and policies.  SHCS will issue a University Corporate Card only to those employees who travel at least two or more times a year or host two or more meetings per month.  Personal or Non-Reimbursable Expenses charged to the Corporate Card are the responsibility of the Employee.  Employees are responsible for paying the balance by the due date and any late charges incurred on the card.

All travel expense reimbursement requests should be submitted to SHCS Accounts Payable for processing within 5 working days after completion of the trip.

Procedure: 
  1. Pre-travel
    1. Traveler obtains approval from director-level manager prior to travel using the Travel Approval Form (Attachment 1).  If traveler has a Corporate Card it should be used to pay for conference registration and travel expenses.  If traveler does not have a Corporate Card they will forward registration form to SHCS Accounts Payable for pre-payment to take advantage of early registration discounts, if applicable.  Pre-payment of expenses only applies to registration and lodging.  First time or infrequent traveler may contact SHCS Accounts Payable regarding travel policies and reimbursable expenses.
    2. Traveler or designated staff arranges airfare and lodging with University Preferred Suppliers (See Accounts Payable for specific information).
    3. Traveler can request cash advance for pre-paid trip expenses.  See Accounts Payable for specific information.
  2. Post-travel
    1. Traveler must complete the Travel Expense Report, (Attachment 2), attach all the required receipts/documents and submit them to SHCS Accounts Payable for processing.
Originated: 
September, 2008
Supersedes: 
January, 2012
References
Related UC Davis Policies: 
UC Davis PPM, Chapter 300, Travel and Transportation Section 10, General Travel Policy
UCD PPM, Chapter 330, Financial Management and Services, Section 80, Entertainment and Hospitalit
External References (links): 
UCD Travel and Entertainment Overview
UCD Corporate Card
Attachments: 
Office spreadsheet icon Attachment 1-Travel Approval Form
Microsoft Office document icon Attachment 2-Travel Expense Report