UC IRVINE ADMINISTRATIVE POLICIES & PROCEDURES

UC Business and Finance Bulletins

G-28, Policy and Regulations Governing Travel
BUS-23, Insurance Coverage for Students Engaged in Off-Campus Activities
BUS-74, Business Travel Accident Insurance


UC Contract and Grant Manual

Chapter 7, Budgets and Expenditures, Travel 7-224

UCI Sponsored Projects Administration

UCI Administrative Policies & Procedures

Section 701-20, Business Meetings and Entertainment Guidelines

UCI Delegations of Authority

IDA 070, Travel, First Class
IDA 107, Private Aircraft
IDA 324, Travel, Authorize and Approve
IDA 362, Exceptions to Travel Policies [COM]
IDA 380, Exceptions to Travel Policies [Student Affairs]
IDA 444, Exceptional Approval for Business Meetings, Entertainment and Other Occasions

UCI Travel Accounting Procedures (SNAP)

A. Authorizations

Official University travel shall be properly authorized, reported and reimbursed in accordance with UC Business and Finance Bulletin, G-28, related UCI Delegations of Authority, and UCI Travel Accounting Procedures (SNAP).

• Certain UCI travel policies may be more restrictive than the University regulations contained in G-28 and should be reviewed prior to making travel arrangements.
• Individuals who travel on official University business are expected to utilize the most economical means available: University's Preferred Suppliers

B. Policies Applicable to Faculty, Staff, Students, and Invited Guests

1. Authority to Travel

Authorization is to be obtained prior to undertaking official University travel. Travelers who fail to obtain prior authorization may be personally liable for the expenses incurred.

2. Approvals

a. Travel Advances, Prepaid Expenses, and Reimbursed Expenses

No person may approve their own travel advances or expenses. Approval shall be obtained from the next higher level of delegated authority. Travel Expense Vouchers will not be accepted for payment by the Accounting Office without authorized approval.

b. Travel Funded Under Sponsored Projects or Intramural Grants

Travel funded under sponsored projects or intramural grants must conform to the limitations prescribed by the sponsoring agency or intramural organization. When the travel regulations of a sponsoring agency or intramural organization differ from University policies, the more restrictive regulations will apply.

Entertainment Expenses	Appropriate University related entertainment expenses may be included with travel expenses. See Section 701-20.
Other Expenses	Claims for expenses that do not fit into the categories defined in G-28 must be supported by an explanation of the nature of the expense and its University business-related purpose. Original receipts for any expense greater than $75 must be provided.
Adequate Lodging Documentation	A written statement from a lodging establishment showing: Name of lodging establishment Location of lodging establishment Date(s) of the traveler's stay Separate amounts for charges such as lodging, meals, and telephone calls.
Registration Fees	Reimbursement for any portion of a registration fee for optional entertainment is not allowed. Inclusion of expenses for guests of the traveler are prohibited unless a direct University business-related purpose exists.
Reimbursement	Payment to an individual for actual expenses incurred and paid for in relation to official University business.