Travel and Reimbursement

Tips on Travel & Reimbursment

  • 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 screen shot price comparison of your round trip travel arrangements 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:

Reimbursement Forms: 

Quick Links:

General Contacts: 

Genevieve Singer, Financial Services Administrator,
gsinger@cs.ucsb.edu, (805) 893-5284
 
Sheryl Montoya, Financial Services Manager,
smontoya@cs.ucsb.edu, (805) 893-5283
 

IGERT/SecLab Contact:

Timothy Robinson, Academic Coordinator,
tim@cs.ucsb.edu, (805) 893-3510
 

Faculty Visitors Contact:

Samantha Oglesby, Academic Personnel & Special Event Coordinator,
svoglesby@cs.ucsb.edu, (805) 893-2207