TRAVEL EXPENSE REPORT **TO BE FILLED OUT AFTER EACH TRIP** To be submitted within 14 working days af...

GRADUATE DIVISION TRAVEL EXPENSE REPORT
**TO BE FILLED OUT AFTER EACH TRIP** Submit 14 working days after trip is completed
Name of Traveler*
First NameLast Name
Address*
Street Address
Street Address Line 2
CityState / Province
Postal / Zip Code
PLEASE COMPLETE (If applicable)
UC Employee Campus
UCR Employee ID# or student ID#
Phone Number*
E-mail*
Purpose of Travel*
Departure Date and Time*
MonthDayYearHourMinutesAM/PM Option
Departure Location*
Destination Location*
Return Date and Time*
MonthDayYearHourMinutesAM/PM Option
Return Location*
METHOD OF TRANSPORTATION*
AirRental CarTaxi/Shuttle/TrainFleet Rental CarPrivate Car
Air Fare (To/From)
If paid thru UCR-please provide info/PO#
Cost
Attach Air Fare Receipt
Select File
Cancelof
Rental Car (To/From)
Cost
Attach Rental Car Receipt
Select File
Cancelof
Taxi/Shuttle (To/From)
Cost
Attach Taxi/Shuttle/Train Receipt
Select File
Cancelof
UCR Fleet Rental Car (To/From)
Provide Fleet Rental #
Cost
Private Car License #*
Private Car (To/From)
Mileage
Private Car (To/From)
Mileage
(1/1/2016 Mileage @ .54/mile - RT Riverside/Ontario = 42 miles * Please enter mileage NOT cost)
Lodging - Meals - Incidental Expenses - Check all that you are claiming for reimbursement
MealsLodgingIncidental Expenses
Meals
Subsistence & Incidentals/Meals and incidentals (include tips/fees for services such as waiters and baggage handlers: pressing and/or cleaning of clothes) are reimbursed for actual expenses incurred, up to the ceiling of $74/day (if gone for less than 24 hours, NO Meals and Incidentals will be reimbursed).

The daily meal and incidental expense (M&IE) cap for travel within the continental U.S. (CONUS) has been increased to $74. Although the University's cap amount is tied to the maximum Federal per diem, travelers may seek reimbursement only for their actual expenses in accordance with existing policy. Departments should remind their travelers that only expenses actually incurred are reimbursable.

Meals covered by conference registration fees, provided in-flight, or hosted by another individual, organization, etc. may not be claimed for reimbursement.
Attach Meal Receipts or Declaration of Mission Evidence
Upload a File
Cancelof
HOTEL
Room and Taxes only (do not include non-UC phone charges or misc. charges) MUST have itemized receipt issued from hotel. Do not include meals/room service, those are to be listed above.
# Days
Rate/night
Other Charges
Total Lodging Cost
Attach Hotel Receipt
Select File
Cancelof
OTHER EXPENSES
Travel Reimbursement Guidelines - see link for full details
UC Travel Policy, Regulations and Procedures

Lodging
    •     Do not book lodging thru a package service such as Expedia
    •     Itemized receipt from Hotel is required
              o     Phone calls are not reimbursed if charged on room
              o     Valet parking is not to be used – if the hotel does not provide another means of parking, an explanation and exception must be provided

Transportation
    •     Mileage is reimbursed for personal vehicle use. Provide license plate
    •     If the mileage from home is greater than the mileage from work to the destination, the shorter trip will be used for calculations.
    •     Do not book air fare thru a package service such as Expedia
    •     Provide receipts for luggage charges
    •     Turn in boarding passes if available

Meals
    •     The total allowable amount per day is $71 (this amont is only if you have been traveling for the entire day, you cannot leave for your trip at 5 pm and have a $71 dinner)
              o     Do not tip over 18%
              o     Do not include alcohol

Travel must be submitted prior to 14 business days after the trip is completed
Gas (rental car only)
Parking
Tolls
Baggage
Other
Attach each receipt as a separate file
Select File
Cancelof
Registration - Event Name
If Applicable
Registration Fees
Were Meals Included?
YesNo
Attach Agenda/Receipts
Select File
Cancelof
Did you receive a cash advance for this trip from the University?
YesNo
Amount
Trip ID
Were plane tickets, registration fees, shuttle fees or other charges prepaid with a PO from UCR?
YesNo
If YES, please provide details
Amount
Total Amount to be reimbursed to Traveler.*
Once you hit Submit, you will receive an email with your completed information. Please print that email and attach your ORIGINAL RECEIPTS/DECLARATION OF MISSING EVIDENCE and turn in the completed travel document with receipts to Karen Henry in UOB 100.
Should be Empty:

GRADUATE DIVISION TRAVEL EXPENSE REPORT