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Travel

Travel Arrangements

Please consult the Bren Finance Team prior to your travel booking by sending a request by email to travel@bren.ucsb.edu in order to ensure proper reimbursement and backup documentation is attained and UC policies are being adhered to.

Travel shall be planned in a manner that reduces costs to the university. For example, using Concur to make airfare, lodging, and car rental reservations automatically gives you access to the university's car rental agreements (insurance included), lodging agreements (corporate rate), and airfare programs (no penalty for canceling refundable flights). Making reservations outside Concur may inadvertently disconnect the traveler from benefits such as automatically included insurance coverage, exposing the traveler and the University to uninsured risks.

It is important that travelers go through the Bren Finance Team to make travel arrangements for lodging, airfare, and car rentals. This guarantees proper coverage and reimbursement to the traveler. Any travel booked outside of Concur needs to register through the Business Travel program when traveling outside of California. Please see the Insurance section for more information. 

The Bren School has the ability to direct bill airfare. This enables the Bren School to book scheduled flights for visitors and pay for expenses directly. For more information, please contact travel@bren.ucsb.edu.

The Bren Finance Team is happy to answer any travel-related questions and assist with travel arrangements. Please review the UC Travel Policy for more information on UCSB travel guidelines and policies: policy.ucop.edu/doc/3420365/BFB-G-28

Concur

Concur offers university employees travelers excellent pricing options for airfares, hotels, and car rentals through a secure web portal, with options ranging from full agent assistance to online booking.  Please book airfare, hotel, and car rentals through Concur whenever possible.

More information as well as the web portal link can be found here: https://www.bfs.ucsb.edu/travel_entertainment/welcome

 

Transportation Services

UCSB Transportation Services can provide a variety of vehicles for trips leaving from UCSB. Contact travel@bren.ucsb.edu to reserve a vehicle.

Insurance

Travelers who make transportation travel arrangements such as booking flights and car rentals through Concur are automatically enrolled in insurance. Insurance is not reimbursable for these types of expenses (as they are considered “add-ons”) if they are purchased outside of Concur’ preferred travel agencies and supported online booking tools.

University travelers must enroll in the Business Travel program if traveling outside of California. This will provide insurance coverage while traveling.

If arrangements are made through Concur then enrollment is automatic and filling out the form is not necessary.

Travel Reimbursement

Upon completion of a trip, all travelers must submit an expense report through Concur. The report must include all original itemized receipts, ticket stubs, itineraries, agendas, and any other documentation substantiating the expenses. All travel must take place prior to reimbursement. Please submit this report as soon as possible after the trip has taken place. This will ensure proper reimbursement in a timely manner.

Allowable expenses and guidelines for booking:

Transportation

  • Airfare: Economy only, US Flag carrier if international travel. Please contact travel@bren.ucsb.edu in order to book your flight to utilize direct billing to UCSB. This is strongly suggested and preferred. Receipts must be itemized if not booked through Connexxus.
  • Train/Bus/Taxi (no limo service): UC Policy reimburses the most economical means.
  • Rental Car and Gas: Insurance is not reimbursable if you book a rental car on your own: always book rental cars through UCSB. Contact travel@bren.ucsb.edu. Only intermediate or smaller vehicles are reimbursable. Receipts must be final and itemized (i.e. not a quote or reservation)
  • Personal Car Mileage: $0.56 per mile effective January 1, 2021.
  • UCSB Vehicle Rentals: (Plan in advance, with a min. of 2 weeks’ notice per request) Book through travel@bren.ucsb.edu
  • Parking

Hotel

  • Max room rate: $275 per night before taxes/fees. Please book your hotel through Concur whenever possible. This is strongly suggested and preferred. Receipts must be final and itemized (i.e. not a reservation).

Food

  • Domestic: up to $62 for a 24-hour period, with original itemized receipt(s)
  • International: Per diem per State Department website

Conference Registration

  • Traveler must provide a copy of event agendaReceipts must be itemized.
  • Justification is always needed for attending an event. Please submit event information with your expense report such as an agenda, invitation, or itinerary.

 

Bren Travel, Entertainment & Business Expense Reimbursement Guide

Concur Website

UCSB has adopted the UC Travel Center’s new online expense management tool, Concur. With Concur, travel and entertainment activity reimbursements have been electronically standardized for convenience and ease of use. 

We encourage completion of traveler profiles as early as today. Other UC travel booking tools will be discontinued for use, starting 2/1/2022. For inquiry or changes to previously scheduled upcoming travel, please contact travel@bren.ucsb.edu.

Quick overview of Concur:
Concur Overview Video (3:06 min) 

What is changing?

  • We will be using Concur for all travel, entertainment, and miscellaneous expense reimbursements. 
  • All internal Bren reimbursement forms will be eliminated and replaced by Concur.
  • Payees are responsible for starting the process for all reimbursements within Concur - Concur does not allow finance team staff to initiate a reimbursement.
  • Payees must email travel@bren.ucsb.edu when their claim is ready for review
  • Payees will need to finalize all details of the reimbursement before it is pushed through to BFS.
  • Users will be able to download the Concur App to their cell phone for upload of receipts during travel
  • Concur acts as electronic signature approval. 

Next steps to help with this transition:

  1. Please review all guidelines and video aids below
  2. Finance team staff will host weekly drop-in Zoom sessions for assistance with Concur
  3. Our team is always available through travel@bren.ucsb.edu 

Before Starting the Expense Report

Reimbursement requests have been renamed ”Expense Reports” in the Concur system. The following information will provide instructions for the Concur method of Expense Report Submission.

Payees must add a Bren Finance Team member as a delegate to review and approve Concur Requests or Expense Reports.

How to Select a Delegate

Delegate Overview Video (1.34 min)
How to Add a Delegate (No video) 

  1. Log into the UCSB Concur site, using Net ID and Password.
  2. In the upper right corner, click on Profile, and then Profile Settings.
  3. Viewing the column of options on the left hand side, locate and click on Expense Delegates. Please note; the ‘Request’ and ‘Expense’ categories share delegates. Permissions are assigned to both ‘Request’ and ‘Expense’ by selecting a delegate here.
  4. Click Add.
  5. Search for and select a delegate by employee name, email address.
    1. Domestic Travel - Jewels Bolden (jewels@bren.ucsb.edu)
    2. International Travel - Jessica Callander Penniman (jessica@bren.ucsb.edu)
    3. *If you do not see the employee you want to add as a delegate, please contact your department manager. 
  6. Specify the delegate is to perform the following tasks, Can Prepare, Can Submit Requests, Can View Receipts, and Receive Emails. With these options selected, the delegate is allowed to prepare and submit requests, prepare expense reports on the traveler’s behalf, view receipts, and receive the same email notifications as the traveler.
  7. Please note that the delegate cannot submit the expense report on the traveler’s behalf. 
  8. After delegates have been established, click the Save to update the settings.

Create an Expense Report (Travel, Entertainment, or Business) - Returning from Travel

View the videos and review the instruction as stated below:

How to Create an Expense Report (Video- 1:33 min) 
How to Create an Expense Report on Concur Mobile (No video) 
Understanding a Concur Header (Video - 1:19 min) Note; this process contains much of the same information as the previously used paper report.

  1. Click the Expense option from the top of the screen.
    1. Under ‘Manage Expenses,’ click Create a Report from the appropriate selection in the ‘Report Library.’
  2. Fill out the required fields, including;
    1. Event/Trip Name
      1. For Travel: Travel Dates - Destination - Project code
      2. For Meals and Meetings: Date of event - Purpose of event - Project code
    2. Report Type (choose from dropdown menu)
    3. Request/Trip purpose (choose from dropdown menu)
    4. Business purpose (type a detailed reason for travel or entertainment)
    5. Request/Trip start and Request/Trip end dates (select dates from calendar)
    6. Payee Type (choose from dropdown menu)
    7. Group Travel (yes or no)
    8. Travel to AB 1887 restricted states (yes or no)
    9. Expense provided to Spouse/Dp/Child/Dep care (yes or no)
    10. Personal Days/Justification; if applicable (enter travel dates labeled as personal use)
    11. Destination City/Country (event location for entertainment)
    12. Department - Be sure to click on the filter icon and choose “Either” then enter our Bren department code ESMS
    13. Host Name (for entertainment or employee morale events)
    14. FAU (Full Accounting Unit): This is the associated funding account (e.g., start-up, retention, grant). Make sure to enter the correct four-letter department code and your project code (ESMS-project code). Ex: ESMS-SU99 or ESMS-GP999
    15. Selecting the correct Funding Sub.
      1. For Domestic Travel- Select sub 5
      2. For International Travel- Select sub 7 
      3. For Entertainment and Miscellaneous expense reimbursements- Select sub 3
  3. Upload receipts. Uploading Receipts Video (1:15 min) 
    1. Upload your meal log along with your receipts
    2. How to Itemize an Expense on Concur Mobile (No video)
    3. Uploading Receipts on Concur Mobile Video (1:19 min) 
      Pro Tip: Upload receipts into Concur before starting your expense report.
  4. Save and close out. DO NOT SUBMIT the report, email travel@bren.ucsb.edu by clicking on "print/share" at the top of your report when your claim is ready for review.
  5. The Finance team will review and email you from Concur to let you know your report is ready to be submitted. Then you MUST LOG BACK IN and submit your report.
     

Business Expense: (e.g., memberships, miscellaneous expenses)

  • How to create a Business Expense Report
  • Business Expense (Miscellaneous) Reimbursements should always be a last resort, you should reach out to our purchasing alias (purchasing@bren) to request a purchase through Gateway or the Department Flexcard.

Travel Advances

Travel advances are used to help pay traveling expenses that occur prior to an actual trip. Proof of purchase is needed for airfare, lodging, registration, and travel expenses. 

Any other arrangement for pre-trip costs needs a pre-approval.  Travel advances should be requested from the Bren School at least three weeks prior to departure to ensure that the checks will be ready on time.

Prior to Travel/Event: Submit a Request (Pre-Authorization for travel or entertainment)

  • How to Create and Submit a Request Video (1:56 min) 
  • Event/Trip Name (Travel Dates - Destination - Project Code)
  • Report Type (Dropdown option - Travel/Entertainment Request)
  • Request/Trip purpose 
  • Business purpose (Detailed reason for travel or entertainment)
  • Request/Trip start and Request/Trip end dates
  • Destination City/Country
  • Host Name (For entertainment or employee morale events)
  • Expected Expense Screen: We recommend adding in anticipated expenses such as lodging, meals, or registration. This step will save you time when you return from your trip.

How to Request a Cash Advance Video (0.33 min) 
How to Apply a Cash Advance Video (0.54 min) 

All travelers that receive a travel advance must submit an expense report within 21 days after the completion of travel.

 

Travel Forms and Links

Travel Advance Request

International Visitors to the USA need to submit the following 2 forms:

  1. For land border travelers, please apply for an I-94 online via the official Customs & Border Protection website: I-94 website
    Air and sea travelers will be issued I-94s during the admission process at the point of entry.
  2. Declaration of Immigration Status by Non-U.S. Citizens (PDF form)

 

OANDA Currency Converter

Foreign Per Diem (Dept of State)

UC Travel Policy

UC Insurance Coverage

 

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