EMN Administration

EMN Zoom Concur Travel/Non-travel Reimbursement Zoom Office Hours

Office Hours: Tuesdays | 9:00am-10:00am

Before You Travel UCR Employees

Travel Reporting:

• Please note that the below are common guidelines and are NOT the entirety of the UC Travel Policy (G-28)
• If you need assistance and/or have questions, please email emnadmin@ucr.edu
• UCR has moved to the new Concur travel system. Please see “Travel Expense Report (UCR Employees)” on Travel & Entertainment Policy & Procedures for information on steps you are required to take PRIOR to your travel.
• DO NOT PAY ON BEHALF OF OTHERS FOR ANY TYPE OF TRAVEL EXPENSE
• All travelers must pay for their own expenses if they are to be reimbursed – no exception.
• Collect original itemized receipts for all expenses you are planning to claim. 
  • Itemized receipts include: the business name with address/phone number, the date of purchase, a list of each item purchased, the total cost, and method of payment - i.e., cash, credit card, etc.

Transportation:

• Airfare
  • Prepaid airfare can be arranged through UCR’s travel system by logging into your Concur. 
  • After setting up your Concur profile and having your pre-trip request approved, you will be able to book your flight directly.
  • You must purchase your own airfare if you are taking any personal travel days during your trip.
  • Airfare receipts must show the itinerary along with payment method.
  • An airfare comparison for the dates of UC related business will be required for all trips involving personal days; you will be reimbursed the most economical option.
  • If you purchase your own airfare, please register your trip on Risk Travel Insurance for UC Travel Insurance.
  • DO NOT purchase airfare with frequent flyer points, credits or any other such method as these are NOT reimbursable – no exception.
  • Preferred seating and early bird check-in are NOT reimbursable unless you have a Dr.’s note.
  • DO NOT USE INTERNET VENDORS TO PURCHASE TRAVEL PACKAGES – Packages sold on websites such as Expedia or Priceline do not have itemized receipts and are not reimbursable. 
  • When purchasing your own airfare, only US (United States) carriers shall be used for travel for reimbursement using funds from Federal Contracts and Grants, per the Fly America Act. Please check with your analyst for more information on your funding sources.
  • UCR has a list of states that are prohibited for travel using state funding. The restrictions on the use of state funds applies to direct expenditures for travel-related costs (e.g., Hotel, conference registration, and transportation). Please check with your analyst for more information on your funding sources. Full list of banned states located here
• Ground Transportation in Lieu of Flying
  • Such expenses shall be reimbursed based on the most economical mode of transportation, and the most commonly traveled route consistent with the authorized purpose of the trip.
  • Mileage for personal vehicles is reimbursable if it is the most common mode of transportation or you have a UCR business-related reason for driving instead of flying. (Justification will need to be specified on your expense report.)
  • Charges for additional insurance or collision damage waivers for rental vehicles are not reimbursable.
  • You may reserve rental cars by logging into Concur. UCR cannot pre-pay rental cars and you will need to provide your personal payment card when paying. 
  • Gas is reimbursable for rental vehicles only.
• Other transportation
  • UCR no longer has a shuttle agreement. Please use other transportation services like Uber, Lyft, taxi service, etc. and request reimbursement.
• Lodging
  • Lodging expense reimbursements are actual up to $333 per night before taxes and mandatory hotel fees and must be supported by original itemized receipts, regardless of the amounts incurred, and must be reasonable for the locality of travel. When the traveler is unable to secure lodging at $333 per night or less, the traveler must submit additional documentation such as price comparisons within the proximity of the meeting location that supports the higher lodging rate incurred. The price comparisons should be performed at the time of booking.
  • Travelers MUST be at least forty miles from their headquarters or home to be reimbursed for an overnight stay.
  • Lodging receipts must show a breakdown of the charges per night such as a hotel folio. 
  • If your Lodging receipt has any additional expenses, such as parking or meals, you must exclude these amounts from your receipt and claim in the appropriate category. 

Reimbursement Criteria:

• Receipt Requirements
  • ALL receipts MUST BE ITEMIZED (include all the following information):
    • Business name with address/phone number
    • Date of purchase
    • List of items purchased
    • Total cost
    • Method of payment (cash, credit, etc.)
  • A missing evidence affidavit must be completed in Concur for missing and non-itemized receipts over $75. NOTE: You cannot use a missing evidence affidavit for Lodging and/or airfare. You must provide an itemized receipt. 
  • Any expenses under $75 will not require a receipt to be uploaded on your travel report. 
  • You MUST provide itemized receipts for the expenses below regardless of the dollar amount or you will not be able to be reimbursed. 
    • Conference registration
    • Loding
    • Rental cars
    • Airfare
    • Airline fees such as baggage, airline Wi-Fi, etc.
• Meals
  • Such expenses shall be reimbursed if you have lodged overnight. 
  • Meals paid on behalf of others are NOT reimbursable.
  • Domestic travel - Meal reimbursements are based on actual expenses. The max cap you can claim per day for meals and incidental expenses is $79.00. No exceptions. (If your lodging receipt has meals included, you will separate those expenses from your receipt and claim as part of your $79.00 per day cap.) 
  • Foreign travel - Meals and incidentals are claimed as per-diem. Per-Diem is calculated based on location which can be checked here

Before You Travel – Seminar Speakers and UCR Guests

Travel Reporting:

• Please note that the below are common guidelines and are NOT the entirety of the UC Travel Policy (G-28)
• If you need assistance and/or have questions, please email the Travel Coordinator or emnadmin@ucr.edu 
• If you incur expenses during your trip, you will fill out a Travel Expense Report (Non-UCR Employees) once you have completed travel.
• Collect original itemized receipts for all expenses you are planning to claim. 
• DO NOT PAY ON BEHALF OF OTHERS FOR ANY TYPE OF TRAVEL EXPENSE
• All travelers must pay for their own expenses if they are to be reimbursed – no exception.

Transportation:

• Airfare
  • Seminar speakers and UCR guests typically purchase their own airfare and are reimbursed at the end of their trip. This is the preferred option as airfares purchased through our travel system are non-refundable and a $200 fee will be charged if it is canceled or changed.
  • DO NOT purchase airfare with frequent flyer points, credits or any other such method as these are NOT reimbursable – no exception.
  • Preferred seating and early bird check-in are NOT reimbursable unless you have a Dr's note.
  • DO NOT USE INTERNET VENDORS TO PURCHASE TRAVEL PACKAGES – Packages sold on websites such as Expedia or Priceline do not have itemized receipts and are not reimbursable
  • Please use US Carriers when purchasing airfare (unless you are traveling from a foreign country, then contact emnadmin@ucr.edu).
• Ground Transportation in Lieu of Flying
  • Mileage for personal vehicles is reimbursable if it is the most common mode of transportation or you have a UCR business-related reason for driving instead of flying. (Justification will need to be specified on your expense report.)
  • Charges for additional insurance or collision damage waivers for rental vehicles are not reimbursable.
  • Gas is reimbursable for rental vehicles only.Other Transportation:
    • Uber, Lyft, and taxis are used for travel to/from airports, lodging, and UCR campus and can be submitted for reimbursement on a travel expense claim once your travel is completed.
• Lodging
  • UCR has nearby hotels with contracted pricing which can be reserved and pre-paid by UCR. In order to request a hotel reservation with UCR contracted hotels please fill out the Request for UCR guests to stay at UCR Contracted Hotels form here
  • If you purchase your own lodging, your receipts must show a breakdown of the charges per night such as a hotel folio.
  • If you arrange your own lodging, receipts with any additional expenses, such as parking or meals, you must exclude these amounts from your receipt and claim in the appropriate category when filling out your expense report.

Reimbursements:

• Receipt Requirements
  • ALL receipts MUST BE ITEMIZED (include all the following information):
    • Business name with address/phone number
    • Date of purchase
    • List of items purchased
    • Total cost
    • Method of payment (cash, credit, etc.)
  • Airfare receipts must show the itinerary along with the payment method. 
  • Any expenses under $75 will not require a receipt to be uploaded on your travel expense report.
  • You MUST provide itemized receipts for the expenses below regardless of the dollar amount or you will not be able to be reimbursed. 
    • Conference registration
    • Loding
    • Rental cars
    • Airfare
    • Airline fees such as baggage, airline Wi-Fi, etc.
• Meals
  • Such expenses shall be reimbursed if you have lodged overnight. 
  • Meals paid on behalf of others are NOT reimbursable.

Before You Travel Non-EmployeesTravel Reporting:

• Please note that the below are common guidelines and are NOT the entirety of the UC Travel Policy (G-28)
• If you need assistance and/or have questions, please email emnadmin@ucr.edu
• If you incur expenses during your trip, you will fill out a Travel Expense Report (Non-UCR Employees) once you have completed travel.
• Collect original itemized receipts for all expenses you are planning to claim. 
• DO NOT PAY ON BEHALF OF OTHERS FOR ANY TYPE OF TRAVEL EXPENSE
• All travelers must pay for their own expenses if they are to be reimbursed – no exception.

Transportation:

• Airfare
  • Non-Employees typically purchase their own airfare and are reimbursed at the end of their trip. This is the preferred option as airfares purchased through our travel system are non-refundable and a $200 fee will be charged if it is canceled or changed.
  • DO NOT purchase airfare with frequent flyer points, credits or any other such method as these are NOT reimbursable – no exception.
  • Airfare receipts must show the itinerary along with the payment method.
  • Preferred seating and early bird check-in are NOT reimbursable unless you have a Dr's note.
  • DO NOT USE INTERNET VENDORS TO PURCHASE TRAVEL PACKAGES – Packages sold on websites such as Expedia or Priceline do not have itemized receipts and are not reimbursable. 
  • Please use US Carriers when purchasing airfare (unless you are traveling from a foreign country, then contact the Travel Coordinator).
• Ground Transportation in Lieu of Flying
  • Mileage for personal vehicles is reimbursable if it is the most common mode of transportation or you have a UCR business-related reason for driving instead of flying. (Justification will need to be specified on your expense report.)
  • Charges for additional insurance or collision damage waivers for rental vehicles are not reimbursable.
  • Gas is reimbursable for rental vehicles only.
• Other Transportation
  • Uber, Lyft, and taxis are used for travel to/from airports, lodging, and UCR campus and can be submitted for reimbursement on a travel expense claim once your travel is completed.
• Lodging
  • Lodging expense reimbursements are actual up to $333 per night before taxes and mandatory hotel fees and must be supported by original itemized receipts, regardless of the amounts incurred, and must be reasonable for the locality of travel. When the traveler is unable to secure lodging at $333 per night or less, the traveler must submit additional documentation such as price comparisons within the proximity of the meeting location that supports the higher lodging rate incurred. The price comparisons should be performed at the time of booking.
  • Travelers MUST be at least forty miles from their headquarters or home to be reimbursed for an overnight stay.
  • Lodging receipts must show a breakdown of the charges per night such as a hotel folio. 
  • If your Lodging receipt has any additional expenses, such as parking or meals, you must exclude these amounts from your receipt and claim in the appropriate category. 

Reimbursements:

• Receipt Requirements
  • ALL receipts MUST BE ITEMIZED (include all the following information):
    • Business name with address/phone number
    • Date of purchase
    • List of items purchased
    • Total cost
    • Method of payment (cash, credit, etc.)
  • Airfare receipts must show the itinerary along with the payment method. 
  • Any expenses under $75 will not require a receipt to be uploaded on your travel expense report.
  • You MUST provide itemized receipts for the expenses below regardless of the dollar amount or you will not be able to be reimbursed. 
    • Conference registration
    • Loding
    • Rental cars
    • Airfare
    • Airline fees such as baggage, airline Wi-Fi, etc.
• Meals
  • Such expenses shall be reimbursed if you have lodged overnight. 
  • Meals paid on behalf of others are NOT reimbursable.
  • Domestic travel - Meal reimbursements are based on actual expenses. The max cap you can claim per day for meals and incidental expenses is $79.00. No exceptions. (If your lodging receipt has meals included, you will separate those expenses from your receipt and claim it as part of your $79.00 per day cap.) 
  • Foreign travel - Meals and incidentals are claimed as per-diem. Per-Diem is calculated based on location which can be checked here

Travel Regulation Policy G-28

Enterprise - Reserve a Vehicle