Reimbursement

CONTACT US

Reimbursement Processing
UCSB Physics Department
3014 Broida Hall
Santa Barbara, CA 93106-9530

 

FORMS & RESOURCES:

 

TIPS ON TRAVEL PLANNING AND REIMBURSMENT:

1) TRAVEL

  • Advance requests may be submitted one month prior to the estimated date of departure.
  • Per UC Policy we will only reimburse Coach class or Economy tickets. Extra costs associated with premium seating or check-in are not reimbursable, unless associated with a physician's note of medical necessity.
  • Receipts must include name, itinerary, total cost, and proof of purchase (e.g. VISA -XXXX, "Balance Due: $0.00", "Total Paid")
  • You can purchase airfare through sites like Expedia and Kayak as long as it meets the above two requirements. However, package deals (e.g., airfare + rental car) are NOT allowed unless an itemized receipt from the company showing the cost of each item included in the package can be given to the Physics Dept. UCSB must know the breakdown of expenses to ensure that the items conform to university policy. Note that rewards points are not reimbursable.
  • If you are taking any personal time during your travel, or if you take a non-direct route, take a screen capture of the price of a round trip ticket without the personal time at the time that you purchase your actual flight to use as comparison to the actual flight you purchase.
  • Only the following car classes are acceptable for reimbursement: Intermediate, Economy, and Compact. Should the rental agency offer an upgrade at the time of booking or at the counter, the receipt must reflect that it was free.
  • The University will not reimburse travelers for the purchase of Collision Damage Waiver (CDW), Loss Damage Waiver (LDW), Supplemental Liability Insurance (SLI), or Personal Accident Insurance (PAI).
  • Itemized receipts of the rental are required. A copy of the rental agreement is not sufficient documentation. 
  • There is a maximum lodging reimbursement rate of $275 per night, before taxes and mandatory hotel fees. Exceptions are allowed if a hotel rate at $275 is not available. Traveler must submit additional documentation (attach this worksheet), such as price comparisons within the proximity of the meeting location, that supports the higher lodging rate incurred. Price comparisons should be performed at the time of booking. Pre-arranged conference lodging rates in excess of $275 per night do not require an exceptional approval.
  • Please indicate what meals are included in the registration fees (example)

FORMS: Domestic Travel Reimbursement WorksheetForeign Travel Reimbursement Worksheet

f you misplaced a receipt, also submit this form along with a copy of your bank statement that shows your name and the relevant transaction..

 

2) ENTERTAINMENT

Food and meals for social events with an underlying university business purpose.

Alcohol is not reimbursable. 

The receipt must show an itemized list of your order as well as evidence of payment.

The UC Entertainment Reimbursement Policy is available here.

FORM: Expense/Entertainment Reimbursement Form

If you misplaced a receipt, also submit this form along with a copy of your bank statement that shows your name and the relevant transaction.

 

1) SUPPLIES, SERVICES, AND OTHER

Examples: books, software updates, cloud storage subscriptions, parts for "Fabrication".

FORM: Expense/Entertainment Reimbursement Form

 

FOR ANY QUESTIONS REGARDING TRAVEL PLANNING AND REIMBURSEMENT,

PLEASE CONTACT US AT: fac-assist@physics.ucsb.edu

 

Debbie Ceder 

5014 Broida Hall

805-893-2058

Anneclaire Cain 

3019 Broida Hall

805-893-5369

 

Foreign Visitors

Foreign visitors requiring reimbursement are requested to bring their passport & I-94 form along with receipts to Broida 5014.  Should all necessary paperwork not be available before the visitor's departure, these can be sent via e-mail (see contact) or postal to:

Travel Reimbursement
Physics Department
5014 Broida Hall
University of California
Santa Barbara, CA 93106-9530

Please don't forget to include a copy of the picture portion of the passport and the I-94 form if not previously submitted.

For any visa or immigration-related questions, please contact heidi@physics.ucsb.edu; sschiferl@ucsb.edu