Reimbursements

UCSB transitioned to Concur for expense reimbursement processing on February 1, 2022. All requests for travel and business meeting reimbursements must be submitted via Concur by a UCSB Employee.

Please Review Prior to Submitting a Request in Concur:

Enter your UCSB e-mail address and click “Next” on the landing page. You will be re-directed to “Sign in with UC Santa Barbara SSO”.

Non-UCSB Employees: If you are not an employee in the UCPath System, your reimbursement will need to be processed by your host as a “Guest” in the Concur system.

 Process Workflow

Requestor
  1. Adds Physics Preparer Delegates:

    Note: A Preparer Delegate will be assigned to verify the Requestor's work. If minor corrections are required, a Preparer Delegate may make them for the Requestor. 

    • Debbie Ceder (dla@ucsb.edu) - General Physics
    • Individual faculty member hosting visitor - Non employee and non-student visitor reimbursements
    • Jennifer Farrar (jfarrar@ucsb.edu) - Non-employee grad student and prospective grad student reimbursements
  2. Inputs reimbursement request

  3. Emails Preparer Delegate to review reimbursement request/report.

  4. Submits request when Preparer Delegate verifies request/report.

Note:  If a Preparer Delegate does not review your request/report prior to your submission, you may need to recall a request or recall a report to have it verified first.

Advisor / Supervisor
Reviews and approves request
Physics Department Expense Approver

Receives and reviews the reimbursement request.

Note: Reimbursement is forwarded to Business and Financial Services (BFS) for payment processing.  For split-funded reimbursements, request is forwarded to administering department(s) for additional funding sources prior to BFS.

 Resources

Prior Approval / Travel Advance

Prior approval is recommended, but not required, for each trip.

You may request a travel advance for expenses incurred prior to a trip. You must create a new Request within Concur, upload original receipts and specifically request a cash advance within 30 days prior to a trip. Notify your Preparer Delegate that you have created the Request prior to submission. Please allow for processing time.

Common Coding Info (Sub Accounts)

Sub 3: Travel, Entertainment and Business Expense
Any travel on department funding and all entertainment or business expenses regardless of fund source.

Sub 3: Purchase Reimbursements
Reminder: All purchases should be made via Gateway to the greatest extent possible.

Sub 4: Fabrication
Purchases for any item used in a fabrication.

Sub 5: All Travel Reimbursements on extramural funding
 

Maximum Daily Reimbursement Rates

For travel within the Continental United States, the daily maximum reimbursement rates are:

  • $79.00 for meals and incidentals (this is not a per diem, but a daily maximum cap which cannot be exceeded - policy provides for ACTUAL costs of meals up tot $79/day)
  • $275.00/night for lodging

Allowable exceptions to the maximum lodging reimbursement maximums may be submitted via the Lodging Limit Justification Form.

Required Receipts

Receipts for all expenses for which you seek reimbursement are required including, but not limited to:

• Airline Passenger Receipts**
• Rental car receipts, rail ticket stubs, bus tickets
• Local transportation receipts
• Receipts for miscellaneous expenses (supplies)
• Hotel receipts (must be itemized to show nightly rates, applicable taxes, etc.)
• Conference Registration Receipts

• Membership reimbursements must include a Membership Form for Concur.

**U.S. Flag Carriers must be used for travel on federal funds.

Additional details and required receipt information may be found on the Common Types of Supporting Documentation.

Submitting a Request for a Guest

Reimbursements for non-UCSB Employees (not in UCPath) must be processed by a host as a “Guest” in the Concur system.

To begin the process, submit a ticket via Service Now:
https://ucsb.service-now.com/payment

  • Select "Concur"
  • Select "Request a New Guest Traveler"