Travel & Entertainment
Coordinates, prepares, and audits all travel paperwork for departmental users.
Request for Travel Advance
You may request a travel advance for expenses incurred prior to a trip. Log on to Concur. Create a new Request, attach original receipts, and email your Preparer Delegate to inform them of your request at least 30 days in advance of the trip. See Reimbursements for more details.
Before each trip where a person will leave California, travelers must register for the Business Travel Program. If making arrangements through Connexxus, enrollment is automatic. If making travel arrangements outside of Connexxus, complete enrollment at UC Away.
In accordance with University policy, all travel reimbursement requests must be submitted to the UCSB Travel Accounting office within 45 days of the end of travel. To ensure reimbursement, please create a Report within Concur (see Reimbursements for more details) within 30 days of the end of travel.
Per UC policy, original receipts are required and must show proof of payment. The following receipts are required:
- Airline Passenger Receipts**
- Rental car receipts, including gas receipts
- Hotel receipts (must be itemized to show nightly rates, applicable taxes, etc.)
- Conference registration receipts
- Receipts for local transportation costing $75 or more (rail ticket stubs, bus tickets, taxi receipts)
- Receipts for miscellaneous supplies
** U.S. Flag Carriers must be used for travel on federal funds. Missing original receipts: If you are unable to locate original receipts for your trip, please complete a Declaration of Missing Evidence form and provide an alternate proof of purchase (i.e. credit card statement showing payment).
Contract / Grant Billing
Airfare may be purchased directly through Connexxus and billed to the University credit card. Upon return, the charge will show up in your Concur account under Available Expenses. This may be used to create a new Expense Report where the airfare can be properly placed on the appropriate account. Contact us before you plan your travel if you intend to deviate from a direct to/from business destination for any reason.