If you often submit travel or entertainment reimbursement requests, make sure to set yourself up for success by following these helpful tips from the Business Resource Center (BRC).

Be timely

• Submit expense reports to the Business Resource Center (BRC) as soon as possible. Per UC policy, expense reports must be submitted within 45 days following the end of your trip.
• If you have a travel and entertainment credit card, make sure to submit it within 7 to 10 days of completion of travel to ensure payment within the 30-day billing cycle — and review frequently asked questions about the card.
• After you’ve submitted your request, be sure to log in to Express to review and approve your reimbursements.

Tell the whole story

• Provide a detailed reason for your trip and your business travel dates.
• Follow this outline of Required Travel Documentation and include all required receipts.
• Include all trip expenses (even if some have already been paid by UC).
• If you are appending personal travel to a business trip, run and save an airfare comparison at the time of booking.
• If your hotel rate exceeds the $275 allotment (excluding taxes and fees), run and save a hotel comparison at time of booking. Review hotel cost criteria.

Be informed – avoid surprises

• Refer to the BRC’s travel reimbursement quick tips for the most important guidelines related to travel and entertainment.
• Review the BRC’s list of required travel documentation for reimbursements

Questions? Contact BRCTravelandEnt@ucop.edu.

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