Traveling for work this year? The BRC Travel and Entertainment team shares helpful tips on the details they need to process requests quickly and with minimal back and forths.

The bottom line: Be specific

Per UC Travel Policy, your pre-travel request and travel reimbursement request (PDF) must provide detailed descriptions and documentation to justify every day of business travel status. Here are some tips on what you’ll need to include.

Business purpose
Share a detailed explanation — for example, “staff meeting to discuss upcoming financial budget and relocation expenses,” rather than  “staff meeting” or “site visit.”

• If your meeting is confidential, provide as much information as possible.
• For multi-trip itineraries, include a brief narrative to clarify the purpose of traveling to each location.

Conferences and professional events
Provide agendas, brochures or event announcements.

Entertainment meals
Share dates, start- and end-times, agendas and attendee lists, including affiliations.

Personal mileage
Make sure to answer the question “Have commuting costs been deducted?” If your answer is “no,” you must provide a reason in the comment box. For example: “No commuting cost. Traveler currently working from home due to COVID.”

For any questions please contact the BRC T&E Team.

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