Editor’s note: The information below is provided for archival purposes only. Read about the current policy here.

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The last few years have changed how and where we work. While some of us continue to work fully on-site, many now have a hybrid or remote work arrangement. As it was developed well before the COVID-19 pandemic, the UC Travel Policy does not account for the experiences of remote or hybrid workers. This policy is currently under a formal review and revision process; however, UCOP leadership is aware that many staff have already resumed business travel and are attending in-person meetings and events.

To clarify travel reimbursement eligibility for remote and hybrid workers while the UC Travel Policy is being finalized, Executive Vice President and Chief Financial Officer Nathan Brostrom has issued interim systemwide guidance. These guidelines are effective as of Oct. 26, 2022.

It’s important to know what travel is reimbursable and what is not. The following key points cover how the travel policy applies to flexible work arrangements. All travel expenses for hybrid and remote workers must comply with the UC Travel Policy.

Key points: UC Travel Policy for flexible work arrangements

• Flexible work arrangements allow some employees to work in hybrid or remote arrangements. Work arrangements include:
  — In office (100% at assigned UCOP job location)
  — Hybrid (part time at assigned UCOP job location and part time remote)
  — Remote (100% remote)
• Assigned job location refers to the UCOP office to which you are assigned in UCPath. If you’re not sure what your location is, you can find it on your hard copy or digital pay stub.
• Travel expenses to an employee’s assigned UCOP job location are not reimbursable for in-office employees, hybrid employees or remote employees who live within 50 miles.
• Travel to an assigned UCOP job location is reimbursable for remote employees who live more than 50 miles away.
• Travel from an employee’s remote work location to conduct university business, regardless of location, is reimbursable.
• To be reimbursed for meals, an employee must be on travel status or attending an event in person. Employees working from home are not on travel status and are therefore ineligible for meal reimbursements.

Examples of reimbursable travel

Situation 1: An employee with a remote work arrangement lives in Sacramento and their assigned job location is in Oakland. The employee must drive to Oakland for a required business meeting.
— Reimbursement: The employee may request reimbursement for travel to Oakland because they live more than 50 miles from their assigned job location. Reimbursement may include mileage and tolls.[1]

Situation 2: An employee with a remote work arrangement lives in Oregon and their assigned job location is in Oakland. The employee needs to travel to UCOP’s Oakland headquarters for business.
— Reimbursement: The employee may request reimbursement for travel expenses associated with this trip. Reimbursement may include airfare, transportation to/from airport, meals and lodging (if an overnight stay were required).[1]

Situation 3: An employee with a remote work arrangement lives in San Diego and their assigned job location is in Oakland. The employee needs to travel to UC Merced for UC business.
— Reimbursement: The employee may request reimbursement for travel expenses associated with this trip. Reimbursement may include airfare, transportation to/from airport, meals and lodging (if an overnight stay were required).[1]

Use the UC Travel Portal: Connexxus

As a reminder, the UC Travel Portal, Connexxus, offers discounts on airfare, lodging and car rental that are available to all UCOP employees. The program allows UC employees to benefit from the buying power of a large institution.

Most discounted rates also apply when booking personal or non-reimbursable travel. To book personal travel, select “Personal Book Online” from the “Book Online” page.

Questions? Contact the BRC Travel and Entertainment team at brctravelandent@ucop.edu or use the Ask a BRC Question form through ServiceNow.

[1] Only expenses that comply with the UC Travel Policy are reimbursable.

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