Travel Processing

Prior to Travel - prepared by traveler

Refer to UC Policy BFB-G-28 on Travel Regulations to review what is reimburseable. When in question, contact the Central Administrative Office.

NEW! UPDATED Temporary Approval Methods

If your trip was cancelled, please try to get as much money back as possible, provide as much documentation and explanation of the cancellation, what you were able to receive back, and any cancellation fees that may have incurred.

Travel Advance

If a traveler needs financial assistance with travel expenses prior to travel, a Travel Approval/Advance form can be submitted to the CAO upon PI approval. Under the following circumstances:

Post Travel Forms & Information - prepared by traveler for reimbursement

Within a reasonable amount of time not to exceed 45 days after the end of the trip, the traveler should fill out the applicable worksheet (domestic | foreign) and Travel Approval/Advance Form and sign. The traveler should then submit the worksheet(s) and original receipts to the Travel Expense Voucher (TEV) preparer. Please hold on to all original documentation. It will need to be turned in with wet signatures upon return to campus.

Policy, Worksheets and Receipts

To ensure full reimbursement for travel, it is important that travelers understand UCSB Travel Policy . All travelers are required to fill out a travel worksheet and submit certain receipts for reimbursement. When in doubt, it is best to submit all receipts.

NOTE: The following visa types are not eligible to receive any travel payments for expenses incurred in the United States: F-2, H-4, O-3, and P-4.

NEW! UPDATED Temporary Submission Procedures:

After you have prepared all your documents and compiled them into one PDF, please email it to: cao-reimbursements@ece.ucsb.edu. If you normally work with a faculty admin assistant for your reimbursements, please email them your documents.

In the subject line of your email please format it as follows:

                  ex. Travel, Smith, Tori, 03/10-03/12, San Diego, CA

For travel advances please put “Advance” in place of travel and include your expected travel dates

                  ex. Advance, Smith, Tori, 05/02-05,09, Phoenix, AZ

Please hold on to all original documentation. It will need to be turned in with wet signatures upon return to campus.

Travel Expense Voucher (TEV) - prepared by administrative assistant

Once the administrative staff has received the travel worksheet and original receipts from the traveler, the reimbursement can be processed on the UCSB online Travel Expense Voucher.

Additional forms and information can be found on the UCSB Business & Financial Services website under Travel Accounting