A. Travel Expense Voucher
A travel expense voucher shall be used to account for all travel advances and expenses incurred for official University travel. An additional sheet may be attached if more space is required.
Upon submission of a properly completed and approved voucher, the University will reimburse the traveler for any balance due. If travel advances exceed the amount spent for the trip, the traveler must include a check for the difference payable to
"The Regents of the University of California."
B. Required Information
The traveler’s headquarters and city of residence shall be included on the travel expense voucher with the purpose of the trip and all other requested information. The traveler also must include an explanation for any unusual items.
All expenditures for a trip are normally reported on a single travel expense voucher, with the exception of trips that require quarterly reporting. Supplemental vouchers, if necessary, must be clearly marked “supplemental” and must reference the date of the main voucher submitted for the travel.
C. Times of Departure and Return
An individual submitting a claim for reimbursement of travel expenses must show the inclusive dates of each trip with the times of departure and return. Any periods of personal travel occurring during the reported trip must be shown on the travel expense voucher.
D. Documentation
1. Receipts and stubs
The original of the following receipts and/or stubs must be submitted with the travel expense voucher:
a.
receipts for all airline expenses;
b.
receipts for all rental car expenses;
c.
receipts
for local transportation costing $75 or more;
d.
receipts for each miscellaneous expense costing $75 or more;
e.
receipts for all lodging expenses incurred on domestic travel, except when the
non-commercial daily allowance is authorized;
f.
receipts for each meal and incidental expense costing $75 or more when claiming
actual subsistence expenses;
g.
receipts for extraordinary items, such as auto repair; and
h.
receipts for a gift costing $25 or more provided to a host.
2. Unavailable receipts
When an original receipt is required but has been lost, a copy of the receipt may be submitted with an explanation in writing. Should a copy be unobtainable, a statement by the traveler providing
a) the reason for missing receipts, and b) that the traveler was not reimbursed
from any other source, shall be included with the travel expense voucher. Without satisfactory explanation, the
expense will not be reimbursed.
E. Time Limit for Submission
A travel expense voucher must be submitted to Accounting within 21 days after completion of each trip unless there is recurring local travel, in which case vouchers may be submitted monthly. When a trip exceeds 90 days, the traveler must submit
to Accounting a quarterly report of expenditures.
F. Certification of Travel Expense
Each traveler submitting a travel expense voucher must sign the voucher certifying that the amounts claimed are a true statement of the expenses incurred on official University business and that all original receipts have been submitted as required by University regulations.
In rare instances, it may be impossible to obtain the traveler's signature
(non-UCSF employee, traveler lives in another country, etc.) In these unusual
circumstances, it is appropriate for the MSO to sign for the traveler with an
explanation why the traveler's signature could not be obtained.
G. Approval of Travel Voucher for Payment
A travel expense voucher and other travel-related forms must be approved for payment by the traveler's department head or by a person to whom the Chancellor has delegated such authority, as evidenced by a Signature Authorization Form on file with Accounting or by an electronic signature authorization. In order to ensure that the approval of travel is entirely independent, a travel expense voucher
and other travel-related forms must not be approved by a person who directly reports to the traveler, unless written approval for the travel and anticipated expenses has been obtained in advance from the traveler's supervisor.