Travel Advances
Travel advances are used to help pay traveling expenses that occur prior to an actual trip. Proof of purchase is needed for airfare, lodging, registration, and travel expenses. Any other arrangement for pre-trip costs needs pre-approval. Travel advances should be requested from PASC at least three weeks prior to departure to ensure that the checks will be ready on time.
Travel Advances: Submitting a Request (Pre-Authorization for travel or entertainment). To submit a travel advance we need the following:
● Event/Trip Name (Travel Dates and destination)
● Trip purpose
● Business purpose
● Request/Trip start and Request/Trip end dates
● Destination City/Country
● Expected Expenses with estimated costs and any receipts available
All travelers that receive a travel advance must submit an expense report within 21 days after the completion of travel.
Allowable expenses and guidelines for booking:
Conference Registration
● Travelers must provide a copy of the event agenda. Receipts must be itemized.
● Justification is always needed for attending an event. Please submit event information with your expense report such as an agenda, invitation, or itinerary.
Transportation
● Airfare: Economy only, US Flag carrier if international travel. Please contact your financial coordinator in order to book your flight to utilize direct billing to UCSB. This is strongly suggested and preferred. Receipts must be itemized if not booked through Concur or Connexxus
● Train/Bus/Taxi (no limo service): UC Policy reimburses the most economical means
● Parking fees
● Rental Car insurance is not reimbursable. Book rental cars through Concur or UCSB Transportation & Parking Services. Only intermediate or smaller vehicles are reimbursable. Luxury cars, including Teslas, are not reimbursable. Receipts must be final and itemized, and a quote or reservation confirmation are not receipts.
● Mileage Reimbursement Rate for personal cars
● UCSB Vehicle Rentals: Transportation Services provides clean, safe and reliable vehicles to meet the transportation needs of University departments. Maintained by a team of professional technicians, TPS provides cost-effective short-term and long-term (assigned) rentals. Vehicles include sedans, multi-passenger vans, box trucks and Suburbans. Rental rates depend on the type of vehicle and length of rental. Vehicles are for official University business use only. Plan in advance, with a minimum of 2 weeks notice per request.
Lodging and Meal & Incidental Expenses
Please book your hotel through Concur whenever possible. This is strongly suggested and preferred. Please ensure that receipts are final and itemized, and keep in mind that reservation confirmations are not considered receipts. All rates, including room nights and meals, must adhere to the standard UC's Travel Regulations G-28.
Travel Reimbursements
Travel expense reimbursements go through the reimbursement platform Concur. Concur is the reimbursement platform for entertainment and travel reimbursements. Concur is available in the website version and an app for your smartphone. With Concur, travel and entertainment activity reimbursements have been electronically standardized for convenience and ease of use.
It is recommended you email digital copies (scans, PDF, photos, screenshots) of the receipts to your PASC Finance Coordinator, so they can prepare a Concur reimbursement expense report for you. Please add your PASC Finance Team representative as a Delegate in your Concur profile. Employees must add their PASC Finance Team representative as a delegate to process reimbursements. How to Add a Delegate. Please email all requests to the functional email for the department: finance@gss.ucsb.edu
You may initiate the Expense Report on your own. See below step-by-step guidance: