Travel and Reimbursement Information
- Fill out the Payee 204 form linked below.
- Non-UCSC (Campus Affiliates, Vendors, Other)
- At the top of the Payee 204 form, list Richard Raygoza as your department contact and enter “[email protected]” in the department contact email field. To the question: “Will an urgent request for payment follow this 204 form?” answer, “No.”
- If you need help filling out this form, please refer to the detailed guide linked here.
- Save all of your receipts for lodging, travel, and reimbursable meals. Once they are all collected, send a clear photo or scanned copy of each individual receipt to [email protected] . You can do this at the end of your trip, but please send photos or scans of receipts as individual attachments in your email.
- Reimbursement Guidelines
- Hotel & Lodging:
- Up to $333 per night can be reimbursed – booking lower rates is encouraged if lower rates are available.
- Book the most economic lodging option possible. If lodging exceeds $333 per night, provide price comparisons for other hotels within the proximity of the meeting location to justify. These can be screenshots sent along with receipts to the above email.
- Flight:
- Book the most economic airfare option possible. Valid business fees are reimbursable; personal fees are not reimbursable. Allowable fees include:
- Baggage check-in
- Lost ticket replacement, if infrequently incurred.
- Re-ticketing and scheduling change, for valid business reasons explained with receipt submission to the above email.
- Book the most economic airfare option possible. Valid business fees are reimbursable; personal fees are not reimbursable. Allowable fees include:
- Business or first class travel is allowable under the following circumstances:
- Cheaper than a coach or economy seat
- A coach or economy seat is not available
- Involves an overnight flight with no time to rest before work begins
- You have a documented disability or medical need
- Rail or bus travel:
- May be used when required by the destination or by business necessity. When rail or bus travel is used in lieu of air travel, only the lesser of rail fare or equivalent airfare cost to the same destination will be reimbursed.
- Meals:
- Up to $79 per day is reimbursable.
- Transportation:
- Rental Cars: Reimbursable vehicles are economic, compact, intermediate-sized rental cars. If your rental car does not fall within these listed categories, (for example, if your rental is a luxury SUV or a sports car) then your payment for the rental car will not be approved for reimbursement. There may be exceptions for documented disabilities or medical needs to rent larger-sized vehicles. For detailed info on UCSC’s rental car reimbursement policy, please see the Travel Guide.
- Rideshare: If you choose to get around using rideshare services such as Uber, Lyft, or others, you must follow the same process of sending all receipts (screenshots are okay) to the above email address along with trip info and start/end points.
- Personal Vehicle Mileage & GPS: If you are using your own vehicle and are seeking mileage reimbursement, track your movements with GPS to provide screenshots of the start and end points of each business-related drive. The allowable reimbursement rate is 67 cents per mile to and from the meeting location(s) and your hotel or other lodging. All other movements during the trip (i.e. social outings, to/from entertainment venues, etc) do not count toward reimbursable mileage.
- Hotel & Lodging:
- For reimbursement purposes, we require itemized receipts with taxes and fees listed. Reimbursements cannot be processed without itemized receipts for all of the above expenses.