Reimbursements & Travel (TAR, Post Travel)

The Business Office can assist faculty and staff with this process. We recommend individuals look at the online resources provided below before contacting the business office for personal assistance.

Return to Financials page
Did you know?

Direct Deposit for Payroll does NOT verify setup in the main payment & reimbursement system.
The Payee Setup 204 form is required for reimbursement. 

Payee Setup Form page

Online Resources

UCSC Travel Guide link

 

First you will want to know exactly what forms you need. We recommend you reference the Payments & Reimbursements guides on the Financial Affairs website.

To locate Payment & Reimbursements guides

  1. Navigate to the Payments & Reimbursements Financial Affairs website

  2. At the bottom of the Payments & Reimbursements Financial Affairs website you will find the section “How to pay guides”  

  3. Select the proper process for your situation

Forms

Travel Advance Request Form:

The Travel Advance Request (TAR) form is used to request cash advances, pre-trip reimbursement or direct payment to vendors.  A trip number will be issued by FAST. The trip number can be used for direct payment to vendors set up with UCSC direct billing.  The trip number and all monetary advances need to be identified in the upper right corner on the post travel form when travel is completed.  The post travel form is mandatory to be completed when travel is complete to close out the travel requested via the TAR.

Travel Advance Request Form


 

Post Travel:

For mileage and other reimbursements, please be sure to use the current year form.  The Post Travel Expense form should be filed within 45 days of the conclusion of your travel, but it is recommended that you do so within 10 days of returning from your trip.  It is important to include any trip number issued for a TAR and all monetary advances must be identified in the upper right corner on the post travel form when travel is completed.  Also include these amounts within the specific portions of the post travel, and then deduct the amount in the Less Payments/Less Cash Advance to calculate the Reimbursement amount.

Post Travel Form


 

Travel Cash Advance Repayment:

Did you receive a travel advance payment, but not use all the funds?  You will need to repay the University the unspent funds.  This can be done when submitting your Post Travel forms.  Simply fill out the Travel Cash Advance Repayment form and include a check or cash for the unused amount (Checks should be written to "UC REGENTS").  This can be turned into the business office with your normal Post Travel forms.  The business office will do the rest. 

Travel Cash Advance Repayment form

For information on how to fill out a check for submission to UCSC, visit Cashier Duties sub section Checks.


 

For travelers that are visiting UCSC:

Here is local hotel information and payment options.

Local Hotels in the Santa Cruz Area

 

Travel Insurance:

The university has arranged for employees and students traveling on official university business to be covered for a wide variety of accidents and incidents while away from the campus or primary workplace at no cost to the traveler or their unit.  

Travel Insurance Information

 

Fly America Act:

Please check with the FOAPAL resource regarding the funding for foreign travel restrictions.  Important Fly America Act information when travelling on Federal funds links:

Fly America Act and Open Skies Agreements

Fly America FAQs

European Airlines

 

 

UCOP Travel Regulations:

UCOP Travel Regulations

 

Providing Supporting Documents

  1. All receipts need to show proof of payment

  2. Meal receipts need to show specific food and beverage items purchases

  3. Alcohol amounts including tax and tip need to be deduced from meal receipts

  4. Airfare needs to include the itinerary, show class of service and traveler name

  5. Attach event information, i.e. flyer, email, agenda

  6. Lodging receipt needs to include room cost breakdown

  7. Foreign travel receipts need to include conversion rate documentation

  8. Use the comments section to include any detailed explanation