[Entm-beu] Important Travel Policy Reminders

[Kaitlyn Banda]

Hello all,

As we enter a busy season for academic and professional travel, we’d like
to take a moment to remind everyone of several key travel policies that
apply to university-related trips. Adhering to these guidelines ensures
compliance with UC policies and supports safe and efficient travel planning.
*1. Pre-Travel Authorization Required*

All university-affiliated travel must be approved in advance, regardless of
the funding source or destination. Please submit your travel requests
through Concur before making any arrangements. This is a required step to
maintain compliance with UC travel policy.
*2. Booking and Reimbursement Procedures*

To ensure eligibility for UC’s travel insurance and negotiated rates, all
airfare should be booked through Concur Travel.

   -

   Reimbursement requests must be submitted within 45 days of the
   conclusion of your trip.
   -

   Receipts and documentation should be uploaded directly in Concur to
   expedite processing.

*3. Group Travel*

If you are organizing travel for multiple individuals—such as students,
research teams, or field crews—please obtain written approval from the P.I.
and/or Department Chair before confirming any plans. This requirement
applies even if the travelers are not UC employees.
*3. Meals & Incidentals/ Per Diem*

   -

   For *CONUS travel under 30 days*, meals and incidental expenses (M&IE)
   are reimbursed based on the actual reasonable costs incurred, not as a per
   diem. Although there is a daily M&IE reimbursement cap, it is not treated
   as a fixed allowance, and travelers may only claim what they actually spend.
   -

   For *OCONUS travel under 30 days*, including Alaska, Hawaii, and U.S.
   territories, M&IE are reimbursed using the Department of Defense
   non-foreign locality per diem rates.
   -

   For *long-term travel of 30 days or more within CONUS*, a per diem
   system applies. The daily amount is based on estimated actual expenses and
   is capped at 100% of the applicable federal GSA per diem rate.
   -

   For *long-term OCONUS travel*, actual lodging and subsistence expenses
   are reimbursed but cannot exceed 100% of the applicable DoD non-foreign per
   diem rates.

*4. Use of Personal Vehicles*

If you intend to use a personal vehicle for university business:

   -

   Be aware that your private auto insurance will serve as the primary
   coverage.
   -

   If you plan to claim mileage reimbursement, please email a copy of your
   current auto insurance card in advance.

*5. Full Travel Policy Reference*

For more detailed information, the University of California Office of the
President (UCOP) outlines all travel-related policies under BFB-G-28. We
strongly encourage all travelers to review this policy to stay informed:

*UC Travel Policy BFB-G-28 <https://policy.ucop.edu/doc/3420365/BFB-G-28>*

Please let me know if you have any questions.



Thank you,



Kaitlyn Banda
Travel Coordinator/ Chair's Assistant
UCR Entomology Department
165 Entomology Bldg.
Phone: 951-827-5192  | Fax:  951-827-3086
*kaitlyn.banda at ucr.edu <krista.zavala at ucr.edu>*
* <https://entomology.ucr.edu/>*
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