<div dir="ltr"><div><font face="arial, sans-serif">Hello all,</font></div><div class="gmail_quote gmail_quote_container"><div dir="ltr"><div><div style=""><font face="arial, sans-serif"><br></font></div><div style=""><font face="arial, sans-serif">

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.</font></div><div><h3><strong><font face="arial, sans-serif" size="2">1. Pre-Travel Authorization Required</font></strong></h3>
<p><font face="arial, sans-serif">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.</font></p>
<h3><strong><font face="arial, sans-serif" size="2">2. Booking and Reimbursement Procedures</font></strong></h3>
<p><font face="arial, sans-serif"><span class="gmail_default" style=""></span>To ensure eligibility for UC’s travel insurance and negotiated rates, all airfare should be booked through Concur Travel.</font></p>
<ul>
<li>
<p><font face="arial, sans-serif">Reimbursement requests must be submitted within 45 days of the conclusion of your trip.</font></p>
</li>
<li>
<p><font face="arial, sans-serif">Receipts and documentation should be uploaded directly in Concur to expedite processing.</font></p>
</li>
</ul>
<h3><strong><font face="arial, sans-serif" size="2"><span class="gmail_default" style=""></span>3. Group Travel</font></strong></h3>
<p><font face="arial, sans-serif">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.</font></p><h3><strong><font face="arial, sans-serif" size="2">3. <span class="gmail_default" style="">Meals & Incidentals/ Per Diem</span></font></strong></h3><ul><li><p><font face="arial, sans-serif"><span class="gmail_default" style=""></span>For <strong>CONUS travel under 30 days</strong>, 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.</font></p></li><li><p><font face="arial, sans-serif"><span class="gmail_default" style=""></span>For <strong>OCONUS travel under 30 days</strong>, including Alaska, Hawaii, and U.S. territories, M&IE are reimbursed using the Department of Defense non-foreign locality per diem rates.</font></p></li><li><p><font face="arial, sans-serif"><span class="gmail_default" style=""></span>For <strong>long-term travel of 30 days or more within CONUS</strong>, 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<span class="gmail_default" style="">.</span><br></font></p></li><li><p><span class="gmail_default" style=""><font face="arial, sans-serif">For <b>long-term OCONUS travel</b>, actual lodging and subsistence expenses are reimbursed but cannot exceed 100% of the applicable DoD non-foreign per diem rates.  </font></span></p></li></ul>
<h3><strong><font face="arial, sans-serif" size="2">4. Use of Personal Vehicles</font></strong></h3>
<p><font face="arial, sans-serif">If you intend to use a personal vehicle for university business:</font></p>
<ul>
<li>
<p><font face="arial, sans-serif">Be aware that your private auto insurance will serve as the primary coverage.</font></p>
</li>
<li>
<p><font face="arial, sans-serif">If you plan to claim mileage reimbursement, please email a copy of your current auto insurance card in advance.</font></p>
</li>
</ul>
<h3><strong><font face="arial, sans-serif" size="2">5. Full Travel Policy Reference</font></strong></h3>
<p><font face="arial, sans-serif">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:<br>
<strong><a href="https://policy.ucop.edu/doc/3420365/BFB-G-28" target="_blank">UC Travel Policy BFB-G-28<br></a></strong></font></p></div><br clear="all"></div><div><div dir="ltr" class="gmail_signature" data-smartmail="gmail_signature"><div dir="ltr"><p style="margin:0in;color:rgb(36,36,36)"><span style="border:0px;font-style:inherit;font-variant:inherit;font-weight:inherit;font-stretch:inherit;line-height:inherit;font-size-adjust:inherit;margin:0px;padding:0px;vertical-align:baseline"><font face="arial, sans-serif">Please let me know if you have any questions.</font></span></p><p style="margin:0in;color:rgb(36,36,36)"><span style="border:0px;font-style:inherit;font-variant:inherit;font-weight:inherit;font-stretch:inherit;line-height:inherit;font-size-adjust:inherit;margin:0px;padding:0px;vertical-align:baseline"><font face="arial, sans-serif"> </font></span></p><p style="margin:0in;color:rgb(36,36,36)"><span style="border:0px;font-style:inherit;font-variant:inherit;font-weight:inherit;font-stretch:inherit;line-height:inherit;font-size-adjust:inherit;margin:0px;padding:0px;vertical-align:baseline"><font face="arial, sans-serif">Thank you,</font></span></p><p style="margin:0in;color:rgb(36,36,36)"><span style="border:0px;font-style:inherit;font-variant:inherit;font-weight:inherit;font-stretch:inherit;line-height:inherit;font-size-adjust:inherit;margin:0px;padding:0px;vertical-align:baseline"><font face="arial, sans-serif"> </font></span></p><p style="margin:0in;color:rgb(36,36,36)"><font face="arial, sans-serif"><span style="border:0px;font-style:inherit;font-variant:inherit;font-weight:inherit;font-stretch:inherit;line-height:inherit;font-size-adjust:inherit;margin:0px;padding:0px;vertical-align:baseline">Kaitlyn Banda<br>Travel </span><span style="border:0px;font-style:inherit;font-variant:inherit;font-weight:inherit;font-stretch:inherit;line-height:inherit;font-size-adjust:inherit;margin:0px;padding:0px;vertical-align:baseline;color:rgb(0,0,0)">Coordinator/ Chair's Assistant</span><span style="border:0px;font-style:inherit;font-variant:inherit;font-weight:inherit;font-stretch:inherit;line-height:inherit;font-size-adjust:inherit;margin:0px;padding:0px;vertical-align:baseline"><br>UCR Entomology Department</span><span style="border:0px;font-style:inherit;font-variant:inherit;font-weight:inherit;font-stretch:inherit;line-height:inherit;font-size-adjust:inherit;margin:0px;padding:0px;vertical-align:baseline;color:inherit;letter-spacing:1.2pt"><br></span><span style="border:0px;font-style:inherit;font-variant:inherit;font-weight:inherit;font-stretch:inherit;line-height:inherit;font-size-adjust:inherit;margin:0px;padding:0px;vertical-align:baseline;color:inherit">165 Entomology Bldg.<br>Phone: </span><span style="border:0px;font-style:inherit;font-variant:inherit;font-weight:inherit;font-stretch:inherit;line-height:inherit;font-size-adjust:inherit;margin:0px;padding:0px;vertical-align:baseline;color:rgb(68,114,196)">951-827-5192</span><span style="border:0px;font-style:inherit;font-variant:inherit;font-weight:inherit;font-stretch:inherit;line-height:inherit;font-size-adjust:inherit;margin:0px;padding:0px;vertical-align:baseline">  | Fax:  </span><span style="border:0px;font-style:inherit;font-variant:inherit;font-weight:inherit;font-stretch:inherit;line-height:inherit;font-size-adjust:inherit;margin:0px;padding:0px;vertical-align:baseline;color:rgb(68,114,196)">951-827-3086</span><span style="border:0px;font-style:inherit;font-variant:inherit;font-weight:inherit;font-stretch:inherit;line-height:inherit;font-size-adjust:inherit;margin:0px;padding:0px;vertical-align:baseline"><br></span><span style="border:0px;font-style:inherit;font-variant:inherit;font-weight:inherit;font-stretch:inherit;line-height:inherit;font-size-adjust:inherit;margin:0px;padding:0px;vertical-align:baseline;color:blue"><u><a href="mailto:krista.zavala@ucr.edu" title="mailto:krista.zavala@ucr.edu" style="border:0px;font-style:inherit;font-variant:inherit;font-weight:inherit;font-stretch:inherit;line-height:inherit;font-size-adjust:inherit;margin:0px;padding:0px;vertical-align:baseline;color:blue" target="_blank">kaitlyn.banda@ucr.edu</a></u></span><span style="border:0px;font-style:inherit;font-variant:inherit;font-weight:inherit;font-stretch:inherit;line-height:inherit;font-size-adjust:inherit;margin:0px;padding:0px;vertical-align:baseline"><br></span><span style="border:0px;font-style:inherit;font-variant:inherit;font-weight:inherit;font-stretch:inherit;line-height:inherit;font-size-adjust:inherit;margin:0px;padding:0px;vertical-align:baseline;color:blue"><u><a href="https://entomology.ucr.edu/" title="https://entomology.ucr.edu/" style="font-style:inherit;font-variant:inherit;font-weight:inherit;font-stretch:inherit;line-height:inherit;font-size-adjust:inherit;border:0px;margin:0px;padding:0px;vertical-align:baseline;color:blue" target="_blank"><img width="200" height="68" src="https://ci3.googleusercontent.com/mail-sig/AIorK4xMVlh9id8hfBgdHIzYOkK9Z-puc2mTMyCwldQ-cgEuOZho_wMafiqZo4Dml7H9dpYGxqMDpmvOn3k-"></a></u></span></font></p></div></div></div></div>
</div></div>