Travel-related expenses can be charged to the employee’s UCI Corporate travel card for their expenses such as airline tickets, hotel reservations, conference registrations, car rentals, and even meals. Per SLL policy staff must submit their TR document in KFS within 15 calendar days of their return date.
Based on the University California G-28 Travel Regulations travel expenses submitted in excess of one year is considered by the IRS to be taxable income to the traveler are not reimbursable. (for additional information visit the accounting reimbursement page: reimbursement submission deadline and deliquent documents)
The corporate card should not be used to pay for expenses incurred by incoming guests to UCI or anyone other than the cardholder. Contact BSO office if you have any questions related to guest travel.
Group Travel: A group leader must be designated prior to booking any travel. The group leader will be responsible for paying for all makor expenses of the trip
CTS GHOST CARD
A CTS Ghost Card Account allows airfare, hotel room and tax, and associated agency fees to be purchased in advance of a university business related trip
CTS cannot be used for relocation/moving expenses for new employees. Recruitment expenses are limited to the candidate only, no spousal and or, children’s airfares are allowable.
What to know before you travel:
Complete the SLL Travel Approval Request Form prior to paying for any travel related expenses
Approval Flow:
- Initiator
- Supervisor: direct supervisor of person traveling
- Director: add the director if different from the supervisor
- Associate Dean of Students: add the ADOS your center reports to
- AVC/Dean of Students: add if your center reports directly to DOS or if you are requesting SLL funds.
- Completed Copy: add to receive a completed copy of the form
Include the signed form as backup in your travel reimburement requests.
How to submit a travel reimbursement (TR) document in KFS:
Quick guide:
- Complete BSO Travel Reimbursement Request powerform
- Visit ZotPortal
- Click on Finances/KFS
- Find Travel & Event Management
- Select: Transactions
- Select: Travel Reimbursement
| Object Code | Description |
|---|---|
| 8340 | Travel International |
| 8350 | Travel within US & Possessions |
| 8320 | Travel Registration/Conference Fees |
Additional Resources
Division of Finance & Administration “My Receipts Tool”: The app makes it quick and easy to collect, store, and share receipts (and other supporting documents) for reimbursement of business travel and events. This tool allows you to take photos of your receipts and store them in one place—an electronic filing cabinet in the cloud. Go Paperless with My Receipts tool.