Department of Physics & Astronomy

• Pre-trip Authorization form

  Pre-trip Authorization form 

• Travel and Expense Worksheet

  Travel and Expense Worksheet

• Visitor Parking Permit

  Visitor Parking Permit

  Invited guests to UCR who travel via personal, state or rental car may park in one of the designated visitor lots only with a guest parking permit. To obtain a parking permit for your visitors fill out attached form if you need further assistance please contact physicspurchandtrvl@ucr.edu.  Please allow at least 2 days before the guest is arriving. The request will be submitted and you can advise your guest to pick up the permit at the parking kiosk.

• Declaration of Missing Evidence

  Declaration of Missing Evidence Form

• Unauthorized Purchases

  Unauthorized Purchases Form

  Non-Travel reimbursement requests require that you upload a completed unauthorized purchase form onto your expense report. Concur will prompt you and ask that you upload this form for your out of pocket purchase. We ask that you download the form and route via DocuSign to: physicspurchandtrvl@ucr.edu

   

• Non Travel Reimbursements

  Non Travel Reimbursements

  Is it okay to submit a reimbursement request for items purchased outside of Oracle?

  • Out of pocket expenses should be reserved for emergencies ONLY and should not exceed $500. All out of pocket expenses are considered unauthorized purchases, regardless of the amount, and are subject to additional approvals. Note that reimbursements requests may be denied.
  • To submit your request for reimbursement, please submit an expense report through the Concur application.

  For additional guidance, contact physicspurchandtrvl@ucr.edu

• Entertainment Reimbursements

  Entertainment Reimbursements

  • If you are entertaining guests with a University business purpose and offering meals fill out the Entertainment Reimbursement Request
  • Entertainment expenditures are for meals or light refreshments related to event expenses in support of the University’s mission. For example, this form can be used to request reimbursement for a faculty-hosted meal or light refreshments for a seminar guest speaker
  • The form will require the upload of itemized receipt, please ensure you have all receipts scanned
  • Receipt Notice: Please provide an itemized receipt showing a method of payment (last 4 digits of credit card used) on it. If you cannot obtain an itemized receipt, please submit a Declaration of Missing Evidence form for every missing receipt and supporting documentation such as a credit card statement or bank  

  You will also need to provide a guest list. If you have more than 10 attendees, please use the "Extended Guest List" 

  The maximum meal rates for entertainment and business meeting meals have been revised. The new rates are as follows:

  • Breakfast $31
  • Lunch $54
  • Dinner $94
  • Light Refreshments $22

  Department Reimbursable Rates (Colloquium & Recruitment): Max of 5 people, any meals beyond 5 people will be required to submit a COA for the expenses for the additional guests.

• Guest Lodging requests

  Guest Lodging requests

   

• Car Rental Requests

  Enterprise reserve a vehicle 

  The University contracts with several rental car agencies from which cars may be rented at a pre-negotiated rate. These rates include collision damage insurance within the United States. Optional insurance and upgrades are NOT reimbursable and, if accepted, are at the user’s expense. Please do not select prepayment of gas/fuel. You will not be reimbursed Collision damage (or liability damage) insurance is required when traveling in Hawaii, Canada, Mexico, and all other foreign locations, and will be reimbursed by the University.

  Book your rental car online through Concur or Call and use the UC Riverside contract code.

  

• Who do I contact for travel assistance and guidance?

  Please email physicspurchandtrvl@ucr.edu for any travel requests and or guidelines needed before traveling for staying within UCR Travel Policy.

• Is pre-payment an option?

  Advance payments for foreign airfare, shuttles, registration fees, etc. may be paid with enough advanced notice with a Purchase Order, via Procurement Card, or campus ghost card (airfare only). If you personally pay these fees in advance they will not be reimbursable until after the trip has been completed. Contact physicspurchandtrvl@ucr.edu for guidance.

• When should I submit a reimbursement?

  All reimbursement requests for travel expenses are routed through Concur UCR’s online travel expense reporting system. Travel expense claims should be made within 7 days of the completion of the trip. However, claims must be made within 21 days. Once we have all necessary info and required uploaded receipts, your request will be routed for approval and it will be submitted to UCR’s Accounting Office for reimbursement. It can take up to 2-3 weeks to receive reimbursement.

• What receipts are required?

  Please save and submit all original receipts. Airline ticket receipts/itineraries, hotel bills, rental car receipts, registration fee receipts (any larger expense receipts provided to you electronically) are to be submitted in PDF form included as attachments with your expense report. All receipts must be itemized and show “form of payment”. Only the cost of ACTUAL meals can be claimed for reimbursement not to exceed the maximum daily limit of $79.00. There is no “per diem” for any domestic travel. The Concur system will indicate whether or not a receipt is required based on the category and amount.

• Can I pay for someone else's travel?

  You may NOT pay for another traveler’s expenses including hotels, meals and rental cars. If you are planning a group travel event, please reach out to your travel coordinators for more detailed guidelines and restrictions as some shared expense exceptions can be made.

• When do I need a flight comparison?

  A flight comparison must be done at time of all bookings for the following reasons:

  • If a Traveler adds additional non-business related locations or dates to the trip.
  • If a Traveler extends a business trip for personal reasons prior to or after the scheduled date of the meeting/conference.
  • If a Traveler begins or ends a trip in a location other than their home for personal reasons.
  • If a Traveler takes an indirect route to a business location.
  • If a Traveler uses a personal vehicle in lieu of flying they must also have Chair’s approval in writing.

  The flight comparison must be done at the time of booking a trip to show that personal time taken did not cost the university any additional cost.  Charging travel expenses to UCR when they are going to be reimbursed by a third party is not allowable. If a meeting/conference host will be reimbursing you for your airline ticket, the traveler must prepay this and you cannot have it purchased by the University.

• Can meals be claimed for 1 day trips?

  Reimbursement of meals may not be claimed for trips less than 24 hours without an overnight stay (mileage only).

• Am I covered by University Insurance while traveling?

  You should register ALL trips at the site below, even those not booked directly through Concur, prior to traveling so that you are covered by University Insurance while traveling.

  Risk Management/Travel

• Do I need to pay for parking at another UC?

  If a faculty member, staff or graduate student from another UC campus comes to visit and they have a parking permit from their own campus they can show that parking permit along with their UC identification card to the parking kiosk and get a complimentary parking pass for use on UCR’s campus for the day. This does not apply to Undergraduate students from other campuses.

Travel & Entertainment Policies and Guidelines