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Procedures for Funding Approval Requests
BEFORE
- All funding requests for travel or professional development activities must be pre-approved by your supervisor, unit head, and AUL/Director before you leave on your trip or begin your activity. Professional development activities include workshops, conferences, classes, webinars, memberships, etc.
- Complete a Travel Pre-Approval Request. Once you complete and submit the request form, it will automatically be routed for approvals and sent to Library Business Services (LBS). When your request receives all necessary approvals, a Travel Expense Report is generated for you to complete after your trip or activity.
- If you are not requesting funding from the University, either by direct bill or reimbursement, you are not required to complete this form. Please handle leave requests with your supervisor via email.
- Consider these UCB Library Travel pre-paid services to help reduce your out-of-pocket expenses:
- Pre-paid airfare: Connexxus
- Pre-paid registration fee by bluCard: Requesting Pre-Paid Registration
- UCB car rental for local travel: Rental Card Procedures/Rental Card Agreement Form; contact our LBS travel staff for a Fleet Services Card
- Prior to any travel out-of-state or to a foreign country, UC travelers must register for travel insurance to ensure insurance coverage for each business trip.
- If your trip will involve state funds, please confirm that your destination is not banned under California's AB 1887.
DURING
- During your trip or activity, remember to collect receipts for airfare, rental car expenses, registration, membership, lodging, and any expense of $75 or more. For more details, review LBS's receipt requirements.
AFTER
Please submit your expenses for reimbursement within 30 day of returning from your trip or completing your activity. Review the table below to determine your next steps.
For help navigating the Campus Reimbursement System, here is a step-by-step guide on how to enter your expenses. If you have any questions regarding Travel policy or how to submit a request, please contact our LBS travel staff.
| If you have incurred... | Please... |
|---|---|
| ONLY direct billed expenses |
|
| ONLY Out-of-Pocket Membership, Registration, or Course Materials (No Travel) | Submit the Library Travel Expense Form with your actual expenses and uploaded receipt(s). |
| Out-of-Pocket expenses (Involving Travel) |
Only Out-of-Pocket Travel Expenses Go to the Campus Reimbursement System and create a report. Leave the chart string section blank, upload receipts, and save the report. Go to your Library Expense Report to enter the Campus Report ID (TRV000xxxxxx) and submit to LBS. AIRFARE is direct billed Go to the Campus Reimbursement System and create a report. When completing the form, include your actual airfare total and Direct Bill ID. Leave the chart string section blank, upload receipts, and save the report. Go to your Library Expense Report to enter the Campus Report ID (TRV000xxxxxx) and submit to LBS. REGISTRATION/MEMBERSHIP is direct billed Go to the Campus Reimbursement System and create a report, omitting your direct billed registration/membership expenses; an LBS Analyst will document these in the Library System. Leave the chart string section blank, upload receipts, and save the report. Go to your Library Expense Report to enter the Campus Report ID (TRV000xxxxxx) and submit to LBS. Recurrent Local Travel Create monthly reports in the Campus Reimbursement System, leave the chart string section blank, upload receipts, and save the report. Please paste the campus Report ID (TRV000xxxxxx) in the "Campus Reimbursement System TRV Number" field of your Library Expense Report. A Recurrent Local Travel Log is available to you as a tool to document your expenses as they accumulate. For more details, please review our Recurrent Local Travel instructions. |
| Out-of-pocket expenses + direct billed rental car expenses or direct billed lodging |
Submit the Library Travel Expense Form with all of your actual expenses and uploaded receipt(s) or invoice(s). An LBS Analyst will process your reimbursable travel expenses in the Campus System. Recurrent Local Travel If your recurrent local travel includes direct billed Fleet Services/Fuel Card expenses, report your monthly expenses in a Recurrent Local Travel Log provided by LBS and upload this log and your receipts to your Library Travel Expense Report. An LBS Analyst will process your reimbursable travel expenses in the Campus System. |
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