Travel & Entertainment

Conference and Event Services has a new process for the UC Davis Permit to Serve Alcoholic Beverages.

Following Campus Policy and Procedure Manual PPM 270-20, Conference and Event Services (CES) is required to represent non-university entities during their time on campus. This includes ensuring the appropriate facility agreements and event insurance coverages are in place to support and protect event attendees and the campus. This process also applies to groups utilizing campus Housing.

Non-university groups are required to:

Starting Monday, March 16, a new payment option will be available for UC Davis guest travelers and infrequent employee travelers.

Instant Card is a temporary, virtual payment method that allows departments to create a pre-set dollar limit and defined start and end dates for the card to be used while on official UC travel. The cardholder can then pay for travel-related expenses like transportation, lodging and meals, using the card on their smart phone.

The February SCM Link newsletter had news about:

• Our upcoming "Purchasing Basics in Aggie Enterprise" classes
• The March 2 Instant Card forum
• The recent PaymentWorks workshop
• Conference and Event Services' new location
• 2026 mileage rates
• BCD service fees

Check out the February SCM Link. 

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The September Hot Topics session focused on updates to travel policies and guidelines. Download the slides from the presentation for an overview and resources. You can also view a recording of the presentation. 

The PDF forms used to justify an airfare upgrade and to justify exceeding the lodging rate limit have been replaced by a more streamlined process within AggieExpense. Airfare and lodging expenses are governed by UC Policy G-28.

The new fields are viewable in the expense line when selecting Airfare or Lodging expense types.

In a recent letter to the UC Davis community, Chancellor May requested leaders to continue to review the need for travel in their units and reduce travel and other expenses as much as feasible.

This month's newsletter has information on:

• AggieExpense homepage user interface
• Candex for one-time payments
• Setting up your Requisition preferences
• PaymentWorks for managing supplier records
• and more

Check out the January 2025 Supply Chain Link here: https://conta.cc/3C2PdRS

Want to receive the monthly newsletter in your inbox? Reach out to [email protected]. 

Entry procedures for Europe and the United Kingdom are changing and travelers need to be aware of three new systems: Electronic Travel Authorization, the European Travel Information and Authorization System, and the Entry/Exit System.

Check out this month's SCM Link newsletter for information on:

• Mail Services Holiday Drives
• Repro Graphics calendar
• New KBA for approvers
• Upcoming Hot Topics online forum
• Spotlight on: Brian Fitzgerald
• Increase in Meals and Incidentals Rate
• Procurement Card training

Read the November SCM Link here: https://conta.cc/3Z66Hpd