Travel & Entertainment Forms

Travel & Entertainment Forms

Form

Instructions

Airfare Exception Form (PDF)

Use the Airfare Exception form when requesting an exception to policy G-28 for Business or First Class airfare.

Revision date: Aug-2023

Certificate of Non-availability of U.S.-Flag Air Carrier Service (PDF)

Use this form to document air travel on a foreign (non-U.S.) carrier. 

More information about the Fly America Act can be found on the Travel website or at the U.S. General Services Administration website.

Confirming Order Justification (PDF) This form must accompany any request for unauthorized purchases.
Payment Request (PDF)

We no longer utilize the Entertainment Expense Voucher (EEV) and Travel Expense Voucher (TEV) forms. The Payment Request can be used for specific travel or entertainment payments to suppliers that do not accept credit cards. 

Refer to the Payment Request instructions to ensure you are completing the form correctly.

Allowed travel and entertainment expense payments include: 

  • Relocation expenses paid to moving companies
  • Entertainment venue deposits
  • Travel supplier payments

Include justification that the supplier will not accept a credit card payment on the Payment Request.

Foreign Travel Wire Transfer (Webform)

Submit this form when an AggieExpense reimbursement requires a foreign wire transfer.

Lodging Limit Justification (PDF)

UCOP G-28 Travel policy limits lodging nightly rates to a maximum of $275/night when traveling in lower 48 states for less than 30 days. If requesting reimbursement for more than this limit, please complete this form, obtain appropriate approvals, and attach the form to your AggieExpense Expense report.

Revision date: Dec-2022

Mileage Log Form 2024 (PDF)

This is the mileage record sheet for those who turn in more than one mileage expense per report time (i.e. monthly). 

Previous mileage forms are listed below for travel that took place during an earlier time period:

Preferred Booking Program Form (PDF, Formerly "CTS" Form) Make local hotel and other travel-related reservations for individual or group travelers and entertainment events.
Transient Occupancy Tax Exemption Certificate for Governmental Agencies (PDF)

Use this form to receive tax exemption from hotels, as applicable.

 

UC Business Travel Insurance (Webform) Trip registration is required each time a traveler leaves California unless reservations are made through AggieExpense or a ConnexUC travel partner (excluding SWABIZ).