With the exception of professional memberships and certifications, these expenses represent unauthorized purchases according to UC Procurement Policy. All purchases of goods or services on behalf of the university are required to follow appropriate procurement processes and procedures. For expenses not related to travel or entertainment, this usually includes explicit approval by authorized personnel before the purchase occurs.

Published on behalf of Joanna Regulska, Vice Provost and Associate Chancellor of Global Affairs

Dear colleagues,

The UC Davis Travel card should not be used for personal expenses. If an ancillary personal expense is accidentally charged on the travel card (restaurant meal exceeded daily meal limit, extra lodging night was not split by hotel, etc.) the cardholder must immediately remit payment directly to U.S. Bank for the non-reimbursable amount. The payment confirmation must be entered in the new field, Payment Confirmation, on the Personal or Non-Reimbursable expense type in AggieTravel.

These expenses were already charged to the department account when originally imported. As a reminder, all expenses must be reconciled in AggieTravel within 60 days of the trip or event end date. 

When making a purchase on behalf of UC Davis, it is expected that employees use approved purchasing methods (see our “How do I Buy” chart).

All UC Davis travel and entertainment expenses must be authorized, reported and reimbursed in accordance with University of California policies G-28 and BUS-79.