AggieExpense: Submitting Expense Reports

Where does your expense report go when you hit Submit?

Expense Reports route as follows for campus:

  • Travel and Entertainment:
    • Initiator > Fiscal Officer > Department Approver > AP Review > Fully Approved
  • Procurement Card
    • Initiator > Fiscal Officer > Fully Approved

Expense Reports route as follows for UCD Health System:

  • Travel and Entertainment:
    • Initiator > Department Approver > UCDH AP Review
  • Procurement Card
    • Initiator > Fiscal Officer > Fully Approved

Late Expense Reports

UC Davis employees must submit travel and entertainment claims within 60 calendar days of the trip or event end date. Expense reports originally submitted after 60 calendar days will be reported as taxable income to the employee.  This policy includes expenses paid on the Travel card, direct billing (Preferred Booking Program), and out of pocket. This policy can be found in the UC Davis Policy & Procedure Manual 300-10.

On average, 15% of all UC Davis travel and entertainment reports are submitted late, representing over $9 million of travel spend.  Late expense reports put the university at risk of violations in our Accountable Plan.  See the FAQ: Tax on Late Travel Reports for more information, or contact afs-trcmail@ucdavis.edu with questions.  UC Davis Health employees should send an email request to Dianne Dakis at ddakis@ucdavis.edu.