logo for uc davis aggiebuy     logo for uc davis aggieship         logo for uc davis aggietravel            logo for uc davis aggiesurplus          vector icon of a phone and text of contact us

Expense Types

Click on each expense type below for an explanation or view alphabetically in a pdf.

Professional Expenses

  • Professional Membership (7299)
  • Receipts are always required.

    Use the Professional Membership expense type to reconcile professional memberships purchased with the Travel card. Dean or Department Head approval is required. The name of the approver is required in the expense form and proof of approval (either signature or electronic signature by way of ad-hoc routing) is required.

  • Advertising, Recruitment, Promotional Services (7730)
  • Receipts are always required.

  • Books, Publications, or Subscriptions (6200)
  • Receipts are always required.

  • Classroom Supplies (6100)
  • Receipts are always required.

  • Computer Software (8027)
  • Receipts are always required.

  • Computer Supplies (8005)
  • Receipts are always required.

  • Fuel or Gasoline (no travel) (8083)
  • Receipts are always required.

  • Immigration Visa Fees (7233)
  • Receipts are always required.

  • Lab Supplies (8030)
  • Receipts are always required.

  • Licenses or Taxes (7283)
  • Receipts are always required.

  • Non-employee Gifts or Awards (7710)
  • Receipts are always required.

  • Office Supplies (8070)
  • Receipts are always required.

  • Other Services (7215)
  • Receipts are always required.

  • Other Supplies (8000)
  • Receipts are always required.

  • Postage or Freight (3000)
  • Receipts are always required.

  • Printing, Reproduction, or Copies (6000)
  • Receipts are always required.

  • Regulatory and Permit Fees (7790)
  • Receipts are always required.

  • Repair Services (7100)
  • Receipts are always required.

  • Telephone or Cell Phone (4100)
  • Receipts are always required.

Travel Card Cash Advance and Return

  • Travel Card Cash Advance
  • If you take a cash advance (ATM or bank withdrawal) on your UC Davis Travel Visa card, the expense will import into AggieTravel. Use the Travel Card Cash Advance expense type as the parent expense for the imported charge on your travel report. Then itemize this expense to show how the money was spent. 

    For example, a traveler may take a $100 cash advance from their travel card to pay for meals throughout their trip. The travel expense report will show the $100 Travel Card Cash Advance as the parent expense type, then the traveler will itemize Meals and Incidental Expenses for each day as appropriate. 

    This is only one example of how this expense type can be used. There are many other reasons a traveler may need a cash advance. See your department's AggieTravel SuperUser, your business office travel assistant, or contact travelhelp@ucdavis.edu for more information.

  • Travel Card Cash Return (Returned to UC)
  • If a portion of a Travel card cash advance is unused at the end of the trip, there are two ways to reconcile the unused funds.

    One option is to use expense type Travel Card Cash Return (Return to UC).

    1. The traveler writes a check to UC Regents in the amount of the unused funds. The traveler's business office deposits the check using the Kuali Financial System (KFS) Cash Receipt (CR) document. The deposit should credit the department’s account – usually the same one that was used to pay for the trip or event.

    2. In AggieTravel, the unused portion of the Travel card cash advance is itemized using expense type Travel Card Cash Return (Return to UC). The expense form will require the CR document number be entered.

    3. A copy of the CR document is attached as a receipt.

  • Travel Card Cash Return (Traveler to pay U.S. Bank)
  • Another option is to use expense type Travel Card Cash Return (Traveler to pay U.S. Bank).

    1. In AggieTravel, the unused portion of the Travel card cash advance is itemized using expense type Travel Card Cash Return (Traveler to pay U.S. Bank).

    2. The amount entered must be remitted by the cardholder to U.S. Bank directly. This amount will be marked automatically as Personal/Non-reimbursable in AggieTravel. The cardholder may pay U.S. Bank by mail, phone, or online. For U.S. Bank contact information, visit Contact U.S. Bank.

Travel and Entertainment

  • Airfare
  • Paid receipts are always required.

    Airfare is used to reconcile out of pocket and Travel card airline ticket purchases.

    Tickets purchased using the CTS account will automatically use expense type: CTS Imported Expense.

    Object Codes: 

    2040 - in-state travel

    2240 - out-of-state travel

    2940 - foreign travel

  • Airfare, Additional Fees
  • 1. Baggage - paid receipt is required if over $75
    2. Ticket Change Fee- provide a comment; paid receipt is required
    3. On Board Internet Access - for business use only
    4. Seat Selection/Reservation - provide a comment; paid receipt is required
    5. Upgrade - provide a comment and indicate upgrade on airline ticket for proper approvals and exceptional routing; paid receipt is required
    6. Priority Access - provide a comment; paid receipt is required if over $75
    7. Other- Provide a comment; paid receipt is required if over $75


    Object Codes: 

    2040 - in-state travel

    2240 - out-of-state travel

    2940 - foreign travel

  • Awards
  • Awards are typically used in conjunction with Entertainment events, e.g. Service awards, trophies, or gift cards. When a non-cash award is purchased as part of an Entertainment event, ensure policies Bus-79 and G-41 are followed.

    Object Code: 8072

  • Business Services
  • Use Business Services to claim the cost of ancillary business expenses associated with travel or entertainment. This includes services such as photocopies, faxing, parcel services, etc.

    Object Codes: 

    2000 - in-state travel

    2200 - out-of-state travel

    2900 - foreign travel

  • Car Rental
  • Paid receipts are always required. See Best Practice: Renting a Car for more details.

    Remember: Make ALL car rental reservations through BCD Travel to ensure the UC discounted rates and protections are applied to your car rental.

  • Car Rental - Class of Service:
  • 1. Compact/Economy/Intermediate
    2. No Cost or Self Pay Upgrade (Use when traveler pays for their own upgrade)
    3. Upgraded Service (When selected, report will automatically route for exceptional approval; submit required documentation)
  • Car Rental - Vendor:
  • 1. Hertz
    2. Enterprise/National
    3. Dollar/Thrifty
    4. Other (Requires a comment)

    Object Codes: 

    2030 - in-state travel

    2230 - out-of-state travel

    2930 - foreign travel
  • Cash Advance Return
  • The Cash Advance Return is to record excess cash advance that was not utilized on the report. You will still be required to process a Cash Receipt document when returning the money to the University. Include a copy of the Cash Receipt document with the travel expense report.

    Please note: this expense type is NOT used for Travel Card Cash Advances. See below for more information.

  • Conference Registration
  • Use Conference Registration for reimbursement of the cost of conference, seminar, or lecture, etc. registration fees.

    When submitting an expense report to pay your Travel card for conference registration for a group of individuals, the attendance list option should be used to identify the attendees.

    Object Code: 2100

  • Currency Gain/Loss
  • The Currency Gain/Loss expense type is used when reconciling a cash advance used in a foreign location which gained or lost value against the dollar.

    Object Codes: 

    2000 - in-state travel

    2200 - out-of-state travel

    2900 - foreign travel

  • Entertainment Deposit
  • Use Entertainment Deposit to account for deposits paid to vendors for events. Entertainment Deposit can be itemized.

    Object Codes: 

    7250 - non-morale event

    7750 - morale event

  • Employee Morale Event Entrance Fees
  • Employee Morale Event Entrance Fees are used when claiming reimbursement for the cost of employee morale activities. This should not be used for the purchase of show tickets for entertainment.

    Object Codes: 

    2000 - in-state

    2200 - out-of-state

    2900 - foreign

  • Entertainment Meal, 10 or Less Guests
  • When hosting a University Entertainment event for 10 or fewer guests, use this expense type to reconcile the cost of a meal. Use the attendance list within the expense to account for the people in attendance.

    For more information on using the Attendance List feature within AggieTravel, please visit Attendees.

    Object Codes: 

    7250 - non-morale event

    7750 - morale event

  • Entertainment Meal, Over 10 Guests
  • When hosting a University Entertainment event for more than 10 guests, use this expense type to reconcile the cost of a meal. Use the attendance list within the expense to account for the people in attendance, or simply attach a list of the attendees to the report.

    For more information on using the Attendance List feature within AggieTravel, please visit Attendees.

    For more information on attaching documents to an expense report, please visit Receipts.

    Object Codes: 

    7250 - non-morale event

    7750 - morale event

  • Entertainment Supplies or Rental (AV, dishes, or other)
  • Audio or Video Rental is most often used in conjunction with hosting a conference.

    If the rental was purchased as part of a rental agreement, please include a copy of the rental agreement in the reimbursement expense report.

    Object Codes: 

    7250 - non-morale event

    7750 - morale event

  • Gas or Fuel
  • Gas or Fuel is not used in place of claiming personal vehicle mileage per UCOP Travel Policy G-28. Use the Gas or Fuel expense type when reconciling the purchase of gas or fuel for rental cars and other approved modes of transportation.

    Object Codes: 

    2030 - in-state travel

    2230 - out-of-state travel

    2930 - foreign travel

  • Ground Transportation
  • Ground Transportation is used to reconcile all forms of ground transportation with the exceptions of rental cars and mileage claims.

    Select Vendor Type:
    > Parking/Tolls
    > Taxi/Uber/Lyft
    > Shuttle Bus
    > Train/Light Rail/Rapid Transit
    > Other (Requires a comment)

    Object Codes: 

    2000 - in-state

    2200 - out-of-state

    2900 - foreign

  • Laundry (Trip Over 6 Days)
  • If a trip lasts more than six days, laundry services may be approved for reimbursement. This expense can be added to lodging itemization, if the laundry was part of the lodging costs, or it can be claimed separately.

    Object Codes: 

    2020 - in-state

    2220 - out-of-state

    2920 - foreign

  • Lodging
  • Paid receipts are always required.

    Use Lodging for typical lodging costs, including hotel, Airbnb, and other lodging facilities. This expense type requires an itemized receipt be submitted with the expense report, in addition to itemizing the nightly costs.

    See Lodging-Other for Deposits, Host Gifts, and Long-Term Lodging.

    Object Codes: 

    2020 - in-state

    2220 - out-of-state

    2920 - foreign

  • Lodging-Other
  • Paid receipts are always required.

    > Lodging, Deposit is used to pay for a lodging deposit.
    > Lodging, Host Gift is used to pay for a host gift, per policy G-28. Receipts are required for host gifts of $25 or more and are limited to no more than $75 per host, regardless of the duration of stay.
    > Lodging, Long-Term is used for stays exceeding 30 days and may be entered as one amount for entire duration. Provide a comment including the dates of lodging.

    Object Codes: 

    2020 - in-state

    2220 - out-of-state

    2920 - foreign

  • Meals and Incidentals (incl. tips)
  • Meals & Incidental Expenses is used to claim the cost of meals and tips associated with travel. AggieTravel offers a quick-itemization feature to separate any personal or non-reimbursable expenses.

    Object Codes: 

    2010 - in-state

    2210 - out-of-state

    2910 - foreign

  • Meeting Room Rental
  • Paid receipts are always required.

    Meeting Room Rental is most often used in conjunction with hosting a conference.

    If the rental was purchased as part of a rental agreement, please include a copy of the rental agreement in the reimbursement expense report.

    Object Codes: 

    7250 - non-morale event

    7750 - morale event

  • Mileage - Google Maps
  • Use Mileage - Google Maps when entering a single trip or a multi-legged single day trip. The Google Maps mapping service is built directly into the expense type!

    Note: Do NOT select the 'personal' check box within the Google Maps feature. Doing so will reduce your reimbursement by the miles marked personal.

    Object Codes: 

    2000 - in-state

    2200 - out-of-state

    2900 - foreign

  • Mileage Log
  • Use Mileage Log to enter multiple trips, i.e. monthly or quarterly.

    This expense type requires a mileage log. Complete the log and attach it with your receipts.

    See the travel Forms page for the correct PDF form to use with this expense type.

    Object Codes: 

    2000 - in-state

    2200 - out-of-state

    2900 - foreign

  • Miscellaneous
  • If there is not another more appropriate category to claim the expense under, use Miscellaneous.

    Object Codes: 

    2000 - in-state

    2200 - out-of-state

    2900 - foreign

  • Personal/Non Reimbursable
  • When a portion of an expense is not being claimed, itemize the expense and use Personal/Non Reimbursable. 

    If a Travel card transaction is personal or non-reimbursable, update the expense type to Personal/Non Reimbursable. The traveler must write a check payable to U.S. Bank for Personal/Non Reimbursable expenses paid using the Travel card.

    Write a check to “U.S. Bank” and include the account number on it.

    Send it to:

    Corporate Payment Systems

    P.O. Box 790428

    St. Louis, MO 63179-0428

  • Show Tickets
  • Show Tickets is for the cost of tickets to a sporting, theatrical, or musical event furnished to a prospective donor or employee in connection with the conduct of official University business.

    All reports including Show Tickets will route for exceptional approval. 

    Object Codes: 

    2000 - in-state

    2200 - out-of-state

    2900 - foreign

  • Student Program Entrance Fees
  • Student Program Entrance Fees are used when claiming reimbursement for the cost of programmatic or academic activities. This should not be used for the purchase of show tickets for entertainment nor for the purchase of passport or visa expenses.

    Object Codes: 

    2000 - in-state

    2200 - out-of-state

    2900 - foreign

  • Supplies and Materials
  • Use Supplies and Materials for reimbursement of necessary items purchased while on travel status or while preparing for an entertainment event.

    Object Codes: 

    2000 - in-state

    2200 - out-of-state

    2900 - foreign

  • Travel Agency Fees
  • Use Travel Agency Fees to claim service fees charged by travel agencies to make your travel reservations.

    These fees do not include insurance of any kind.

    Please note: tickets purchased using the CTS account will use expense type: CTS Imported Expense.

    Object Codes: 

    2000 - in-state

    2200 - out-of-state

    2900 - foreign

CTS Imported Expenses

  • CTS Imported Expense
  • Receipts are always required.

    CTS Imported Expense is automatically used with CTS expenses imported into AggieTravel. This is not an expense type that should be selected for Travel card or out of pocket transactions.

    All CTS Imported Expenses require itemization to update the actual date of the expense and to clarify the expense type, i.e. CTS Hotel, CTS Airfare, CTS Entertainment, etc.

  • CTS Airfare
  • When airfare is purchased through AggieTravel or through one of our other CTS partners, the ticket and any associated fees will import into AggieTravel. The cost of the airfare is itemized under expense type CTS Airfare. 

    Object Codes:

    2040 - in-state airfare

    2240 - out-of-state airfare

    2940 - foreign airfare 

  • CTS Entertainment Meal, 10 or Less Guests
  • When hosting a University Entertainment event for 10 or fewer guests, use this expense type to reconcile the cost of a meal.

    Object Codes:

    7250 - business meeting

    7750 - social activity

  • CTS Entertainment Meal, Over 10 Guests
  • When hosting a University Entertainment event for over 10 guests, use this expense type to reconcile the cost of a meal.

    Object Codes:

    7250 - business meeting

    7750 - social activity

  • CTS Entertainment Supplies
  • Entertainment Supplies is most often used in conjunction with hosting a conference.

    Supplies include audio/visual rentals, table linens, etc.

    Object Codes:

    7250 - non-morale expenses

    7750 - morale expenses

  • CTS Fees
  • The most common CTS Fees are Travel Agency Fees charged by our CTS partners.

    Object Codes:

    2000 - in-state airfare

    2200 - out-of-state airfare

    2900 - foreign airfare 

  • CTS Lodging
  • CTS Lodging is billed when guests stay with one of our local CTS lodging partners. 

    Object Code: 2020

  • CTS Other
  • Use CTS Other when expenses do not fall under one of the other CTS expense types.

    Object Codes:

    2000 - in-state

    2200 - out-of-state

    2900 - foreign

Foreign Travel

  • Per Diem Lodging
  • The Per Diem Lodging expense type may be selected in lieu of using the Travel Allowance (per diem itinerary) function in AggieTravel. 

    When using the Per Diem Lodging expense type, you'll need to attach an image of the federal per diem rates found here: https://aoprals.state.gov/web920/per_diem.asp

    Please note: Per Diem Lodging is only for use with travel of 30 days or more and foreign travel.

    Object Codes:

    2020 - in-state travel

    2220 - out-of-state travel

    2920 - foreign travel

  • Per Diem Meals
  • The Per Diem Meals expense type may be selected in lieu of using the Travel Allowance (per diem itinerary) function in AggieTravel.

    When using the Per Diem Meals expense type, you'll need to attach an image of the federal per diem rates found here: https://aoprals.state.gov/web920/per_diem.asp

    Please note: Per Diem Meals is only for use with travel of 30 days or more and foreign travel.

    Object Codes:

    2010 - in-state travel

    2210 - out-of-state travel

    2910 - foreign travel

Group Travel

  • Group Airfare
  • Paid receipts are always required.

    Use Group Airfare for Group Travel when multiple tickets are purchased on the same receipt, or when a group leaders pays for multiple travelers’ airfare.

    Object Codes:

    2040 - in-state travel

    2240 - out-of-state travel

    2940 - foreign travel

  • Group Lodging
  • Paid receipts are always required.

    Group Lodging is only used with Group Travel. This expense type provides a convenient way to claim group lodging expenses, without having to itemize the entire receipt in AggieTravel. However, always attach the itemized receipt to the report.  

    Use the attendance list feature or attach an attendance list to the report.

    Object Codes:

    2020 - in-state travel

    2220 - out-of-state travel

    2920 - foreign travel

  • Group Meals
  • Group Meals is only used with Group Travel.

    To account for the group of travelers, use the attendance list feature or attach an attendance list to the report.

    Object Codes:

    2010 - in-state travel

    2210 - out-of-state travel

    2910 - foreign travel

Moving & Relocation

  • Relo - Airfare
  • Paid receipts are always required.

    Use expense type Relo - Airfare to reconcile out of pocket and Travel card airline ticket purchases associated with moving or relocation.

    Tickets purchased using the CTS account will automatically use expense type: CTS Imported Expense.

    This expense may be taxable.

    Object Code: 2700

  • Relo - En Route Lodging
  • Use Relo - En Route Lodging for typical lodging costs, including hotel, Airbnb, and other lodging facilities associated with overnight stays while in transit from origin to destination. This expense type requires an itemized receipt be submitted with the expense report.

    This expense may be taxable.

    Object Code: 2700

  • Relo - House Hunting
  • Paid receipts are always required.

    The expense type Relocation House Hunting is used to reimburse the cost of house hunting expenses associated with relocation. 

    This expense is taxable.

    Object Code: 2700

  • Relo - Meals & Incidental Expenses
  • Use Relo - Meals & Incidental Expenses to claim the cost of meals and tips associated with relocation.

    This expense may be taxable.

    Object Code: 2700

  • Relo - Mileage Google Maps
  • Use Relo - Mileage Google Maps when entering a mileage associated with  moving or relocation. The Google Maps mapping service is built directly into the expense type and will calculate the most accurate mileage reimbursement.

    Ensure the vehicle type chosen corresponds to the Relocation mileage rate. See Personal Car for more details.

    Note: do NOT select the 'personal' check box within the Google Maps feature. Doing so will reduce your reimbursement by the miles marked personal.

    This expense may be taxable.

    Object Code: 2700

  • Relo - Other Expenses
  • Paid receipts are always required.

    Use Relo - Other Expenses for reimbursement of funds paid directly to a moving company.

    This expense may be taxable.

    Object Code: 2700

  • Relo - Temporary Lodging
  • Paid receipts are always required.

    Relo - Temporary Lodging is used to reimburse the cost of temporary lodging associated with relocation. This does NOT include the cost of lodging while in transit from origin to destination. Use Relo - En Route Lodging for lodging while in transit.

    This expense is taxable.

    Object Code: 2700