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AggieTravel: Submitting Expense Reports

Where does your expense report go in AggieTravel when you hit Submit?

  • For campus users, unless you've added an additional approver, your report routes to your fiscal officer and then to your department approver. If you are unsure of who these people are, contact your local business office. Once approved by your department approver, the report heads to AP Review.
     
  • For UCD Health System users, unless you've added an additional approver, your report heads directly to your department approver. If you are unsure of who your department approver is, contact your local business office. Once approved by your department approver, the report heads to AP Review.  

Late Expense Reports

As of January 1, 2019, 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.