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Submitting Expense Reports

Where does your expense report go when you hit Submit?

  • For campus users, unless you've added an additional approver, your report heads 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

Beginning January 1, 2019, UC Davis employees must submit travel and entertainment claims within 60 days of the trip or event end date. Expense reports submitted after 60 days will be reported as taxable income to the employee.

This policy includes all expenses including those paid on the Travel card, direct billing (CTS), and out of pocket. This policy can be found in the UC Davis Policy & Procedure Manual 300-10.

Background

On average, 15% of all UC Davis travel and entertainment reports are submitted late, representing over $9 million of travel spend. If the university is audited by external auditors or the IRS, late expense reports put the university at risk of violations in our Accountable Plan.

Questions?

Please contact us at travelhelp@ucdavis.edu or use our online Help Form.