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Frequently Asked Questions: Professional Expenses

Frequently Asked Questions: Professional Expenses

  • Now that these expense types are in AggieTravel, is it OK to pay for these out-of-pocket, rather than using Purchasing or my P-card?
  • No. We are changing the process for reimbursements to employees. We are not condoning or expanding what is permissible. All purchasing at UC Davis should always follow proper procedure and systems, which includes AggieBuy, P-cards, and Purchase Orders. Any out of pocket purchasing of professional expenses is an exception to policy. Reporting these reimbursements through AggieTravel will help our ability to track and remedy occurrences of non-compliant purchasing.
  • Am I allowed to use my Travel Card to purchase professional expenses, which are not related to Travel or Entertainment?
  • No. Professional expenses should be purchased using AggieBuy, a P-card, or through a PO process. Any inappropriate use of the Travel card will still require an exception to policy (email travelhelp@ucdavis.edu).

    Exception: Professional Memberships and Certifications are permitted on the Travel card without exception.

  • When someone mistakenly uses their Travel card to purchase supplies or other items, should the charges be reconciled using AggieTravel or should the individual pay U.S. Bank directly and then seek reimbursement for out of pocket expenses?
  • Such mistakes can be reconciled in AggieTravel, but the cardholder will be required to receive an exception to policy for using the Travel card inappropriately (email travelhelp@ucdavis.edu).
  • Is the new AggieTravel report type intended for out-of-pocket reimbursements or should it be used to pay for supplies and other items purchased using my Travel card?
  • For out of pocket reimbursements. The only exception is Professional Memberships and Certifications.
  • Now that we can be reimbursed for professional business expenses using AggieTravel, can I use my Travel card to make purchases that I used to make in AggieBuy, on the Procurement card or through the KFS purchase order process?
  • No. Professional expenses should be purchased using AggieBuy, a P-card, or through a PO process. Any inappropriate use of the Travel card will still require an exception to policy (email travelhelp@ucdavis.edu).
  • Does the expense type Non-employee gifts or awards pertain to honoraria?
  • No. Honoraria should still be processed in KFS using DV document type HON. Honoraria are taxable to the recipient, so UC employees should NEVER pay honoraria out of pocket.
  • Is the new AggieTravel report replacing employee reimbursements done in KFS?
  • Yes, that is the intent of this change as AggieTravel is a more streamlined and user friendly system for processing reimbursements.
  • Will requests for employee reimbursements submitted in KFS be rejected now that the process is available in AggieTravel?
  • Yes, for any reimbursements for expense types that are available in AggieTravel.
  • If an employee (non-travel/entertainment) reimbursement exceeds $500, should we still process a confirming order in KFS?
  • If the reimbursement request exceeds $500, you will be required to attach a copy of the fully executed confirming order justification to the report.
  • Since repair services is one of the expense types for AggieTravel report type 9. Professional Expenses, how do we ensure general liability is in place when the repair is done on-site?
  • The proper way to ensure general liability (and other terms and conditions of a purchase) is to follow our appropriate processes and procedures for purchasing. These include using AggieBuy, your P-card, or a Kuali Purchase Order process. There is no assurance of liability protection when an employee pays out of pocket for a professional expense.
  • Does this new process mean the university endorses out of pocket purchases?
  • No. We are changing the process for reimbursements to employees. We are not condoning or expanding what is permissible. All purchasing at UC Davis should always follow proper procedure and systems, which includes AggieBuy, P-cards, and Purchase Orders. Any out of pocket purchasing of professional expenses is an exception to policy. Reporting these reimbursements through AggieTravel will help our ability to track and remedy occurrences of non-compliant purchasing.

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