New to Travel? Start Here

aggie enterprise logo
Aggie Expense wordmark button.
Aggie Logistics wordmark button.
Aggie Print wordmark button.
Aggie Ship wordmark button.

Guidelines and best practices to help ensure successful travel.

When traveling for approved, business-related purposes, UC Davis reimburses reasonable and necessary expenses—as long as they comply with university policies and are incurred with fiscal responsibility. Reimbursement is only available when the cost is not, and will not be, covered by another source.

Whenever possible, use the UC Davis Travel Visa (Travel Card) to pay for travel-related expenses. This ensures timely payment, reduces the need for out-of-pocket spending, and simplifies reconciliation.

If your situation isn’t addressed directly in UC’s travel policy (G-28), use sound judgment and treat university funds as you would your own.

Good Stewardship

  • Be accurate and ethical. Report actual costs honestly.
  • Be prudent. Avoid unnecessary or excessive expenses.
  • Stay mission-focused. Expenses must serve a clear business purpose.
  • Follow IRS guidelines. Reimbursements must not be considered taxable income (see IRS Publication 463).
  • Use the Travel Card. Pay for travel-related expenses with the Travel card whenever possible.
  • Choose the best value. UC reimburses for the most economical and commonly used travel options.

Familiarize Yourself with Travel Policy

  • Before traveling on behalf of the university it is important to familiarize yourself with applicable policies and regulations. All university paid travel, regardless of payment method, is subject to IRS tax laws and UC policies. Failure to follow university policies can result in additional taxable income on your paycheck and/or out-of-pocket expenses not being reimbursed.
  • Travelers visiting foreign countries are encouraged to become familiar with the destination country’s entry requirements, travel advisories, and other pertinent information, available on the Bureau of Consular Affairs website.
  • Always check with Global Affairs first before initiating any international travel, to comply with additional regulations and safety concerns.

Complete Travel Card Training and Application

  • The UC Davis Travel Card is a university-sponsored card issued to UC Davis employees who travel or entertain on behalf of the university. It is expected that all travel or entertainment charges which are allowed on a Visa should be charged to your UC Davis Travel card. If you are going to travel or entertain, be sure you have your card ahead of time! 

Use AggieExpense

  • Prior to booking any travel or entertainment, complete all the required fields in your AggieExpense profile.
  • Be sure to validate the email address in your profile.
  • Enter direct deposit information in your AggieExpense user profile.
  • Download and register the SAP Concur mobile app, for added benefits like taking photos of receipts in real time.
  • Add Delegates to assist with expense reporting.
  • Identifying a personal car in your AggieExpense profile is required for mileage reimbursement. There are different mileage reimbursement rates for travel versus relocation.
  • Booking airfare, car rentals, and lodging can been done directly in AggieExpense, with BCD Travel.
  • The Travel Itinerary Site offers BCD Travelers access to travel related documents for current and previous trips in one convenient site.
  • Airfare expenses will import into AggieExpense as a Preferred Booking Program expense and will need to be reconciled on an Expense Report.
  • Reports must be submitted within 45 calendar days from the trip end date or event date.
  • Trip expenses become taxable if the report is not submitted within 60 calendar days of the trip end date – even if paid for with the Travel card or Preferred Booking Program.
  • ConnexUC is a secure web portal with access to UC’s systemwide Travel Program, comprehensive rates and benefits for anyone affiliated with UC.
  • Travel Arranger – this option allows for others to book travel arrangements on your behalf.

Keep your receipts as appropriate

  • A valid receipt contains amount, date, place of purchase, identification of what was purchased, and proof of payment.
  • A receipt is required to be attached to your AggieExpense expense report for each of the following situations:
    • Lodging
    • Airfare
    • Car Rental
    • Conference Registration
    • All Expenses totaling $75 or more