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Travel Card: Paying On Behalf of Another

There are specific situations where a Travel card can be be used to pay for expenses on behalf of another.

Under certain circumstances, the Travel card can be used to make payments on behalf of other travelers, such as non-employees or employees who have not yet received their own Travel card.

The expenses below may be made on behalf of other travelers without seeking a policy exception. 

NOTE: If paying on behalf of a UC Davis employee, this is to be a one-time exceptionUC Davis employees who will be regularly traveling or entertaining on behalf of the university should apply for their own Travel card.

UC Davis Employees

  • Conference Registration
  • Lodging Deposit

Guest/Non-Employee Travelers

  • Ground Transportation
  • Conference Registration
  • Lodging Deposit

Additional Notes on Paying On Behalf of Others

  • On the AggieTravel report header you'll see the question, "Exception requested: spouse/partner or other traveler(s) expenses included on report" and you'll have the option to choose "Yes" or "No" from a drop down menu. If reimbursable expenses for another employee, guest, or a spouse/partner are included on the report, choose yes and in the comments provide an explanation of why the expense is on your report. The report will automatically route for Exception approval.

 

  • For purchases on behalf of others that are not included in the table above, please obtain pre-approval from Travel Accounting. Send a request to travelhelp@ucdavis.edu, and include details of the transaction and circumstances.
 
  • Airfare should be purchased through UC approved travel agencies. The most common method is BCD Travel, which is integrated into AggieTravel and allows for direct billing to the campus Preferred Booking Program for guest and employee airfare.