HOW TO: Report Expenses

• Travel expenses, along with all necessary backup documentation, must be submitted to Accounts Payable within 45 calendar days of the completion of the trip.
• Expense reports submitted after 60 calendar days of the trip or event end date will be reported as taxable income to the employee. Visit Tax Reporting & Compliance for more information.
• Recurrent local travel must be reported monthly and/or within 60 calendar days of the end of the first trip being reported.
• Long term travel can be reported in segments, ensuring that submission is within 60 calendar days of the segment end date.

• Supplier accepts credit cards: Use the AggieExpense system for all travel and entertainment expenses. Typically, payments to a supplier are paid using the Travel card.
• Supplier does not accept credit cards: Payment request is submitted using a Payment Request (PDF).
• All forms are available on the Supply Chain Forms page.

• Travel packages typically do not provide sufficient receipt detail to satisfy reimbursement requirements.
• Do not book a package that bundles airfare, hotel, car rental and/or other trip expenses unless you confirm beforehand that an itemized receipt for each type of expense will be provided.

• Keep track of your business-related expenses and only claim reimbursement for the actual amount spent.  A Travel Expense and Reimbursement Request shall be used to account for all travel advances and expenses incurred in connection with official university travel.
• Employees: UC Davis employees can prepare and submit their own AggieExpense reports or they may assign a delegate who can prepare reports on their behalf.
• Non-employees: AggieExpense reports for non-employees must be prepared and submitted by a delegate and must include a completed Non-Employee Certification form.

• A travel expense report must be processed after EACH trip, even if no reimbursement is due to the traveler.

• Report Type: Choose the correct Event/Trip Type as this determines the required fields and business rules. Visit Expense Reports for more information.

• The traveler must be at least 40 miles from the headquarter location or home, whichever is closer, to be reimbursed for an overnight stay.
  • The receipt must be itemized (room, tax, service, and any other charges listed separately).
  • Daily lodging limits for domestic trips under 30 days is set at a $333 room rate, excluding taxes and fees.
• When traveling within the continental U.S., the daily limit is $92. This limit is not a per diem. Only actual expenses can be reimbursed.
• Incidentals include tips for baggage handlers, hotel housekeeping and similar services.
• M&IE does not include miscellaneous business expenses, such as internet access or copy services, which may be claimed separately.
• When requesting reimbursement for lodging and meals (M&IE) incurred outside of the continental United States, you may request reimbursement for the actual costs of the lodging or meals, up to the published maximum allowances.
• Receipts are not required when claiming foreign lodging or foreign meals however you should include a copy of the published maximum allowances, by location, with the report attachments. 

When indicating the Reimbursement Method, consider the following:

1. Direct Deposit/Paper Check: The employee must have previously entered their Direct Deposit for reimbursements. Otherwise the employee will receive a paper check at their address. Use this option when reconciling Travel card expenses.
2. Mail to Department: The check will be mailed to the recipient’s home department code. This applies to both employees and non-employees.
3. Mail to Address in Profile: The AggieExpense profile Expense Information screen must be complete.
4. Wire Transfer: More information is available here.