Important Notes

• For your convenience, the ECE Department prefers all visitors make their own travel arrangements with the exception of hotel reservations. We will book your hotel for you.
• Your travel plans must be submitted to your department contact prior to booking for department approval. Please see the box to the right to review what we need from you ASAP to plan your visit.
• The ECE department will reimburse your airfare (or other transit), and other eligible travel expenses for your period of business travel only. 
• In order to comply with UC policy, all travel reimbursement claims must be submitted within 30 days of the completion of your trip. 

Reimbursements

As UCSB is a publicly funded institution, we have very specific reimbursement policies for travel expenses. If you have any questions regarding whether something is reimbursable don't hesitate to check beforehand. Please note that claims must be submitted within 30 days of the completion of your trip.

Forms and Documentation

The information below details what forms and documentation are needed for us to process your travel reimbursement. If you have any questions please don't hesitate to contact us.

• Please note all Paperwork is being processed electronically. If you save any physical receipts during your travel please scan them as a pdf or take a clear photo of the full receipt.
   
• Travel Worksheet: Fill out the domestic travel worksheet. 
  • If you are not a UCSB employee, leave the employee ID/SS# line blank.
  • The 'Account to be charged’ line should also be left blank.
  • Please note: direct deposit is only available for UCSB employees.
  • A signature is not required at the bottom. When your reimbursement packet is processed by our department we will request your signature before sending it to accounting.
• Meals: For domestic travel, you'll need to fill out the meal log, which is the second page attached to the domestic travel worksheet. UC Policy allows up to $62 per day of actual expenses for meals and incidentals while on travel within the US. Meal receipts are not required to be submitted.
• Receipts:
  • Submit itemized receipts for all airfare, lodging (only if you reserved your own hotel), car rentals, bus/shuttle receipts, and any other single expense of $75 or more. When in doubt it is best to submit a receipt or ask your department contact.
  • A valid receipt is a document that contains the following five IRS-required elements:
    • Name of the vendor (person or company you paid) 
    • Transaction date (when you paid)
    • A detailed description of goods or services purchased (what you bought) 
    • Amount paid 
    • Form of payment (how you paid – cash, check, or last four digits of a credit card)

  • If your receipt does not meet the criteria listed above, a credit card statement that clearly shows your name, transaction date, and total expense can be submitted to help support the insufficient receipt. 

  • If you lose your receipt, please fill out the Declaration of Missing Evidence form and include a credit card statement.

• After you have filled out your travel worksheet, meal log, and have compiled the necessary receipts, combine everything as a single pdf and submit the final packet to your department contact, Libby Straight or Olivia La Pierre.

 

Foreign Visitors

Foreign Visitors (except UC employees):

Please include the additional paperwork detailed below along with the forms and documentation mentioned in the section above.

• U.S. Resident Aliens - must submit a copy of green card (if applicable) or other paperwork (ask Libby)
• International Visitors - must include copies of the following:
  • picture page of passport
  • visa page inside of passport
  • I-94/arrival and departure record copy (if available)
  • immigration documentation (e.g., J-1, F-1, B-1)
  • completed UCSB Declaration of Immigration Status by Non-U.S. Citizens

Reimbursement Processing

• After you have filled out your travel worksheet, meal log, and have compiled the necessary receipts, combine everything as a single pdf and submit the final packet to your department contact, Libby Straight or Olivia La Pierre.
• If any additional paperwork or information is needed Libby or Olivia will reach out to you.
• You will be reimbursed by check for your travel expenses once your paperwork clears the department financial office and the UCSB accounting office. This generally takes about 2-3 weeks if all information is correctly submitted.