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General Reimbursement Instructions

All travel is subject to UC Davis Travel Policies

UC Davis 45-Day Rule: Effective January 1, 2016 travel reimbursements must be submitted and processed no later than 45 days after the completion of a trip or event. If an expense report for travel or other expenses is submitted and approved after 45 days, the payment may be reported to the IRS as taxable income to the individual being reimbursed. Additional information regarding this policy can be found at the UC Davis Travel and Entertainment website.

1. Travel Reimbursement Form

UC Davis requires all travelers to fill out the following forms for reimbursement of travel expenses. Please post mail all original receipts and the completed ICAM Travel Reimbursement Form to the address below.

ICAM Travel Reimbursement Form

University of California, Davis
1 Shields Avenue
4415 Chemistry Annex Building
Davis, CA 95616-5270

2. Transportation

a) Airfare (economy) between your home/work and destination: Receipt must show detailed itinerary and the last 4 digits of your credit card. If you are flying to multiple destinations on your itinerary, document a comparable round trip ticket. Travel upgrades and add-ons are not reimbursable.

b) Car Rental: UC Davis has car rental agreements with Hertz, Enterprise and National. Please email .(JavaScript must be enabled to view this email address) for instructions on how to receive university car rental rates.

c) Personal Car: UC Davis reimburses travelers for mileage driven. Please use the mileage log below to track your mileage. The standard rate for business-related travel is $0.54 per mile.

UC Davis Mileage Log

3. Lodging

Lodging receipts must show the dates of arrival and departure, rate per night and method of payment.

4. Meals and Incidentals

You cannot claim reimbursementsfor:
-Other travelers

Travel Restrictions

Travel Packages Purchased from Internet Vendors. Travel “packages” offered by Internet vendors typically do not include itemized expenses. Therefore, no business-related travel should be booked through such vendors unless the traveler has confirmed that each aspect of the package will be separately itemized (e.g., itemized hotel charges, airfare, car rental, etc.) to assure appropriate documentation for reimbursement.

If you have any questions regarding your reimbursement, please email .(JavaScript must be enabled to view this email address).

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