General Information

Before out of state or overseas travel, you MUST visit the following website and fill out the UC Business Travel to receive full benefits of the new University Business Travel Accident Insurance: http://www.uctravel.org/

Also prior to travel, please contact ISBER so that we can assist with planning and advise you of documentation requirements for your unique trip/project.

All original receipts must be saved, including meal receipts and boarding passes.

What we can assist you with:

1. Processing reimbursement for out-of-pocket expenses for ISBER faculty, researchers, staff and students for research trips and attendance at scientific meetings.

2. Processing direct payment of: registration, airfare and hotel (deposits only).

3. Obtaining travel advances for the traveler.

4. Providing information regarding UC and funding agencies’ travel regulations and policies.

It is the traveler’s responsibility to submit complete information and receipts to ISBER and to respond quickly to all requests. If insufficient information is given or required receipts are lacking, travelers will be contacted and asked to provide them. Reimbursement of expenses is not possible and will be delayed until the missing information is obtained. The length of these delays depends upon the amount of time it takes the traveler to respond. It is also the traveler’s responsibility to sign and return vouchers immediately. Travelers who obtain travel advances from ISBER must obtain the necessary receipts to clear out the advance(s). After 120 days, outstanding advances will be reported to the IRS and thus subject to taxes. Subsequent advances will be denied pending completion of a travel voucher for uncleared advances.

Original receipts are required for all purchases made including:

A. Airline (even if paid directly by ISBER). This would include boarding passes.

B. Rental car, rail, airbus

C. Local Transportation (i.e. Taxi)

D. Miscellaneous expense (i.e. supplies)

E. Itemized hotel receipts (credit card carbon copies not accepted)

F. All conference registrations (even if paid directly by ISBER)

If you don’t have the original or a copy of one of the required receipts, please print and complete the Missing Receipts Memo and turn it in with your travel worksheet to ISBER.

Official UCSB Travel Policies

http://ucsbuxa.ucsb.edu/Accounting/Travel.html

Currency conversion link

http://www.oanda.com/converter/classic