[IGPP Everyone] [EPSS Everyone] Reminder - AGU travel reimbursement requests due

[Brown, Carlene]

Dear Everyone,

For all those who traveled to AGU in December, just a reminder to turn in your travel reimbursement request ASAP (this week!) as we are approaching the 45-day deadline for requests to be processed. Guidelines along and other useful information are included below.

Thanks,

Carlene

Carlene Brown
CAO, Earth, Planetary, and Space Sciences
Phone: 310-825-9784
Fax: 310-825-2779

From: Brown, Carlene
Sent: Tuesday, December 12, 2017 12:57 PM
To: EPSS Everyone <everyone at epss.ucla.edu>
Subject: AGU travel expenses - please read

Dear Everyone,

For all those traveling to AGU this week, please follow these guidelines when you submit travel expenses for reimbursement:


*         Complete the EPSS Travel Form or Travel Worksheet and submit it with your receipts;

o   EPSS Travel Form: http://epss.ucla.edu/media/documents/forms/epss_travel_expense_reimbursement_form.docx; or

o   Travel Worksheet: http://epss.ucla.edu/static/main/documents/forms/travel_worksheet.xls

*         Scan all required receipts/supporting documents and email completed form with documents to orders at epss.ucla.edu<mailto:orders at epss.ucla.edu> , with "AGU TRAVEL" on the subject line;

*         Alternatively, submit hard copies of the form and documents to the new ORDERS/TRAVEL mailbox in 3684 Geology;

*         Submit your reimbursement request ASAP, before the campus closes on 12/22 if possible, as claims must be fully processed and submitted to UCLA within 45 days of the trip end date.

Some helpful tips:


*         Review the new campus limits for meals & incidentals, and lodging expenses - see email pasted in below for details

o   Meals & incidentals are capped at $62/day

o   Lodging is capped at $275/night (room rental before taxes and other fees)

*         Include itemized receipts with detail of items purchased, by whom, how paid, and total amount.

*         Submit expenses for yourself only as campus policy does not allow reimbursement for someone else's expenses. NOTE: you may share a room with another participant and be reimbursed for the entire room cost but you cannot be reimbursed for any expenses charged to a separate room.

*         Provide a clear business justification for any unusual travel itinerary, e.g. three-way flight, etc.

*         Avoid mixing personal and business travel expenses

*         Avoid unallowable, optional items, e.g. seat upgrades, rental car insurance, etc.

Thanks for your help to make travel processing easier for our staff.

Carlene

Carlene Brown
CAO, Earth, Planetary, and Space Sciences
Phone: 310-825-9784
Fax: 310-825-2779

-----Original Message-----
From: express at finance.ucla.edu<mailto:express at finance.ucla.edu> [mailto:express at finance.ucla.edu]
Sent: Thursday, December 07, 2017 5:19 PM
To: Express <Express at finance.ucla.edu<mailto:Express at finance.ucla.edu>>
Subject: Reminder: Meals and Lodging Limit Changes

Hello Express Users,

This is a reminder about the recent policy changes announced by UC Office of the President, which include the two travel related changes listed below. These changes were effective October 15, 2017.

Meals and Incidentals Expenses (M&IE) - NEW LIMIT of $62
Effective for travel occurring on or after October 15, 2017, the new M&IE cap is $62/day. Please note that, as with the previous policy, this amount is the maximum allowed. Reimbursement is limited to actual amounts expended if under $62/day. Travelers should be required to submit meal receipts if it appears that they are treating the cap as a per diem by routinely claiming the full M&IE amount.

Continental US (CONUS) Lodging Expenses - NEW CAP of $275 nightly rate
Effective for travel occurring on or after October 15, 2017, daily hotel rates are capped at $275 per night for trips within the lower 48 states, before taxes and other hotel fees. If the traveler is unable to secure lodging at $275 per night or less, the traveler must submit additional documentation such as price comparisons within the proximity of the meeting location that supports the higher lodging rate incurred. The price comparisons should be performed at the time of booking.

A traveler who is required to attend a conference where the prearranged conference lodging rate exceeds the $275 per night cap may stay at the conference hotel without exceptional approval.

Thank you,
UCLA Travel Accounting

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