Common Mistakes in Processing Travel

1. Not completing the paper Travel Expense Form properly.
   There are many fields to complete on the Travel Expense form. Some things to watch for are:
   • If meals are being claimed, the departure and return time are required.
   • Signatures of traveler and of higher authority are required (supervisor, department head, etc.)
   • If mileage is claimed, the license plate number of the vehicle is required.
   • Complete explanation should be provided every time on the form (who, what, when, where, why of the travel).
   • Lodging, meals, or miscellaneous expenses should be claimed individually, on the day they were incurred (should not be lumped together).
   • If a private vehicle is used in lieu of air transportation, an explanation and comparable airfare amount must be given.


2. Processing travel advances too frequently and not clearing travel advances properly.
   Travel advances should not be used on a regular basis by departments. They are designed primarily for new employees, non-employees, infrequent travelers (two or less trips per year), and students. If your department has individuals who travel more frequently, they should apply for the VISA Corporate Card, which provides a convenient and easy method for travelers to pay for expenses. For more see our page on Travel Advances.


3. Not sending original receipts to Accounts Payable.
   Lodging, airfare, rental car, registration, host gift over $25.00, and single items of $75.00 or more, require an original receipt and should be attached to the Travel Expense form. If a receipt is lost or missing, the Declaration of Lost Evidence form must be completed and attached.


4. Accepting supplemental insurance for a car rental.
   The university has car rental agreements with several car rental agencies. Loss Damage Waiver (LDW) and liability insurance are included when these agreements are used for rentals in the Continental US, unless otherwise specified. For UC employees' domestic travel, supplemental insurance is not reimbursable, and should always be declined. However, if a car rental agency is used that UC does not have an agreement with, insurance may be reimbursed if an explanation is given. All additional insurance is allowed and should be taken on foreign travel.


5. Processing foreign travel rates incorrectly.
   Foreign travel shall be reimbursed in accordance with the Federal Maximum Travel Per Diem Allowances for Foreign Areas issued by the US Department of State. If, due to special or unusual circumstance, actual expenses are to be claimed:
   • If the traveler used their credit card to pay the expenses in non-US currencies, do not manually convert the amounts to US Dollars (USD). Use the exchange rate calculated by the credit card bank when completing the travel expense voucher. The USD amounts can be found on the credit card billing statement or the cardholder may call the bank to obtain the USD amounts.
   • If the traveler incurred travel expenses using non-US paper currency, use the currency conversion rate for the date of the purchase that is indicated on the receipt. Print the web page currency conversion calculation and attach it to the travel expense form.