Reimbursements

Overview

Travel expenses, along with all necessary backup documentation, must be submitted to Accounts Payable within 21 days of the completion of the trip. There are only two exceptions to this:

If the expenses are for recurrent local travel, they may be submitted monthly
When a trip lasts more than 90 days, the traveler must submit a report quarterly

The MyTravel system should be used for all travel and entertainment expenses, except for situations which MyTravel cannot accommodate (e.g., expenses payable to a vendor). Expenses that cannot be accommodated in MyTravel should be submitted using a paper form (there's one for travel and one for entertainment) and a DaFIS Travel Expense Voucher (TEV) or Entertainment Expense Voucher (EEV) document.

MyTravel expense reports for UC Davis employees can be prepared by the traveler or by a delegate and must be submitted by the employee. MyTravel reports for non-employees must be prepared by and submitted by a delegate.

When requesting reimbursement for lodging expenses and for meals and incidental expenses (M&IE) incurred outside the continental United States, you can request reimbursement for the actual costs, or you can request per diem. Per diem expenses do not require a receipt. When requesting reimbursement by per diem, a per diem itinerary must be completed in MyTravel before the expense report is created.

Tutorials showing how to prepare an itinerary and attach one to a report are available here. Procedures for creating an expense report are available here.

Expense reports submitted in MyTravel later than 21 days after the trip will display a reminder about the 21 day policy but still can be submitted.