A travel reimbursement form is required (no exceptions) for each travel reimbursement request.  You must fill out one form per each trip taken.  There are separate forms for Mileage and Entertainment. If you pay for anyone else’s expenses on the trip, we will need additional justification for each expensed item.  Please include full names and affiliations. Please note that travel reimbursements must be submitted to UCLA Travel Accounting within 21 business days after completion of the trip.  Please allow the SSGS business office at least 2 working days to process your request!!!

1. Justification:  A valid BUSINESS JUSTIFICATION is required for all travel reimbursements.  Please include:
   

    ·   Purpose for travel (include full name of conference, no acronyms)

   ·   Dates of travel

   ·   Location of travel

   ·   Names of all traveling companions included in trip

   ·   An internet, e-mail, and/or flyer notification of the event

2. Hotel Expenses: Charges for hotel stay must be business related to be reimbursed.  Hotel expenses can NOT be paid for in advance of trip and will be reimbursed to traveler upon return.  Please keep all itemized hotel bills for your reimbursement and submit upon return.  Any extra charges beyond the hotel expense will need business justification.
3. Meal Expenses: Meals and incidental expenses (tips) are reimbursed on an actual basis, subject to a limit for each full day on travel status (currently $64 per day).  The meal and incidental expense cap of $64/day is not to be treated as a per diem. Please keep all itemized receipts to submit upon return.  Alcohol is NON-reimbursable!! Cost of alcohol (plus taxes) from receipts must be subtracted from the total with new total circled.  

• Attach all original receipts to an 8.5 x 11 sheet of paper with scotch tape (do not staple) 
• Meals and incidentals will be reimbursed based on the actual amount spent (with original itemized receipts) up to daily maximum of $64.  There are no exception for the $64/day cap. 
• Cost of alcohol (plus taxes) from receipts must be subtracted from the total with new total circled.
•  It is considered an Entertainment Expense if you Purchase meals for anyone else.  Please click here for Entertainment Policies. 

4. Mileage Expenses: Mileage reimbursements may only be submitted for personal vehicles only.  Mileage rate is 55.5 cents per mile effective July 1, 2011.  Complete the Mileage form and provide a justification for the trip and a copy of a MapQuest mileage print out with the total distance to (and from if applicable) the location of travel.  Please submit all mileage expenses on a monthly basis.

5. Air Travel:
• Please e-mail SSGS business justification for your travel
• Call UCLA travel directly and they will work with you to book the best itinerary. They can be reached at (310) 206-2639. Hours of operation are Monday through Friday, 8 AM - 5 PM.
• Once your e-ticket is confirmed, please have UCLA travel book your ticket and forward the itinerary to SSGS.
• SSGS will then create a Purchase Order and process your ticket through UCLA travel.

7. Travel Advances:  SSGS can issue the traveler a travel advance only under unusual circumstances.  Contact Joanne Yung: (jyung@ssgs.ucla.edu or 310-206-9867) if you think you may need a travel advance. 
• In order to qualify for a travel advance, your trip must exceed 30 days
• You must submit your completed paperwork for a travel advance at least two weeks prior to departure.
• All receipts must be submitted to SSGS within 10 days after completion of trip.
8. Travel Payments to Foreign Visitors:  

Please check the UCLA website for most updated UCLA travel policies & procedures.