Supply Chain Management

Aggieexpense system.

aggie enterprise logo

AggieExpense  is used by UC Davis employees to document and reconcile travel and entertainment expenses, Procurement Card and Travel Card expenses, and process professional expense reimbursements.

Important Notes: 

AggieExpense is once again available for report creation and expense reconciliation.

A new account allocation process impacts ALL AggieExpense users, including Davis campus AND Hospital users.

AggieExpense...

  • is for employees of UC Davis and UC Davis Health. 
  • is used to make airline, hotel, and car rental reservations
  • is used to submit travel and entertainment  (including Travel Card expenses), professional expenses , and Procurement Card expense reports .
  • provides a link to the ConnexUC travel portal .
  • provides mobile platform access .
  • cannot be accessed by students (who are not also UC Davis employees) or guests .  UC Davis employees can use AggieExpense to make travel arrangements for non-UCD travelers on official university business.

Reports are entered in AggieExpense by employees seeking reimbursement, by an employee's designated departmental delegates, or by delegates who prepare expense reports on behalf of visitors and students.

New Employees

If you are a new employee , gaining full access to AggieExpense can take five to ten business days.

Visit the Help and Training Resources  page for multiple help resources.

Finance & Business

Reimbursement information, reimbursements are payments made to employees for purchases for official business use (teaching, research, public service, patient care)..

Refer to the information on the Payment Request instructions page .

METRO CLUSTER

Quick links +, before you travel:.

Travel Expense Credit Card: If you are a university employee you are encouraged to apply for a travel expense card to pay for your expenses while you are traveling. For details please go to : http://afs.ucdavis.edu/our_services/travel-e-entertainment/te-visa/index.html

Please note that any out of pocket expense will not be reimbursed until you return from your trip.

Conference Registration: can be paid for by the Metro Travel staff to the conference organizers, with your travel expense card, or with personal funds.

Airfare: can be paid through Connexxus within Aggie Travel, your travel expense card, or with personal funds. We cannot reimburse for airfare paid by a third party. (link for Connexus within Aggie travel: aggietravel.ucdavis.edu )

Car Rental: Travelers are expected to us UC System wide agreements when possible. (Hertz, Enterprise, and National). UC Travelers should decline any additional insurance. Any purchase of additional insurance is NOT REIMBURSABLE. Please be sure to read Best Practices: Renting a car : ( http://afs.ucdavis.edu/our_services/travel-e-entertainment/nubn/documents-nubn/best-practices/BP-Car%20Rental.pdf )

International Travel:

U.S. Department of State travel advisory list

Country security rating map

If you are traveling internationally it is important that you register with the university for insurance and safety purposes. Please register you travel here: Insurance Coverage - Register your business travel with UC Away

Non employees: If you are a non employee (including students who do not hold a payroll appointment at UC Davis) Please contact [email protected]

During your trip:

The rule of thumb is . . . “when in doubt, save the receipts.”

Conference Registration : If you registered prior to the trip and you did not get confirmation of payment, please obtain a receipt at the conference, which confirms receipt of payment and the amount paid.

Ground Transport (Rail, buses, and taxis): Save receipts. If you get handwritten receipts, be sure the date is filled in.

Keep Each Trip’s Expenses Separate: Each individual trip must be accounted for separately.

When you return:

SUBMIT YOUR TRAVEL EXPENSE REPORT AND RECEIPTS PROMPTLY: The quicker you turn in your receipts, the quicker you will be reimbursed. If you fill out the Travel Reimbursement form completely and accurately, you can help to speed up the reimbursement process.

Getting reimbursed:

If you are an employee please go to aggietravel.ucdavis.edu to complete a travel EXPENSE report (do not complete a travel expense request).

If you are a non employee please complete the form found here ( Travel Expense Request Form ) and send it to [email protected] .

Additional tips:

Meals & Incidentals: UC reimburses actual costs of meals, up to a maximum of $62 per day.

Lodging: The receipt must be in your name and itemized. While it may be convenient for one person to make two reservations, make sure that when you pay, the receipt lists you as the hotel guest.

Ground Transport: Save receipts. If you get handwritten receipts, be sure the date is filled in.

Don't Pay For Other Travelers : each traveler must pay for their own travel expenses and submit their own receipts with the request for travel reimbursement. Do not pay for someone else's meals, travel, lodging, etc., with either cash or credit.

Adding Delegates

If you would like assistance from the metro travel staff please add us as delegates. Instructions can be found here: http://afs.ucdavis.edu/systems/aggie-travel/docs-tools/desk-refs/delegate-setup.pdf

Please add the following delegates and give all of us "can prepare" and "can view receipts" access:

Alexis Arevalo-Phung Sondra Bryd Gillian Ceja Patricia Harlan Francisco Melgoza Josef Spridgen

If you have additional questions please visit the travel website here: http://afs.ucdavis.edu/systems/aggie-travel/index.html

Or contact [email protected]

UC Davis CAES - Cluster 5

airplane

To Request a Travel and Entertainment Card:

1)     Take the online training

2)     Fill out the new application (you will receive an email notification with a link sometime in the next few weeks)

3) Please contact the business office for further instructions

 You must be an employee or contract staff to qualify.

Supply Chain Website

International Travel Registration Requirement

Travel Form -  Please use this form to electronically submit your travel report and receipts to the appropriate Business Processor for your Department.

Effective July 16, 2018 all international travel on university business must be registered for travel insurance coverage.  Travel booked via Connexxus/Aggie Enterprise is automatically registered.  Failure to register may result in delay or forfeiture of reimbursement.

When claiming airfare on an Aggie Enterprise report, you will need to complete “Trip Registration” verification.  There will be three options:

  • Select option #1 if your airfare was purchased through Connexxus/Aggie Enterprise, STA Travel or Anthony Travel. No further action is needed.
  • Select option #2 if you self-registered with UC Away ( ehs.ucop.edu/away ).  You will need to submit a copy of your registration confirmation with your travel report.
  • Select option #3 if you did not register your international travel.  You will need to complete a “Failure to Register” form, which will need to be signed by the department head, chair, or dean and submitted with your travel report.

In addition, travel to high-risk destinations is now subject to review.  Graduate and undergraduate travel to "High Threat" destinations is subject to review.  Faculty and staff travel to "Very High Threat" destinations is subject to review.  More information about risk categories and process for notify when traveling to high risk areas is at https://globalaffairs.ucdavis.edu/travel/policy .

The new International Travel Policy is available at UC Davis Policy and Procedure Manual 300-32 .

International Travel Policy

Safety and Security for the Business Professional Traveling Abroad

Late Expense Reports Reported as Taxable Income. Policy (UC Policy G-28 and BUS-79) requires all employees to report travel and entertainment expenses within 45 days of the end of the trip or event.  However, there has been no real enforcement of this policy and no penalty for submitting late reports.  That has changed...

UCD employees must submit completed travel and entertainment claims within 60 days of the trip or event.  Expense reports submitted after 60 days will be reported as taxable income to employees.  This includes all expenses paid on the UCD Travel liability card, direct billing and out of pocket reimbursement requests. When submitting travel and entertainment reports for processing, please be mindful of time needed for staff to complete reports and time needed for approval routing.  Best practice is to submit receipts and reports for processing and approval immediately or soon after (within a week) of return from travel or the end of an event. 

To expedite travel and entertainment report processing, it is highly encouraged to do the following:

  • Use the UCD Travel liability card for travel and entertainment expenses.  Expenses made on the corporate card upload automatically to Aggie Enterprise.  Information about obtaining a UCD Travel liability card is available at http://afs.ucdavis.edu/our_services/travel-e-entertainment/te-visa/index.html

For any questions about using the SAP Concur app please contact the business office.

A copy of the new expense reporting policy is found in the UC Davis Policy and Procedure Manual, Chapter 300, Section 10 .

If you have questions, please contact your Business Unit associate

ARE – Susan Sloan, [email protected]

ESP – Corina Lopez, [email protected]

LDA – Lauren Schroeder, [email protected]

HE – Galina del Carmen, [email protected]

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Department Resources

General information .

  • Inquiries    
  • Safety Training
  • COVID-19   
  • Core Staff Org Chart

Aggie Enterprise

  • What is Aggie Enterprise?

Aggie Enterprise is a multiyear initiative to optimize business processes and adopt a system to support our financial, planning and business operations.

This project involves the intersection of several distinct efforts:

♦ Creating consistency in our accounting structure and practices through a new Chart of Accounts (CoA).

♦ Meeting UC Office of the President reporting requirements

♦ Simplifying our fund structure and centralizing fund management through the Common Operating Fund Initiative (COFI). ♦ Configuring the Aggie Enterprise system, supported by Oracle Cloud Financials, to provide functionality currently supported by multiple systems and applications.

More information can be found here .

Aggie Buy is going away with Aggie Enterprise - New System

The AggieEnterprise project, scheduled to go live at UC Davis in January 2024, will introduce a new catalog purchasing solution, provided by Oracle, that will replace the current AggieBuy platform. 

Aggie Enterprise purchasing will still allow customers to process and complete catalog purchases from many of the same suppliers they currently use.

Customers will also still be able to shop online, request will-call, and shop in-store at the AggieSupply stores (including Central Storehouse MRO Store, and Scientific and Chemistry Stores) Learn more about the changes with Aggie Enterprise here .

Faculty Resources

Faculty Forum Recording

Faculty FAQ's

Faculty Quick Reference Guide

Faculty Fillable Form

Building Information

  • Business Office Schedule

Fall 2023 – ADMIN OFFICE HOURS:  

  • Meeting Space & Room Reservations 
  • We recommend submitting reservation requests to [email protected] to initiate meeting space reservations. For requests, please provide the date, time, title of the event, and how many people you expect to attend. If you have a specific room you would like to reserve, include that in the request as well, otherwise we can assist you in finding a room that meets your needs.  For 3102A/B, reservations can end no later than 8pm. For Ghausi 1007, room reservations can end no later than 8pm. All CEE rooms in Academic Surge (2205, 2206, & 2212) and Dean's Office rooms (Academic Surge 2022 & 2050; Kemper 1002, 1003, & 1007) are available from 8am-8pm. Fall 2023 Ghausi 3102A/B Update: Starting Fall 2023, we are splitting the library and conference room (3102A and B) on Mondays, Wednesdays, and Fridays. This means that on those days you can reserve one side only, and there might be another person using the adjacent room. This allows us to accommodate more reservations as people return to campus. Any questions or concerns can be emailed to [email protected].  For instructions on how to use the Ghausi 3102 Zoom Room, please follow: https://kb.ucdavis.edu/?id=8152 . You can check meeting space availability here before submitting your request via email.   All reservation policies can be found here . Information from Campus Ready about in-person events can be found here .
  • Mail and Packages
  • Mail Services delivers to the CEE office on Tuesday and Thursday mornings. Typically this will include Central Storehouse orders, USPS, and Amazon packages. All of these deliveries will be taken to COE Receiving for pick up. FedEx and UPS packages are typically delivered daily to COE Receiving. Packages that are delivered on Mondays, Wednesdays, and Fridays can be picked up at Central Receiving/Mail Services at 615 Hopkins Rd. Pick up hours are 8am-12pm and 1pm-5pm. COE Receiving is located at 1014-A Ghausi Hall and can be accessed outside from the courtyard. You can pick up packages there between 9am-12:30 and 1pm-3:00pm. 
  • Aggie Access FAQ- Bainer Hall 

Q: Who will have access to Bainer and Kemper?  

A: Faculty (both buildings); Students/Researchers/Staff who currently work in Bainer and/or Kemper.  

Q:  Who are the Department Key Control Managers?

A:  Reuben Castelino and  Jessica Hazard. Send a message via the AggieAccess  "Contact Us" section   for Aggie Access inquiries. 

Q: What the role of a Key Control Manager?   

A:  Provides access to department personnel who are in the AggieAccess system.  They can only grant access to personnel who are within the Department of Civil and Environmental Engineering.  

Q:  Who is receiving physical access cards vs downloading the phone app?  

A:  During the initial implementation, access cards were created for faculty only.  All non-faculty authorized users were sent an email invitation to download the mobile app (sender is  [email protected] ).   You will have 21 days from the receipt of your invitation to download the app to your phone.  Information on setting up your AggieAccess mobile credential is available  here .    

Q: My invitation to download the app expired.  How do I request a new credential to download app?   

A:  You can request a new invitation via the AggieAccess contact  link .  Please include “Invitation has Expired” in the subject line of your email.  

Q:  Can I request an access card instead of downloading and using the app?  

A:  Students are granted mobile access only and can request an exception through [email protected]

Q:  Will I still be able to use my physical key to enter the buildings ?  

A:  All physical keys should be returned and as will be rekeyed.                                                  

Aggie Access  - Ghausi Hall 

Many doors, including exterior and lab doors, require AggieAccess to open them. For building entry, keep in mind the building is open Monday – Friday from 7am – 7pm. If you will need access outside of those hours, or if you will be using lab space, you will need AggieAccess.

How does access work?

- To get AggieAccess, you need to request an AggieAccess credential. Fill out this form on the AggieAccess webpage.  -  The quickest and easiest form of access is a mobile credential. The mobile credential requires that you download the HID mobile app, but it only requires 24-72 hours to activate. After activation, the mobile app will allow you to enter any door that you have been granted access to. We encourage everyone to use a mobile credential rather than a physical card because there is less of a delay in processing. - Once you have requested your mobile credential, please visit the Mobile Credential How-to page . This webpage outlines what to expect after requesting your mobile credential. - Please check your spam folders when searching for the HID app email invitation. If it has been 72 hours since you submitted the credential request and you still have not received the email invitation, please email [email protected]. - During the transition to AggieAccess, all faculty and staff were issued a physical AggieAccess card . If you have not yet received your card from the main office and would like it, please stop by during our business hours to retrieve it.  - If you are a student and require access to a lab that uses AggieAccess:  After you submit your request for AggieAccess credentials (you must do this first!), have your PI email [email protected] to authorize you for access to the lab. This is to ensure that everyone has the proper security clearance for lab work. -  Faculty/PIs   - students will require authorization for access into labs. If one of your students needs AggieAccess to enter a lab, please email [email protected] with their name and the labs that they need access to. Additional AggieAccess FAQs : Q:  Will I still be able to use my physical key to enter the buildings?  A:  The building will eventually be rekeyed.  We will contact you when it’s time to return building keys to the CEE Office.  Q:  Who are the Department Key Control Managers? A:  Reuben Castelino and Jessica Hazard.  All inquiries regarding access should be sent to [email protected] . Q:  What the role of a Key Control Manager?    A:  Provides access to department personnel who are in the AggieAccess system.  They will only grant access to CEE personnel who have completed the necessary onboarding and safety training. Q:  I am a student. Can I request a physical access card instead of a mobile credential?    A:   We strongly recommend that all students and most staff request a mobile credential rather than a physical access card . Access cards typically take 2-3 weeks to process and will need to be picked up from the UC Davis police department. Mobile credentials allow you access quicker and with less hassle than a physical card.     Q:  My invitation to download the app expired.  How do I request a new credential to download app?   A:  You can request a new invitation via the AggieAccess credential request page .    Other questions?  Contact our Key Control Managers via [email protected] .    

  Code of Conduct

  • You agree to abide by the UC Davis Principles of Community:  http://occr.ucdavis.edu/poc . Please report any unsafe or suspicious activities to the department CAO  Brooke Noonan .
  • Health and Safety

By gaining access to the building and department labs, you agree to participate in an annual safety training and abide by all department and university safety policies. For safety training information, please contact Jessica Hazard at [email protected]. In the event of an emergency alarm, lab users must quickly bring their work to a halt, cap any open chemical containers and leave the building by the nearest exit. The CEE Department meets outside the southwest corner of the building by the coffee hut.  In case of emergency, contact campus police and fire departments by calling 911 from a campus phone or 1 (530) 752-1234 from a cell phone.   In case of injury:

  • Cal Aggie Escort
  • The campus provides safety escort service available 7 days a week, excluding major holidays and Summer Session I & II.  A Cal Aggie Host will provide free safety escort between campus locations and nearby residential areas:  http://police.ucdavis.edu/divisions_services/campus_security/safe_rides.html
  • Warn Me Alerts
  • Sign up for Warn Me alerts via your cell phone and/or email:  http://warnme.ucdavis.edu/

Purchasing & Reimbursements  

  • Shared Service Unit Purchasing

Aggie Enterprise COE Shared Svc-Purch & AP deadline dates for Departments In preparation for the Aggie Enterprise system cut over & go-live date on January 3, 2024, please see the following Shared Services-Purch & AP deadlines in order to meet the  Supply Chain Management's deadlines . 1. Glossary of Accounts Payable and Purchasing Terms: With any new system, there are terms with which to become familiar. This page includes terms used in the Aggie Enterprise supply chain module and what each of those terms means. 2. Emergency Order Process During System Freeze link Navigate system downtime in November and December by using the Procurement Card for purchases under $10,000. Access AggieSupply Stores for in-store shopping and emergency requests beyond $10,000 can be handled by Procurement & Contracting Services. 3. How to Guide Supply Chain Resources and Training with how-to videos on Aggie Enterprise System Navigation, Setting Up Requisition Preference, and How to Window Shop.  

  • How do I get reimbursed for travel, supplies, or entertainment expenses?
  • Reimbursements are processed by the COE Shared Service Center (COE-SSC) via PrePurchasing . There are three types of reimbursements: Travel, Entertainment, and Supply. Travel Travel reimbursements are done for expenses incurred during university-related travel. To complete a travel reimbursement request: 1. Fill out a travel reimbursement form with actual expenses incurred from the trip. 2. Provide itemized paid receipts. Receipts are required for items that cost more than $75, but please try to provide receipts for all expenses           • Missing required receipts over $75? Please fill out a Declaration of Lost Evidence Form and attach it to the payment request in PrePurchasing. 3. Enter the request for reimbursement into the PrePurchasing System (OPP).          •Refer to this link with instructions for entering a request in PrePurchasing:  https://ucdavis.app.box.com/file/779452394216?s=m2wkigqe3fwkmbgkzq5xxt7jgbrdpbp6 4. Upload the form and all receipts to the PrePurchasing request, and submit the request once done. 5. The request will be reviewed and approved by a department approver and account manager. Once approved, the request will be routed Shared Services Purchasing & AP. 6. Shared Services Purch & AP will then initiate the reimbursement in AggieTravel. The requestor will be notified by email to log into AggieTravel, review the reimbursement report, and submit it for final review and payment. Entertainment Entertainment reimbursements are done for expenses incurred while hosting a university-affiliated and approved event. For more information about what types of entertainment expenses are allowable, visit Supply Chain Management's Entertainment webpage. To complete an entertainment reimbursement request: 1. Fill out an entertainment request form . 2. Provide receipts. If the charges are over $75, an itemized receipt is required.           • Missing required receipts over $75? Please fill out a Declaration of Lost Evidence Form and attach it to the payment request in PrePurchasing. 3. Provide a list of attendees.           •If your event had 10 attendees or less, a list of attendees by name and occupation is required to be submitted with the request. If your event had more than 10 attendees, a list is not required to be submitted along with the request but it may be needed for later approval. 4. Enter the request for reimbursement into the PrePurchasing System (OPP).           •Refer to this link with instructions for entering a request in PrePurchasing:  https://ucdavis.app.box.com/file/779452394216?s=m2wkigqe3fwkmbgkzq5xxt7jgbrdpbp6 5. Attach the form, any receipts, and a list of attendees to the PrePurchasing request and submit the request once done. 6. The request will be reviewed and approved by a department approver and account manager. Once approved, the request will be routed Shared Services Purchasing & AP for processing. 7. Shared Services Purch & AP will then initiate the reimbursement in AggieTravel. The requestor will be notified by email to log into AggieTravel, review the reimbursement report, and submit it for final review and payment. Supply Supply reimbursements are done for expenses incurred while purchasing supplies for university-affiliated activities. The limit per supply reimbursement is $499.99; if your reimbursement exceeds that amount you will need a confirming order form and approval from the dean of the College of Engineering. To complete a supply reimbursement request: 1. Fill out a supply reimbursement request form . 2. Provide receipts. Original receipts are required.           • Missing required receipts over $75? Please fill out a Declaration of Lost Evidence Form and attach it to the payment request in PrePurchasing. 3. Enter the request for reimbursement into the PrePurchasing System (OPP).           •Refer to this link with instructions for entering a request in PrePurchasing:  https://ucdavis.app.box.com/file/779452394216?s=m2wkigqe3fwkmbgkzq5xxt7jgbrdpbp6 4. Attach the reimbursement form along with receipts and submit once done. 5. The request will be reviewed and approved by a department approver and account manager. Once approved, the request will be routed Shared Services Purchasing & AP for processing. All purchases, with the exception of “emergency” items needed immediately for teaching or research purposes, should be initiated in PrePurchasing and processed through the COE-SSC and not by using personal funds with the intent of being reimbursed. In order to ensure we are efficiently following purchasing and supply reimbursement guidelines, all reimbursement requests for expenses that are incurred out-of-pocket should be submitted as soon as possible. Please limit out-of-pocket purchases to emergencies. Employee reimbursement requests are considered high-risk transactions and may not be approved. Itemized receipts must be provided to the business office showing proof of payment Computer and IT purchases must be pre-approved by the COE IT team.  If you have any questions or would like the department to assist you in submitting a reimbursement request, email [email protected].
  • What form do I use for my reimbursements? 

All reimbursement forms are linked in the 'How do I get reimbursed?' section.   For travel: Travel Reimbursement Form For entertainment: Entertainment Reimbursement Form For supplies: Supply Reimbursement Form

  • How do I buy something?

Department guidelines for purchasing goods OR services can be found at this link. PIs, and their approved delegates, initiate the orders in Prepurchasing for routing to the COE Shared Service Center (COE-SSC) for processing.  Financial approval is necessary for each order and will be completed by the associated research administrator.  The research administrator is responsible for reviewing the budget information and confirming that the item seems reasonable for the project. 

If you need access to Prepurchasing, please have your faculty sponsor contact their assigned research administrator. Please note that a a unique order is required for each vendor, do not combine orders for multiple vendors. 

While the business purpose is not a required field, the PI is responsible for knowing the justification for purchases charged to an extramural account and will need to provide this information in the event of an audit.  It is strongly advised that the business purpose field be completed, referencing the benefit to the project for orders on extramural accounts.

Once an item is delivered, it is your responsibility to mark the order “received” in PrePurchasing for audit compliance.

Scenarios that are not processed in Prepurchasing: •    Request for service such as editing, indexing, and transcription must be reviewed by campus Contracting Services. This can take 4-6 weeks. Please do not pay out of your pocket for these expenses. •    Payments for work, such as research assistants, must be processed through payroll. Absolutely no work should be completed by the prospective employee before the person has signed employment paperwork. 

How do I use PrePurchasing (OPP) to submit a purchasing request?

Instructions for filling out a purchasing order request in PrePurchasing can be found here . Please note: You have to have an active account in PrePurchasing to be able to submit orders. To become an approved purchasing delegate, please contact your faculty sponsor or supervisor's department representative.

  • Unauthorized Purchasing

An unauthorized purchase is one where a purchase is made on behalf of the university  without the appropriate approvals being secured first . Please check here for more information. 

  • How do I set up a fabrication?

Campus guidelines on fabrications are located here .  Please contact Daret Kahlet  before completing any fabrication paperwork. Prior to the purchasing, two initial steps must be completed: 1.  Confirm your planned fabrication meets the campus criteria to qualify as an equipment fabrication. 2.  Complete the fabrication justification form  and send to your research administrator.

Be sure to list the fabrication number on each purchase that you make in Prepurchasing. When a fabrication is completed, the final cost, completion date, and a list of fabrication transactions must be sent to Equipment Management. 

For any other changes to your fabrication, including transferring to new award or project, contact your account manager.

  • How can I send something via FedEx?

Please email the CEE business office with details of package such as destination address, dimensions of package, weight, speed of shipment, and account number to charge. 

  • How do I have my reimbursement direct deposited?

If you are a student, visit this website .

If you are an employee, please visit UCPath for more information.  Direct Deposit for employee reimbursements is now managed in UCPath.

  • How do I order equipment? 

All orders are submitted via Prepurchasing . 

Equipment orders should include an Equipment Eligibility checklist .  

Please be aware that international orders may have additional restrictions required by sponsors.  Please discuss all international equipment orders with your research administrator. The custodial codes for equipment orders are 3973 for research and 3972 for department/instruction.

  • Where do I send an invoice for payment?

If an invoice is received at the department, please send it directly to the campus AP Invoicing service. It can be sent via intercampus mail or by email .  Invoices submitted for payment should include the purchase order number and approving PI/faculty signature. Please also be sure to receive item in Prepurchasing for audit compliance.

Training: 10/04 Purchasing & Reimbursement Session

Hosts: Stephanie Farver, Fatima Garcia, Gregory Zebouni

Session Description: Overview of Purchasing, Travel & Entertainment, and Reimbursements in CEE. Review of policies and procedures. Introduction to AggieBuy, PrePurchasing, and AggieExpense systems. Please view the recorded session here:  https://ucdavis.app.box.com/file/1037446135495

  • What are the per diem rates?
  • Per diem rates set by the US General Services Administration can be found at here .
  • I will be traveling. How do I make reservations and charge expenses directly to my award?

Comprehensive travel information can be found on the UC Davis Travel & Entertainment  website. 

Travelers should use AggieTravel  whenever possible or use their UC Davis Travel Card.  This is a US Bank credit card that is issued against the University’s credit and can be used for any travel or entertainment expense such as registration fees, lodging, meals, airfare, etc. It generally takes about 7-10 business days for processing. Additional information about the program is located https://supplychain.ucdavis.edu/travel-entertainment/travel-card. Using the card will reduce your out-of-pocket expenses.

Travel expenses charged directly through AggieTravel, ConnexUC, or the UC Davis Travel Card will still require a completed reimbursement form to be submitted in PrePurchasing or via AggieTravel.   •    Remember to submit receipts and travel reimbursement forms to the business office within 45 days to avoid late fees and penalties. •    Expense reports submitted after 60 days of the trip or event end date will be reported as taxable income to the employee.              

Additional resources for flights, rental cars, and lodging can be found at ConnexUC . 

  • My student will be traveling, how can their travel expenses be applied directly to my award?

Student travel can be arranged using AggieTravel , ConnexUC or with payment from a faculty/mentor UC Davis Travel Card.  Please remember that traveler will need complete travel reimbursement forms to clear charges after travel. •    Remember to submit receipts and travel reimbursement forms to the business office within 45 days to avoid late fees and penalties. •    Expense reports submitted after 60 days of the trip or event end date will be reported as taxable income to the employee.   

  • I will be traveling internationally, what do I need to know?

All international trips must be registered with UC Away prior to the trip's start, regardless of whether you will be requesting reimbursement.

Register your trip here .  Please include a copy of your trip registration email when submitting any travel reimbursements, as it contains a code necessary for processing.

  • What forms do I use for reimbursement?

The most up to date forms can be found at the College Intranet . For specific instructions on filling out a travel reimbursement form, please see here . Any additional questions can be directed to [email protected].

What are the expense limits for travel and entertainment reimbursements?

For more in-depth information on allowable entertainment expenses, please visit the supply chain management website . Meal reimbursement for Travel under 30 days within the lower 48 states is now capped at $79 per day of travel (previously $62). The maximum meal rates for entertainment and business meeting meals are as follows: Breakfast: $31 (previously $28) Lunch: $54 (previously $49) Dinner: $94 (previously $85) Light refreshments: $22 (previously $20) These amounts include the cost of food and beverages, labor, sales tax, service, and delivery charges, but not any room or equipment rentals.

Computers and Technology Access and Assistance

  • Computer Lab Use, Access and Security
  • The CEE Department provides computer facilities for use by its graduate students:   Ghausi 3032 and Ghausi 3034 . All labs require keycard for access. The computer labs in Ghausi Hall are designated for use by Civil & Environmental Engineering graduate students and by students enrolled in certain Civil & Environmental Engineering classes only.  Please do not provide access to anyone who has not been issued an access card. The card provides security against theft and personal safety for the users of the lab. Non-compliance could result in losing your access privileges.  Adhere to UC Davis Computer and Network Use Policy, including refraining from transmitting or reproducing material that is copyrighted, slanderous, defamatory in nature, displaying obscene, lewd or sexually harassing images or text. Web sites that allow downloading of copyright material have user agreements specifying how the site and material can be used. It is your responsibility to read and understand the agreement. If you do not adhere to the agreement, the department can be denied access to those sites. For example: The ASCE site allows journal downloads.  You are not allowed to download more than one or two documents and strictly prohibits  “systematic downloads.”  We have had students download multiple copies of journal articles and the  campus was restricted from using that site until the student was identified and put under judicial review. Please read the following documents. Failure to abide by these policies can result with an investigation by Student Judicial Affairs. If you are unable to access these documents via the internet, they are posted between rooms 3029 and 3031 Ghausi Hall.
  • Electronic Communications 
  • ♦   Allowable Use:  http://www.ucop.edu/information-technology-services/initiatives/universitywide-copyright-policies-and-guidance-.html ♦   Privacy and Access:  http://manuals.ucdavis.edu/ppm/310/310-24.htm
  • Guidelines for Compliance with the Digital Millennium Copyright Act
  • ♦    http://policy.ucop.edu/doc/7000472/DMCA ♦    http://www.copyright.gov/legislation/dmca.pdf
  • Printer Use
  • Each student is given a print quota of 100 pages per quarter. The only way to extend your print quota is to request it from your advisor.  You cannot print copyright material.
  • Files and Storage
  • Files stored on lab systems can be removed without warning.  There is a small amount of disk space available on your account. This is not designed for permanent storage of your files. The recommended service is your Box.com account provided by campus ( http://ucdavis.app.box.com ). Please be aware that you are responsible for your own backups.
  • IT/Computer Assistance
  • ♦   For computer repair or technology assistance, please submit a service ticket at the  UC Davis Service Hub  or email [email protected] . ♦   For software information, check out IT Shared Services Software and Business Systems .
  • General Reminders and Information
  • ♦    Ultimately you are responsible to know if the information you are printing or downloading is protected in any way. Please make sure you read and understand the Digital Millennium Copyright Act and know each policy of the web sites you visit (example: ASCE publications downloads). ♦   It is recommended that you review  UC Davis Ergonomics  and  UC Davis Ergonomics and Body Mechanics Program  for ergonomic information, training and evaluations. ♦   The department maintains a series of mailing lists to communicate to faculty, staff, researcher, students and affiliates. Please email  [email protected]  with your name, title and department affiliation to be added to the appropriate list. 
  • Computer Committee Expenditure Guidelines
  • Guidelines ♦   These previously informally applied guidelines were formalized by the Committee in 12/02.
  • Faculty Website Updates
  • To update a faculty COE webpage please visit this webpage . This should lead you to a login page, where then you'll be able to update your page. This page can be bookmarked for easy access in the future. 

Academic Personnel

  • Voting Procedures & Protocols
  • Procedures ♦   Reviewed by CEE and approved by CAP, 10/99 ♦   Revised and approved June 2023 Protocol for Merit/Promotion Actions ♦   Approved by Department based on ad hoc committee recommendation, 10/2/02 ♦   Revised and approved April 2021 Protocol for the Election of Department Rep. to College Executive Committee ♦   Approved by Department based on ad hoc committee recommendation, 10/2/02
  • Academic Federation Appointment and Review Process
  • Process ♦   Original approved version, 9/02 ♦   Modified to include appointment process, 3/03 ♦   Modified in response to comments of AFPC and C. Richardson, 10/04
  • Instructional Workload Course Guidelines
  • College of Engineering IWC Guidelines Sample Instructional Workload Policy [Under Construction]
  • Peer Evaluation of Teaching
  • Evaluation ♦   Developed and approved by Department as per required by merit and promotion guidelines, 1994
  • Scholarship Criteria for Evaluation of Faculty Performance
  • Criteria ♦   Approved guidelines developed and approved by Department, 12/02
  • Criteria for Excellence in Teaching for Initial and Continuing Post-Six Year Appointment of Non-Senate Faculty (NSF) (Unit 18 Members)
  • Criteria ♦   Required by campus, criteria developed and approved by Department, 10/04 ♦   Sent to COE for approval, 10/04
  • Leave of Absence Request
  • ♦    Faculty Request for Leave of Absence Additional Leave Information: https://academicaffairs.ucdavis.edu/leaves

Visa and Immigration Forms

  • What type of visas can the department assist in processing?
  • The department contact can assist in processing J-1 and H-1B visas. If your student has an F-1 visa or OPT they should work with SISS directly.
  • What type of visa should I request if I want to invite a visiting scholar?
  • The H-1B visa is an employment based-visa. This should only be requested if you are offering a position that will be entered into payroll. Please note the minimum processing time is 5 months from the time the application is submitted to SISS. The J-1 visa can be used for short-term visits under three months and for longer visits up to five years. The requirements can be viewed here .
  • How early do I need to request a visa?
  • H-1B visas can take several months to process so SISS may require premium processing. It is recommended to plan for two weeks to one month for collecting the information for the application and then a minimum of five months from the date the visa application is submitted to SISS. An H-1B scholar/employee cannot work until the approval is received so it is recommended to start the process early.  It is recommended to submit J-1 applications to SISS at least three months prior to the anticipated program start date. SISS may come back to us once we submit the DS-2019 request and require that we change the start date if it is not feasible. You can check embassy appointment availability here.
  • What is the process for inviting a visiting scholar?
  • Email or cc Sylvia Liu at [email protected] immediately to start discussion about inviting the scholar, as processing times differ depending on the scholar's citizenship and the Visa appointment wait time at the US Embassy they will go to. If you know  which visa you would like to request you will need to (1) fill out the internal form ( Visiting Scholar / Post Doc ), (2) obtain signatures from your account manager, (3) complete the invitation letter , and (4) email s [email protected] to initiate the visa process.  If you do not know what visa or have questions about funding for your scholar, please reach out to S ylvia Liu directly.
  • How do I extend/renew the visa?
  • The scholar or the PI should reach out to S ylvia Liu to explore visa renewal. H-1B visa renewal should be started five to six months before the end date. J-1 visas should be submitted one month before the end date.  Visa renewals incur recharge fees as the initial visa and the H-1B requires the UCSIS processing fee as well. Note (7/28/23): J-1 Visas currently have a $727 recharge fee.
  • How much will the visa cost?
  • Check here for current recharge fees and UCSIS fees. Instructions for requesting checks for UCSIS in KFS can be found here .  Sylvia Note: Regarding J-1 Visas, the Recharge fee is nonrefundable whether the scholar acquires their Visa or not.
  • How much funding will my visiting scholar need?
  • J-1 scholars need to prove $2200/month in funding through either scholarship/grants, employment, or personal/family funds, plus applicable additional amounts for a spouse and children. If the J-1 scholar is an Undergraduate, 50% of their funding has to come from a source other than personal, which could include their home institution or an international scholarship. SISS can not issue the DS-2019 if the undergraduate does not have the other source of funding. Please inquire with Sylvia Liu at [email protected] for more details about scholar funding.  H-1B scholar applications need to provide a salary scale and justification to confirm the wages are at or above the local prevailing wage for the position. 
  • Are there any policies I should be familiar with?
  • Policy/Sample Letter ♦   Policy was voted upon November 18, 2005 by the CEE faculty.

Hiring, Payroll, & Human Resources

  • How do I hire a GSR? 
  • Graduate Student Researcher hires can be noted on your quarter student support requests sent out by your research administrator.  If you want to hire an additional GSR or make changes to an existing GSR appointment after you have submitted your student support request, please contact your research administrator.  Please note that due to HR and UCPath deadlines, processing times have increased.
  • How do I hire a student assistant?

To hire a student assistant, please provide your research administrator with:

∙ the student's name ∙  email ∙  working dates ∙  FTE (effort level) ∙  description of job duties ∙  minimum qualifications ∙  Student Assistant level ∙  pay rate

For information on determining the student assistant level, please visit this website  for descriptions and this website for the student assistant salary scale. Please note that student assistants may not begin work until they have been cleared to do so by AUSS-C.

  • How do I hire a post-doc?

To hire a postdoctoral scholar, complete the Postdoc Request Form, here  and return it to your research administrator. Financial analysts are responsible for coordinating the initial appointment and any renewal appointments for postdocs. This includes preparing the appointment package, routing for approval through the Dean’s Office and Grad Studies, and ticket submission to AUSS-C. General campus guidelines regarding postdoctoral scholar appointments can be found here . Steps: (1) Financial Analyst prepares Postdoc Offer Letter in collaboration with the faculty sponsor. (2) Route to College for approval (3) Gather signatures from the Scholar, PI, and Department Chair (4) Submit ticket to AUSS-C for onboarding, benefits information, payroll questions

Postdoctoral scholars will work with Sylvia Liu at [email protected] for any visa needs.  

Additional FAQs regarding postdoc appointments can be found here . 

  • How much can I pay a post-doc?

 You can find the post-doc compensation plan  here.  ♦   These policies were the product of an administrative request from Graduate Studies. ♦   Sent to COE for approval, 10/04. Campus guidelines for Postdoctoral students located at  http://gradstudies.ucdavis.edu/postdocs/

  • How do I hire another type of employee?

Please reach out to Brooke Noonan to discuss hiring another type of employee.  If you have any questions regarding allowability or funding of the new position please contact your research administrator.

  • Who can answer my general human resource questions?
  • For general human resource questions, please reach out to Brooke Noonan.
  • When can my employee start working?
  • Employees cannot begin working until AUSS-C verifies receipt of the I-9.
  • How do I enroll in/update my direct deposit? 
  • To sign-up or make changes to your payroll direct deposit, please visit UCPath (ucpath.ucdavis.edu).
  • If I don't get paid, who should I contact?
  • Please check back later. For now, contact Sylvia Liu ([email protected]) and she can redirect you to the correct sources.
  • How do I initiate a visa?

Visa requests should be initiated by completing the correct scholar or postdoc form, obtaining signatures, and forwarding to Sylvia Liu at [email protected] They will work with SISS on the request. Visa renewals should be initiated by the scholar and are processed by CEE-Main Office.

The department only covers visa costs for faculty hires.  Visas for postdocs and visiting scholars need to be directly charged to the faculty sponsor’s account. There is an option to ask the visiting scholar or postdoc to reimburse the faculty sponsor.

  • Volunteer Forms
  • ♦    Volunteer Form ♦    Waiver of Liability, Assumption of Risk and Indemnity Agreement

Proposals & Awards

  • What campus resources are available to help me with writing my proposal?

The Office of Research Interdisciplinary Research Support (IRS) team offers support with the preparation of grant proposals for large-scale interdisciplinary research programs. They also frequently offer workshops on topics related to grantsmanship.  Please visit the IRS website for more information.

The UC Davis Office of Research also offer proposal development resources  including templates for some proposal components.

  • Where can I find institutional information?
  • Institutional information can be found on Sponsored Programs website
  • Who can help me with effort reporting?

The Effort Reporting System and basic Effort Reporting information can be found here .  For questions and assistance with effort reports requiring your certification, please reach out to your research administrator.

Please note that effort certification is required for audit purposes and the project Principal Investigator is responsible for certifying effort on their projects.

  • I want to submit a proposal, what do I do? 

Once you have identified a funding opportunity for which you would like to apply, please send a copy of the RFP to your research administrator for review.  They will follow-up with you to discuss your proposal and develop a timeline for submission.

Please keep in mind UC Davis Sponsored Programs (SPO) requires a minimum of five business days to review proposals prior to submission.

Please prepare to provide your research administrator with the following info: •  Link to RFP  •  Proposal due date •  Beginning and end dates of the proposed project •  Any additional PI's be listed on the grant (if more than one), and their colleges/departments •  If you are considering subcontracts/sub-awards, please provide the administrative contact •  If UCD is the subaward, contact information for Prime award administrator •  Senior Personnel (names and departments) •  Contact information for outgoing subawards •  Required cost sharing, if any •  Preliminary budget information: PI effort, other personnel, supplies, travel (domestic/foreign), equipment  

  • What is costshare?

Please see UC Davis Sponsored Programs's Guidance on Proposals with Costshare  for descriptions of commitment types and UC policies related to cost share.

For proposals that do not include cost sharing, avoid using the following terms which can suggest a cost share commitment: ∙  Cost sharing ∙  Sharing ∙  Matching ∙  In-kind ∙  Donate ∙  Commit (when including a dollar amount or percentage of time) ∙  Allocate (when including a dollar amount or percentage of time) ∙  Volunteer ∙  Support at no cost

  • Will my award allow that? 

Always contact your account manager regarding expense allowability.  Common sponsor policies can be found below, however awards may have specific conditions described in the award terms and conditions beyond these policies.

National Science Foundation - The most recent Proposal & Awards Policies & Procedure Guidelines (PAPPG) can be found along with Significant Changes and FAQs.  FDP Matrix - Prior approval matrix for several federal agencies.  University Terms & Conditions - Included as part of state contracts. 

  • What services can my RA provide?

Our office is happy to help CEE faculty, grad students, postdocs, and researchers with managing the life-cycles of their awards. From pre-proposal to closeout, we offer a variety of services to assist with securing intra- and extra-mural funding for your projects.  Pre-Award Financial Analysts are generally responsible for: •    drafting the budget and budget justification as directed by PIs •    assisting with uploading proposal documents into submission systems  •    assisting with proposal entry into Cayuse SP •    coordinate with Sponsored Programs Office and/or Graduate Studies Post-Award Financial analysts are responsible for providing financial and administrative management of extramural projects including: •    Coordination of effort reports •    Monitor cost-share commitments and reporting •    Communication with SPO/Grad Studies, CGA, and Sponsor as needed Closeout We are responsible for assisting with close-out of extramural awards. 

  • How do I set up a service agreement? 

Please visit https://supplychain.ucdavis.edu/procure-contract/biz-rev-contracts to determine if the request may be set us as a service agreement.   To process you will need to provide the appropriate documentation listed at https://supplychain.ucdavis.edu/procure-contract/biz-rev-contracts/contract-request to your research administrator for processing in KFS.

A reminder that only contracting services or SPO can sign agreements.

  • Who can help with my sponsor annual/quarterly reports?

Contact your research administrator to obtain any financial or personnel data needed to complete your sponsor required reports.  Please click here for more information. 

  • I received notice of an audit, who do I contact? 

Contact the External Audit Coordination Team and your research administrator right way.  If you are unsure in the sponsor's request is an audit, reach out to the External Audit Coordination Team to discuss. 

The External Audit Coordination Team can be emailed with specific questions. For additional information, visit this website . 

  • Conducting research outside the US?

UC Davis Sponsored Programs has provided guidance regarding International Relationship and Activities.  Here you will find information on Steps to Ensure Compliance, Disclosure Requirements, Financial Conflicts of Interest, and Export Control Compliance.

As foreign activity has become more heavily scrutinized, please remember that any foreign research activity must be reported and some sponsors may require advance approval of foreign activities.

  • Proposal Submission Form and Budget Justification Template
  • Form and Template

Site Logo

Aggie Travel

Aggie Travel Logo

AggieTravel is the travel and entertainment expense reporting tool used by UC Davis employees .  Concur Technologies , a division of  SAP , brings UC Davis an automated, mobile and connected travel and expense management software.

Aggietravel....

  • is for employees of UC Davis and UC Davis Health. 
  • is used to make airline, hotel, and car rental reservations.
  • is used to submit travel and entertainment expense reports.
  • provides a link to the Connexxus travel portal.
  • cannot be accessed by students or guests .

Reports are input into AggieTravel by employees seeking reimbursement, by an employee's designated departmental delegates, or by delegates who prepare expense reports on behalf of visitors and students.

New Employees

If you are a new employee, gaining full access to AggieTravel can take five to ten business days .

Visit the Training & Resources page for a list of online and in-person training sessions and for a list of self help guides.

UCOP Announces New Travel Reimbursement Rates

  • by Dateline Staff
  • September 19, 2017

Piggy bank on top of calculator

New reimbursement rates are coming in mid-October for lodging and meals for UC business travel, the UC Office of the President announced last week.

  • Lodging reimbursement within the lower 48 states will be capped at $275 per day, before taxes and other hotel fees. Under existing policy, all reasonable rates for the locale are permitted. If, under the new policy, a traveler is unable to secure a room at or below $275, the traveler must submit written justification as to why a rate under the cap could not be obtained and provide screenshots of price comparisons within the proximity of the meeting location. The price comparison will need to be performed at the time of booking.
  • M eal and incidental expenses reimbursement will be $62 per day, down from $74.

UC Davis Accounting and Financial Services has posted more information, including Q&As, regarding the changes to UC Policy G-28.

The new lodging and meal rates are among a number of policy changes taking effect Oct. 15 to strengthen the university’s management of its resources and improve operations.

The changes will enable the university to better align its policies and procedures with best practices and to more effectively manage costs. They also align with recommendations in a recent state audit of the Office of the President that was issued in April.

“These measures, and others we will be taking, will ensure the continued careful management of our resources and transparency in their use across the UC system,” President Janet Napolitano said. “Every organization, including UC, has room for improvement. We’ve made significant progress so far, and we will continue to do so.”

Other new policies will:

  • Eliminate prospectively car allowances for newly hired or appointed senior management group level employees, or current senior management level employees transferring to a different position.
  • Eliminate prospectively supplemental retirement contributions for newly hired or appointed senior management group level employees, or current senior management level employees transferring to a different position.
  • Eliminate cash relocation allowances for senior management group and management and senior professional level employees. Under the new practice, the university will reimburse employees for limited, documented eligible transaction costs associated with the sale of a primary residence.

In addition, at the Office of the President, UC-issued cell phones, tablets and MiFi contracts are being reassessed and will be allowed only if a position requires remote access or before or after work hour access. The revised cell phone policy also outlines restrictions on phone replacement.

Earlier this year, Napolitano convened a task force chaired by Chief Operating Officer Rachael Nava to implement the state auditor’s recommendations. These new changes are responsive to the state audit recommendations and the result of extensive consultation with internal stakeholder groups, including campus representatives. In addition, UC surveyed the prevailing practices of other universities, and state and federal agencies.

More details about the university’s implementation of the state audit recommendations and the timing of additional policy changes are available on the UCOP Audit Implementation Plan website .

UC Strategic Communications and Media Relations contributed to this report.

Follow Dateline UC Davis on Twitter.

Media Resources

Dateline Staff, 530-752-6556, [email protected]

Primary Category

Announcements

Emerald club vehicle rental enrollment.

Enroll in the Emerald Club rental membership to receive club benefits such as choose your own car, bypass the counter at most major airports, receive helpful arrival and return alerts, earn free rental days, and expedite returns with automatic e-receipts.

Travel Planning

OPSU has partnered with Corporate Travel Planners, powered by CTM, to provide a user-friendly, online booking tool and agent-assisted business travel service.

Travel Reimbursement

Faculty/Staff  – I’ve addressed a few issues we’ve been having with travel reimbursements. As always, please come to me with any questions you may have regarding travel reimbursement. I have no problem going over any of these items or items in the  travel reimbursement guide (PDF) .

If you need help filling out a  travel reimbursement form (PDF)  please do not hesitate to give me a call (Ext. 1400), email ( [email protected] ), or come by my office (SL 137). I’m always happy to help!

Deans  – If you have adjunct faculty that may be traveling, please go over this information with them, or refer them to me for any questions they may have.

This information will also apply to travel purchases charged to the p-card in the same situations. Please be mindful of getting the proper documentation beforehand where it pertains and please ask if you have questions before charging to your card. We’re glad to answer any questions. Thank you.

Forms & Information

Photo of Abigail Rice

Abigail Rice

Administrative Assistant Academic and Student Affairs

Photo of Natalie Rodriguez

Natalie Rodriguez

Physical Plant Administrative Assistant

  • Administration
  • Business and Finance
  • Comptroller

University Travel Services

University Travel is a unit of the Comptroller’s office responsible for the processing of travel advances and travel reimbursements.

NCAT University Traveler

  • The University Travel Office will begin rolling out Chrome River, the new travel management and expense system in the summer of 2019. Chrome River will take the place of the current manual travel processes (including the reimbursement system) and provide functionality for employees to automate the travel card approval and reconciliation processes. The new system rollout begins with a pilot group in early June 2019 and will be followed by additional groupings throughout the summer.
  • To access the Chrome River system using single sign on credentials, click on the logo or bookmark the following link: Chrome River Login

chrome river system button

  • The Test environment can be accessed here .
  • There is now a gateway to booking online with Aladdin Travel Management . To access the Aladdin portal you will need to set up a profile through the university travel office. Please contact Yolanda Hopkins at 285-2997, [email protected] with your request.
  • All University Travelers/TSA Update
  • University Travel Card Guide 17
  • Travel Policy
  • Travel Workbook
  • Revised Personal Vehicle Mileage Reimbursement Policy 2019

____________________________

University Travel 1601 E. Market St. Suite 226, Dowdy Administrative Building Greensboro, North Carolina 27411 Phone: 336 334-7684

Yolanda Hopkins, Travel Coordinator/Auditor 336.285.2997 [email protected]

Tyler Ball, Travel Assistant 336.285.2945 [email protected]

Cameron Students posing for a picture on Campus

Business Office

Travel reimbursement, individual travel reimbursement.

Requests for Travel Reimbursements Contact - Debbie Mefford or call (580)-581-2226

  • Download Travel Request Form: T3
  • View the  General Cameron University Travel Procedures
  • View the Travel Advance Procedures

All out-of-state travel, except for routine business during the day, requires prior approval of the President. A Travel Request for Leave and Reimbursement ( T3 ) form should be submitted at least thirty (30) days prior to the date of travel. Presidential approval must be obtained before any funds are encumbered or travel begins. 

Other Travel Reimbursements

Team travel reimbursement.

Auxiliary Accounts - beginning with 3's, 6's or 8's Required Forms - T5 and Purchase Order (required prior to travel) Contact - Alice Smith or call (580) 581-2824

E&G and Grant Accounts - beginning with 1's or 2's Required Form - purchase order Contact - Sharon Gloden or call (580) 581-2225

Foundation Travel Reimbursement

Required Forms - R12 for individual traveler and R13 for team travel Contact - Gayla Nobert or call (580) 581-2229

Cameron Mascot, Ole' Kim

aggie travel reimbursement

About Karlson Tourism

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Karlson Tourism offices :

IMAGES

  1. Travel Reimbursement Form

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  2. Fillable Travel Reimbursement Form printable pdf download

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  3. PPT

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  4. Pin on Editable Online Form Templates

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  5. 18 Travel Reimbursement Form Templates free to download in PDF

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  6. 10+ Travel Reimbursement Form Templates

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COMMENTS

  1. AggieExpense System

    AggieExpense is used by UC Davis employees to document and reconcile travel and entertainment expenses, Procurement Card and Travel Card expenses, and process professional expense reimbursements. Important Notes: AggieExpense is once again available for report creation and expense reconciliation.

  2. PDF AggieTravel Cheat Sheet

    Host gift receipts are required if the purchase is over $25, and cannot be reimbursed for more than $75. Receipts must be dated and include proof of how the item was purchased (ex. Last four digits of the credit card used). Worried about losing your receipts?

  3. Aggie Travel Policies

    Welcome to AggieTravel AggieTravel Website (all your travel needs are located here including webinar training for Travel http://afs.ucdavis.edu/systems/aggie-travel/index.html Getting started, you will need to set up your profile http://afs.ucdavis.edu/systems/aggie-travel/profile/index.html

  4. Reimbursement Information

    1441 Research Park Drive Davis, CA 95618. Need Help? Contact Us. When writing, please provide details of your inquiry, such as document number, account number, screenshot of error, etc. Refer to the information on the Payment Request instructions page.

  5. Travel :: Metro Cluster

    We cannot reimburse for airfare paid by a third party. (link for Connexus within Aggie travel: aggietravel.ucdavis.edu) Car Rental: Travelers are expected to us UC System wide agreements when possible. (Hertz, Enterprise, and National). UC Travelers should decline any additional insurance. Any purchase of additional insurance is NOT REIMBURSABLE.

  6. Travel

    1) Take the online training 2) Fill out the new application (you will receive an email notification with a link sometime in the next few weeks) 3) Please contact the business office for further instructions You must be an employee or contract staff to qualify. Supply Chain Website International Travel Registration Requirement

  7. Department Resources

    Travel expenses charged directly through AggieTravel, ConnexUC, or the UC Davis Travel Card will still require a completed reimbursement form to be submitted in PrePurchasing or via AggieTravel. • Remember to submit receipts and travel reimbursement forms to the business office within 45 days to avoid late fees and penalties.

  8. PDF Travel at UC Davis

    AGGIE TRAVEL . Log in to AggieTravel or access Connexxus at . aggietravel.ucdavis.edu . In addition to Travel and Entertainment, you can also use AggieTravel for: Membership Payments . Professional Certification Fees & Renewals . Employee Relocation Reimbursements . Requesting reimbursement for unauthorized out of pocket purchases . BCD ...

  9. Aggie Travel

    Reports are input into AggieTravel by employees seeking reimbursement, by an employee's designated departmental delegates, or by delegates who prepare expense reports on behalf of visitors and students. New Employees If you are a new employee, gaining full access to AggieTravel can take five to ten business days. Need Help?

  10. UCOP Announces New Travel Reimbursement Rates

    New reimbursement rates are coming in mid-October for lodging and meals for UC business travel, the UC Office of the President announced last week. Lodging reimbursement within the lower 48 states will be capped at $275 per day, before taxes and other hotel fees. Under existing policy, all reasonable rates for the locale are permitted.

  11. PDF Travel Expenses and Reimbursements

    Travel Expenses and Reimbursements - Aggie Expense Dashboard Log into Aggie Expense Travel Expenses and Reimbursements - Where to Find Listed Expenses If you use the UC Travel Card, then you will have expenses listed in the "Available Expenses" section. To start your travel report, click on the

  12. PDF Business Travel Policy Highlights Receipts

    Mileage reimbursement rate, as of January 2021, is $0.56per mile. Surface Transport in Lieu of Air: If advance approval was obtained, you ... (Davis & Sacramento): Reserve using Aggie Travel. Hotel . rateis capped at $275 per night, before taxes and other hotel fees. If you are attending a conference that has hotel accommodations over the $275

  13. PDF Travel Policy Highlights

    Private Vehicle: Use your personal vehicle if less expensive than renting a car, taking a taxi, or using alternative transportation, or if it saves time. Mileage reimbursement rate, as of January 2023, is 65.5 cents per mile. Surface Transport in Lieu of Air: If advance approval was obtained, you may use surface transportation for personal ...

  14. PDF University of California Davis Business Travel Policy Highlights

    When two or more travelers using this option share an automobile, only the driver may claim reimbursement for transportation. No receipt required for a single trip; mileage log for multiple trips over $75 in total Comparison of costs Local Hotel (Davis and Sacramento): Reserve using Aggie Travel.

  15. University Travel Policy

    University Travel Policy. This policy and guidelines applies to University employees or other persons traveling on behalf of the University on documented official University business. Employees who authorize travel, make travel arrangements, process travel documents, or have signature authority on accounts providing funds for travel should read ...

  16. Travel

    Travel Reimbursement. Faculty/Staff - I've addressed a few issues we've been having with travel reimbursements.As always, please come to me with any questions you may have regarding travel reimbursement. I have no problem going over any of these items or items in the travel reimbursement guide (PDF).. If you need help filling out a travel reimbursement form (PDF) please do not hesitate ...

  17. University Travel Services

    The University Travel Office will begin rolling out Chrome River, the new travel management and expense system in the summer of 2019. Chrome River will take the place of the current manual travel processes (including the reimbursement system) and provide functionality for employees to automate the travel card approval and reconciliation processes.

  18. Travel Reimbursement

    Office Hours Monday-Friday 8 a.m. - 5 p.m. Phone (580) 581-2225

  19. PDF Travel & Business Expense Reimbursement Information

    For overnight travel, reimbursement may generally be provided for up to one day before and one day after the start/end of the conference. Any additional costs resulting from combining personal travel with University business travel are the responsibility of the traveler. If extending travel for a non-business reason (on either the front or back

  20. About Karlson Tourism

    РСТ (Russian Union of Travel Industry) - № 0161. Certificate №: РОСС RU.АЯ33.М31227. Karlson Tourism offices: Moscow, 36/3 Dolgorukovskaya str. Moscow, 12, Mezhdunarodnaya str., MKAD, 66th km, "Vegas Crocus City", -2 floor Call us: +7 (495) 580-75-75

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