We strongly encourage you to make purchases through PrePurchasing with Purchase Orders (P.O.). However, if a vendor does not take a P.O., you will have to pay out of your pocket first then get reimbursed. For this, please fill out this form, attach the receipt to the form and give them to Louisa.
Travel / Entertainment Reimbursement
Notify Cindy about your travel plans before your travel.
Submit your receipts and approve in MyTravel 30 days after your trip.
Have a safe and productive trip!
If you are attending conferences, meetings or workshops which are outside of the UC Davis campus, and you need to pay out of pocket for lodging, meals, transportation and other expenses, please read the following carefully:
|Sharing:||We encourage room sharing to save funds, but it is not required.|
|Receipt:||Accounts Payable needs to see the traveler's name on the receipt. So if you are sharing a room with someone else, make sure you get a separate receipt with your name on it.|
|Phone Call:||Local and long-distance phone calls are reimbursable, including ONE reasonably brief, non-emergency, personal call home per day.|
|Internet:||Subscribing to the Internet in your hotel room for business purposes is allowed.|
|Laundry:||Laundering, cleaning or pressing of clothing will be reimbursed only if the trip exceeds SIX days.|
Meals and Incidentals
|Alcohol:||Alcohol will not be reimbursed under any circumstances.|
|Trip extension:||If you extend your trip for personal reasons or other business, you will not be reimbursed for expenses related to the additional days. For example, parking at the airport will be pro-rated.|
|Receipts:||Please save ALL ORIGINAL receipts and identify receipt information, i.e., if it isn't obvious what it is for, write it on the back of the receipt.|
Please notify Cindy if you will host a guest.
|Name List:||Please attach a list with all the participants, including their first and last name, title and affiliation.|
1. Submit all the original receipts to Louisa within 15 days after you return from your trip. Please include the date and time of your departure and arrival as well.
2. Also, don't forget to add her (Suet Lo) as your delegate at myTravel (through myInfo at the top right hand corner) so that she can complete the report on your behalf.