Dear Members of the UCSF Community:
I am writing to inform you of key changes to UC Travel Regulations (Policy G-28) effective October 15, 2017. This policy applies to travel reimbursement to all faculty, staff and academic employees, students, and trainees.
The UC Office of the President recently announced several new policy changes including the two key travel policy changes described below. These changes, which go into effect on October 15, 2017, align with recommendations in the State audit of the Office of the President issued in April. Additionally, the reduction in meal limit and lodging cap align with California State University System policies.
As you plan travel beyond October 15, please keep these new limits in mind:
1. Meals and Incidental Expenses – reduced limit of $62
- Daily meal and incidental (M&IE) limits will be reduced from $74 to $62 for travel assignments of less than 30 days within the Continental United States
- No exceptions for costs exceeding the $62 limit can be approved or paid
- Reminder – daily meals and incidental expenses shall be based on the actual amounts incurred. The M&IE limit of $62 per day shall not be treated as a per diem, and expenses should be limited to actual reasonable costs. Travelers should be required to submit meal receipts if it appears that they are treating the limit as a per diem by routinely claiming the full M&IE amount.
2. Lodging Expenses – new cap of $275 nightly room rate
- New cap of $275 nightly room rate excluding taxes for travel assignments of less than 30 days within the Continental United States
- Unless there are documented extenuating circumstances, the traveler will be reimbursed for actual costs up to the $275 policy limit
- Process for costs exceeding the $275 nightly cap
- Traveler must provide written justification along with additional documentation such as price comparisons within the proximity of the meeting location that supports the higher lodging rate. The price comparison should be performed at the time of booking. It is recommended that travelers use the address of their event or conference and search for hotels within a 2-5 mile radius.
- Unless there is acceptable written justification along with supporting documentation, the traveler will be reimbursed up to the $275 policy limit
- Travelers attending a conference where the prearranged conference lodging rate exceeds the $275 per night cap
- The traveler may stay at the conference hotel
- The traveler or delegate should add a comment to the expense report explaining the conference was held at the hotel and recommended by the conference. In addition, the traveler or delegate shall provide a screenshot or other documentation showing the recommended conference hotels.
- Lodging booked prior to October 15, 2017 where lodging stay takes place after October 15, 2017
- The traveler or delegate should add a detailed comment to the expense report explaining why the $275 limit is being exceeded and why they are unable to book at another hotel which does not exceed the cap, along with any supporting documentation justifying the spend over this cap
See the Controller’s Office October 2017 Newsletter for further information on other key travel policy changes. The revised UC Travel Regulations (Policy G-28) will be available from the Controller’s Office website as soon as it is published.
Contact the Controller’s Office Solution Center at [email protected] or (415) 476-2126 if you have any questions about these changes.
Sincerely,
Paul Jenny
Senior Vice Chancellor
Finance and Administration