LAUC-SB Travel Guidelines
Professional development funds can be used for research and creative activities including, but not
limited to, professional meetings, conferences, seminars, and workshops. Below are guidelines for travel.
Travel Request Forms |
Professional Development Funding Guidelines |
- Use the
Librarian Request for Leave form (also found on the L-drive under "lauc/travel/").
Save a copy of this form under a different name on your C or M drive.
- When traveling, fill in the form, print it, and submit it to your
department head or supervisor. The department head will approve the form as
appropriate, then forward it to an AUL, who will sign it and send it to RPD.
Include the meeting announcement or registration form with your application.
Include estimates for any costs for which you will seek reimbursement.
- Submit your travel request as soon as you know you will be traveling,
preferably four weeks before travel. For insurance purposes, you must submit
a travel request form even if you are not seeking reimbursement.
- If requesting Administrative Funds, consult with your department head or
AUL before submitting a travel form. Administrative Funds are reserved
for times when you are the official representative of UCSB, or are attending
training mandated for your job. The expectation is that travel on
Administrative Funds to one-day meetings will be completed the same day (these
are typically UC systemwide meetings held in California). Before making your travel
arrangements, check the state rates available at UC Travel Center via the
the Connexxus portal. If these rates are lower,
please use the Travel Center. Overnight lodging the previous night
will not generally be approved. If there are circumstances that require an
overnight stay, please state this reason in writing and attach it to your
- Every LIBRARIAN will receive $1,500 for fiscal year 2013-2014 for
professional development purposes. This is a combination of the $750
base allocation mandated in the
$750 in additional funds provided by the University Librarian.
Note: For those librarians covered by the MOU, the $750 base allocation is protected.
However, in future years the $750 provided by the University Librarian may be adjusted as the budget dictates.
Professional development funds for librarians not covered by the MOU
are not protected.
- There is no more "supplemental" funding. The $1,500 can be spent for any
professional development expenses as long as they comply with all UC travel
- Effective April 3, 2013, librarians may use their professional development funds to cover professional
membership fees. These fees will be reimbursed with appropriate verification (receipt). Fill out the
Request form print it, and submit it with the corresponding receipts to your department head or supervisor.
- There is no carry-forward of professional development funds. However, the use of professional development funds alloted in one year may be expended in the next fiscal year if the professional development activity is occuring within the final three (3) weeks of the fiscal year [per policy, reimbursement requests are to be made within three weeks of the activity]. For professional development activities that straddle the fiscal year (as ALA Annual often does), either year's allocation may be used.
- All of the $1,500 will be tracked by LAUC-SB RPD.
- When all the funds you are qualified to receive have been expended, any
further expenses will be out-of-pocket. Librarians who have special professional development expenses exceeding
$1,500 should discuss their requests with their supervisor and AUL.
- At the end of the fiscal year the unspent base allocation
funds of those librarians covered by the MOU may be redistributed by LAUC-SB
RPD to other covered librarians for authorized professional development
- If travel is covered by the University of California Office of the
President, see the UCOP travel
page. Expect the reimbursement process to take longer than local
- If travel is covered by LAUC, see
LAUC Travel and Reimbursement Policy and Procedures.
- University employees who travel for professional development or
administrative travel are eligible to apply for and use the UCSB U.S. Bank Visa
Corporate Card. The cardholder, not the University, is responsible for any
balance, and the card is only to be used for University or work-related
LAUC-SB Professional Development Funds cover:
- Registration to conferences and workshops
- Meals and incidental expenses
- Registration to conferences and workshops
attach an original registration receipt when you submit your Domestic
Travel Reimbursement Worksheet or Foreign Travel Reimbursement.
LAUC-SB base allocation funds cover
airfare, bus, train, car, taxi, and parking. E-tickets must be accompanied by
documentation showing your name, ticket number, trip date, destinations, total
amount, and method of payment.
If you expect to claim reimbursement
for ground transportation or parking, put an estimate of these costs on your
application and submit receipts when you return. The amount granted for
travel is based on the application and will not be increased after travel is
For reimbursement for personal car use, see below.
Receipts for lodging must show a zero balance.
This is most easily done by officially checking out at the desk. Please be
aware that if you use a hotel's "express checkout" your receipt will
not show a zero balance. Accounting will not accept this, and you will
be required either to call the hotel and request a faxed copy of your hotel
bill, or submit your credit card statement. This can significantly delay your
For hotel receipts, travelers should have a hotel
receipt in their own name, showing their individual costs for each
night. If two people share a room and the total cost of the room per night is $100
and they stay for 4 nights, each traveler should have a receipt
indicating a $50 cost per night. It is not acceptable for the receipt to show
one guest paying for two nights and the other guest paying the other two
nights. It is also not acceptable to have a total bill for $100 for each
Lodging with a friend or relative
When a traveler stays with a friend or relative while traveling for professional development or official business for the University, a non-cash gift such as flowers, groceries, or a restaurant meal, may be provided to the host. The actual cost of such a gift may be reimbursed up to $75. You must provide a receipt. Only one gift per stay may be provided to a host.
- Meals and incidental expenses
Meals and incidental
expenses (defined as expenses including laundry, cleaning and pressing of
clothes, and tips and fees for services, e.g., for waiters and baggage
handlers) will be reimbursed based on the actual amount spent, up to a
maximum daily reimbursement cap of $71 (note that this is not a per diem). Itemized receipts are required for meals.
Travel Reimbursement Worksheet.
Travel of 24 hours of less
When the entire length of a trip is 12 hours or less, meals and incidental expenses will not be reimbursed. An exception may be allowed when a meal is an integral part of a business meeting (e.g., actual luncheon costs at an organized conference or working meals served at a meeting site.) The business purpose of the meal must be explained on the Travel Expense Voucher or substantiated by other documentation (e.g., an agenda), which should be attached to the Voucher.
For a trip that lasts more than 12 hours but less than 24 hours, a daily maximum of $33.00 is allowed.
Personal phone calls may be reimbursed up to $5 per day.
- Canceled trips
If you must cancel your travel plans, please contact your booking agent or airline to explain your situation. Many airlines will allow you to cancel for a small fee. If your reason for canceling is due to a personal tragedy or illness, it is possible that the sponsoring organization of the conference will refund your registration money. UCSB does not reimburse its employees for travel expenses if the trip was canceled.
- Travel Packages from Online Vendors
In July 2006, Accounting Services and Controls sent out a memo titled
Travel Packages Purchased from Online Vendors. The memo included this
"The Office of the President has recently made a determination that travel
packages purchased on the internet for University-related business trips
would not be allowed for reimbursement to the traveler unless there is
sufficient itemized documentation."
You are encouraged to
the memo in its entirety before purchasing travel packages that combine hotel and airfare.
University or Rental Cars
Costs for renting a University vehicle are charged against your LAUC-SB professional
development funds. See current rental rates.
If you are requesting a University car, consult with your department head or AUL before prior to submitting a travel request form. Contact Mary Kohler
at least a month in advance to reserve a car.
Checking "University Vehicle" on the travel request form is not a request for a reservation.
You must email Mary Kohler and request the reservation through her. You will know that your reservation has been
confirmed when you receive a copy of the "Transportation Service Request." When requesting a university car from
M. Kohler, please provide the following information:
- Date and time you will pick up the car
- Date and time you will return the car
- Number of passengers
It is easier to reserve a car and cancel the reservation than to reserve a car with less than a month's notice.
If you are using a rental car for UCSB business travel, please be aware of the rental car agreements for 6 rental
agencies. They all have UC contract rates. You need to use the special phone number and ID number to receive these
rates. Consult the list of agencies that have contracts with
UC, and the corresponding ID numbers for each campus. If your car reservation is not made through the UC-covered rate
phone# or ID#, the rental agency will charge you LIS (supplemental liability insurance) and LDW (Loss Damage Waiver),
which is already covered in the UC agreement for all UC campuses. Accounting will not reimburse you for this coverage
when the rental car company used by the traveler has a UC rental agreement.
Mileage is reimbursed at a rate of 56.5 cents per mile effective January 1, 2013, as indicated in Business and Finance Bulletin G-28, Policy and Regulations Governing Travel.
Gasoline is not a separate expense, and is included in mileage. For officially
recognized distances from UCSB, see chart below.
Official Mileage from UCSB (One-Way)
||San Luis Obispo||106
General Travel Information
- Expedia- Microsoft Network's travel site
- Orbitz- Combined travel site of the world's leading airlines -- please note that not all airlines are represented by Orbitz
- Travelocity- Fares, reservations, maps, etc.
- Weather Channel- Weather conditions at your destination.
The University provides travel insurance for employees traveling on official University business, as
well as their spouses, domestic partners, and children traveling with them. Coverage is worldwide, 24 hours a day when
traveling out-of-state or overseas. In addition to the typical coverages, this policy includes coverage for emergency
medical evacuation, out-of-country medical expenses, loss of personal effects, and security extraction. The carrier, ACE
USA, is highly rated and provides insurance products and services throughout the U.S. and around the world.
The new coverage is provided at no cost to University employees. To deliver the services and protections offered by this
coverage to the thousands of its employees traveling around the world at any one time, the University needs accurate
information about where its employees are. Therefore, the University requires all employees traveling out-of-state or
overseas on University business to register their travel plans prior to departure. This includes librarian travel,
whether to conferences or for other purposes, and whether funded by administrative, professional development, or other funds.
To register your travel, go to www.uctravel.org and complete the online
Business Traveler Insurance
form. On the form under "Purpose of Trip," you may check Other when you are traveling to a conference. To submit the form,
just click "Save Changes" at the bottom. Then be sure to print or save a copy for your records.
When you register, you will obtain a Confirmation of Coverage card. The Card will facilitate the your ability to obtain
services and you should carry it you return from your trip. Upon registration, you will also receive a list of telephone
numbers for medical emergency care or travel assistance.
- Emergency Medical Evacuation - if you are injured or become ill and cannot be treated locally ACE will provide
emergency transportation to the nearest hospital where you can be treated.
- Out-of-Country Medical Expenses - if you are overseas and need to be treated because you are sick or injured, this
coverage will pay your medical expenses minus a $50 deductible.
- Security Extraction - if you are in a dangerous situation outside of your control, ACE will work to get you out of
- Travel Assistance Services - if you need to find a hospital, lose your passport, need temporary financial assistance,
you can call ACE and they will help.
- Loss of Personal Effects
If you have questions or require additional information about the travel insurance, you may contact the campus
Risk Management office at 893-2860. See also
BUS-74 from UCOP.