Prior to travel, a Travel Authorization must be completed and approved, regardless of funding source, in TREX.
Reservations and Service Providers
Reservations for official Laboratory travel for employees and affiliates should be made through the Laboratory's designated travel agency or online booking tool. Travelers should use the current contracts with selected air carriers, hotels, and rental car agencies whenever possible (see the Travel Services Web site).
Corporate Travel Cards
Corporate travel cards are issued to employees who travel at least once per year. The corporate travel card is to be used solely for Laboratory business expenses associated with official travel such as hotels, car rentals, meals, miscellaneous expenses, and registration fees, as allowed by Contract 31 and Laboratory policy. See the Travel Services Web site for more information.
General Transportation Expenses
Travelers should make every effort to obtain the most economical rates, use the most economical mode of transportation, and use the most usually traveled route consistent with the purpose of the trip.
Employees should obtain government (or the most economical) room rates where available.
Tickets purchased and billed through the Laboratory's designated travel agency are the property of the Laboratory. Cancellations must be reported directly to the travel agency prior to departure time. All tickets, including those that are unused (full or partial), must be reported on a Travel Expense Report.
Coach class, or any discounted class, must be used in the interest of economy on all domestic or foreign flights. Except in extenuating circumstances, written authorization for reimbursement of airfare for business-class or first-class service must be obtained in advance.
A rental vehicle should be used when deemed more economical than the use of taxis or other means of transportation. It may be used for local travel only when no other means is available. Travelers are expected to use the Laboratory's preferred rental car vendors and charge the rental to their corporate travel card or personal credit card.
When renting a vehicle with National, Enterprise or Hertz, under the UC Contract in the Continental United States (the 48 contiguous States), remember to decline the optional insurance offered at the car rental counter. The insurance is included in the rate. Any purchased optional insurance is non-reimbursable to the traveler.
Travel Expense Report Settlement Reimbursement
Reimbursement claims for travel expenses should be submitted via a Travel Expense Report within 30 days after completion of the trip using the Laboratory's travel expense (TREX) reimbursement system.
Travelers should submit itemized original receipts.
The Travel Office may exercise the option to partially pay a Travel Expense Report when it lacks the required receipts or information.
If Laboratory travel is to be paid by another host organization, and the travel cost is charged to the Laboratory in the interim, the traveler must ensure payment is received from the host organization. Include full supporting documentation from the host organization (i.e., invitation letter, invoice, and a copy of the reimbursement check from the host to the traveler or Laboratory), along with a personal check made payable to UC Regents.