Internet Package Deals

It is important to note that travel packages from internet vendors such as Expedia and Orbitz typically do not itemize expenses. Therefore, no business-related travel should be booked through such vendors unless the traveler confirms in advance that airfare, hotel, and rental car will be separately itemized. Travel packages that are not itemized will not be reimbursed.

Meals and Lodging Expenses (Domestic)

University regulations governing reimbursement of food and lodging expenses while traveling for business are based on various requirements, including the Internal Revenue Service, the State of California, and federal funding agencies.

In addition to the general guidelines provided below, see the article “Expense Coverage Outside the U.S.” for specific information on per diem funding for overseas travel and “Guidelines for Infrequent Travelers” for a reference to basic travel considerations.

Subsistence for travelers on University business is reimbursed based on actual costs with original receipts:

• University policy does not require receipts less than $75. UCLA School of Ed&IS best practices require original receipts for all expenses because reimbursements are based on actual expenses. Please note this is not a per diem.
• Original receipts are required for meal and incidental expenses claimed under the travel policy. The meal and incidental expense maximum is $79/day and is not to be treated as a per diem, and there is no exception to the maximum. If meal receipts are lost or unavailable, the traveler may provide their best estimate of the actual meal expense.
• Travel of Less than 24 Hours — When the entire length of a trip is less than 24 hours, meals and incidental expenses cannot be reimbursed unless the travel includes an “overnight stay” as supported by a lodging receipt.
• Expenses for meals incurred by employees who hold working business meetings while traveling on University business are reimbursable in accordance with the University’s policy on Entertainment, Business and Finance Bulletin BUS-79. Working business meetings held while traveling require the same documentation as other business meeting expenses.

Lodging Expenses

Lodging expenses are reimbursed on the following terms:

• Reimbursement is based on the amount actually incurred for reasonable accommodations.
• Original, itemized receipts for all lodging expenses as well as any working meeting expenditures included in the lodging claim are required for reimbursement.
• Lodging is generally not reimbursable if the lodging site is within a 40-mile radius of the traveler’s residence or office.
• When non-commercial facilities such as cabins, house trailers, vans, field camping equipment, or other such facilities are used, the traveler shall be reimbursed a daily amount based on an estimate of actual expenses up to 55% of the applicable federal per diem rate for the appropriate geographic area.

Mileage Rates

The current mileage reimbursement rate, effective January 1, 2024, is 67 cents per mile for use of a personal car on business travel. Personal gas is not reimbursable if the traveler is asking for mileage reimbursement. Mileage reimbursement from home to the airport is allowable. Round trip mileage is for local travel calculated from the Point of Origin to the destination, less normal commute miles.

Travel Advances

Travel advances are normally granted to Graduate Students with limited appointments and/or to faculty/staff as an exception only for trips in excess of 30 days. More information is provided here.