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Business Travel
UCLA Travel Resources
UCLA Travel
Campus Travel Resources
Travel Reimbursements
Timeframe
Internet Package Deals
Rental Cars
Meals and Lodging Expenses
Subsistence Rates
Lodging Expenses
Exemption from Occupancy Tax
Mileage Rates
Foreign Currency Conversion Rates
Travel Advances
UCLA Travel
(310) 206-2639
(800) 235-UCLA (8252)
Website: UCLA Travel Services
Online booking is available through the Concur portal using your UCLA Log-On ID (Single sign-on). Concur is a secure, web portal with access to UC’s Systemwide Travel Program comprehensive rates and benefits for all those affiliated with UC. It is important to note, we can only do direct billing for airfare and lodging; however, Concur can also be used to book all your other travel needs (lodging, car rentals, rail).
Campus Travel Resources
- 2024 Reimbursement Allowances for Mileage & Meals
- Meals & Lodging Expenses
- Mileage & Fuel Expenses for University Travel
- UC Policy G-28 Travel Regulations
- UC Policy BUS-79 Expenditures for Entertainment
- Guidelines for Meals & Entertainment
- U.S. Dept of State Foreign Per Diem Rates
- U.S. Dept of State Domestic Per Diem Rates
- Guidelines for Infrequent Travelers
Travel Reimbursements
Timeframe
Per University Policy, Travel reimbursement must be completed by UCLA’s Travel Accounting within 45 days from completion of trip or it will be treated as imputed income and taxable.
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.
Rental Car Information
Please use a UCLA preferred car rental company (Enterprise, Hertz, National, Dollar, and Thrifty) according to University policy. Do not take the additional collision damage waiver (CDW), as the UCLA negotiated rate includes this coverage. Any additional insurance purchased is not reimbursable and will be at the cost of the traveler. To learn more about renting a car while conducting University business, please refer to the current Car Rental Contract Rates.
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.
Subsistence Rates (Federal)
Trip of 24 hours or more = $79/day maximum
Trip of less than 24 hours is not reimbursable unless the travel includes an overnight stay as verified by a lodging receipt.
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.
Exemption from Occupancy Tax
As a general rule, University employees traveling on official University business are exempt from payment of occupancy taxes imposed by certain California cities or counties on “transient” (or individual travelers’) rental rooms. To avoid misunderstandings, travelers should identify themselves as University employees and claim exemption from the tax when checking into the hotel. However, occupancy tax ordinances in a few California cities do not authorize exemptions for University employees. The traveler may complete an exemption certificate if one is required. Transient Occupancy Tax Exemption Certificate for Governmental Agencies.
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.
Foreign Currency Conversion Rates
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.