Post-Award Resources: Reimbursement
Contacts| Purchasing| Fund Management| Links
General Reimbursement
Check Request Used to process reimbursements for employees, non-employees, and other vendors for miscellaneous expenses under $2,500 excluding meeting & entertainment, travel (see below) and equipment (see Purchasing).
Entertainment/Meeting Check Request Used to process reimbursements of expenses relating to meetings and entertainment. Include the cost per person amount on the form.
Entertainment/Meeting Check Request Checklist Please complete and attach this memo as a cover sheet to all Entertainment Check Requests before forwarding them for MSO's or Deputy MSO's signature. This will pre-validate that the costs are within expenditure guidelines and will expedite handling.
Travel Reimbursement
Travel advances and travel vouchers A travel advance (TAV) constitutes a loan by the UCSF Accounting Department and does not involve a charge to the ledger. The charge applies to the ledger when the travel expense voucher (TEV) is processed.
A travel expense voucher must be submitted to Accounting within 21 days after completion of each trip unless there is recurring local travel, in which case vouchers may be submitted monthly. When a trip exceeds 90 days, the traveler must submit a quarterly report of expenditures to Accounting. If travel vouchers are not submitted within 120 days, UCSF Accounting reports the amount advanced to the traveler as income to the IRS. For full details on how to prepare travel vouchers see UCSF's policy.
Travel Advance Request Used to process travel advances to employees that are travel for UC business related trips. Only one travel advance can be processed and remain outstanding at a time. An advance must be accounted for, using a travel voucher, within 21 days after completion of each trip unless there is recurring local travel, in which case vouchers may be submitted monthly. After 120 days, Accounting reports advanced funds as income to the IRS.
Requests for advance payments for travel expenses that are payable directly to a vendor (i.e. conference registration fees, airfare, hotel, etc.) should be submitted on a regular Check Request form, instead of a Travel Advance Request form.
Travel Expense Voucher Used to reimburse employees for travel expenses related to UC business trips. The TEV should include all expenses, including those listed on a travel advance. Use the Domestic TEV for travel within the continental United States and the Foreign TEV for foreign travel and travel within Alaska, Hawaii, and United States possessions.
Note: If you want Parking to appear in the "Travel" Category, use NCA 437010 Travel - In-State, Except Airfare (A-21 Allowable). Do not use NCA 434315 Parking or 434316 Parking - Univ. Garage.
Memo regarding distribution of travel costs placed on Epidemiology project funds The Department of Epidemiology requires that all travel vouchers be accompanied with a fund distribution memo, signed by the PI (or PI's) approving the distribution of costs. In the event of an audit, these memos will serve as the justification for why travel was charged to multiple accounts and/or may not match the user's payroll distribution.