- Free preferred seats
- Upgrades to business or first-class seats
- Priority boarding and priority standby
Can I book Southwest Wanna Get Away fares through a ConnexUC travel agency?
Both the UC Travel Center and BCD Travel have access to Southwest Wanna Get Away fares, as well as exclusive UC-negotiated discounts with Southwest. Either agency can assist you with a Southwest reservation and accept a Direct Bill ID as payment.
Is it possible to save my information to a ConnexUC profile?
Basic UC Berkeley directory information is sent to ConnexUC on a daily basis.
You may log in to ConnexUC and use the ConnexUC profile to edit your profile including:
- Emergency contacts
- Loyalty membership and frequent flyer numbers
- Authorized travel 'arrangers'
- Passport and Visa information
If part of my business travel involves personal time, can I still use ConnexUC and Direct Bill to purchase the airline ticket?
If the personal time simply involves arriving earlier and/or staying longer at the destination at which the business travel occurred, then the requirement to use ConnexUC and Direct Bill still applies. If the traveler adds additional locations to the flight itinerary that are for personal purposes, then the airline ticket can not be purchased using Direct Bill.
ConnexUC can be used to purchase tickets for personal travel with travelers paying out of pocket and requesting reimbursement only for the business portion of the flight(s). Booking through ConnexUC automatically enrolls business travelers in the UC insurance program for the portion of their travel that is business. All UC Berkeley employees can use ConnexUC to book vacation travel by paying with a personal credit card.
If I want to travel with family members, how can I book airline tickets through ConnexUC such that our entire family is on the same reservation?
Unfortunately, at this time, there is no simple way for a business traveler to use ConnexUC to purchase airline tickets for themselves (using Direct Bill) and family members (using personal funds) on the same airfare reservation.
For UC Berkeley employees seeking reimbursement for their airfare when traveling with family members:
- Include a copy of the flight reservation showing travel with family members
- Check the box on the Special Circumstances page that the trip included personal days
- Include a statement in the explanation box that airfare was booked outside of ConnexUC due to traveling with family members
No additional approvals beyond what is customary to be reimbursed will be required.
If I book my airline ticket through ConnexUC, will I still get all of my frequent flier and loyalty points as if I booked directly with the airline, and will I still have access to upgrades and other benefits?
Travelers at a minimum receive all of the same frequent flier and loyalty points and rewards from travel booked through ConnexUC as they would if booking directly with the airline. And, in some cases, we actually have special bonus rewards negotiated with some of the airlines. The next time you log in to ConnexUC, click 'About' and then 'Air' to access, by airline, the different discounts they offer exclusively to the UC and any additional perks and rewards they offer as well.
If I book my airline ticket through ConnexUC and I need to make changes to the reservation, or my flight is cancelled, can I work directly with the airline to make changes or rebook, or would I be required to use ConnexUC for changes?
Airline tickets booked through ConnexUC have no restrictions on them, so if an employee prefers to work directly with the airline to make changes or rebook a cancelled flight they may do so. But, one of the many advantages of the program is that if you need agent assistance and don't have potentially hours to wait on hold for an airline representative, you also have access to live ConnexUC agents (fees may apply depending on the circumstance).
If I have a flight credit that is going to expire, will I still be reimbursed for my flight if I book the ticket outside of ConnexUC using the credit to pay for my ticket after November 1st?
If the original ticket was bought outside of ConnexUC, we want you to be able to use the credit that you received so that those funds are not lost. When you seek reimbursement, please make clear in the explanation box on the special circumstances page of the reimbursement system that the credit was from a ticket bought prior to the November 1st requirement going into effect. You will be required to provide the receipt from when you bought the original ticket to show proof of payment.
How should I purchase my airline ticket if it is being paid for by an external source, for example, the sponsor of a conference at which I am presenting?
If an external party is paying directly for an airline ticket for a UC Berkeley employee, then it is acceptable to purchase the ticket outside of ConnexUC. If the travel is for UC business purposes, you may self-register for UC’s travel insurance coverage on the Risk Services Travel page.
How do I contact a ConnexUC travel agency?
Complete contact information is available by logging into ConnexUC. There is also contact information available on the Contact Information page.
Please be aware that reservations made via telephone are subject to higher transaction fees.
Does the requirement to use ConnexUC apply to student and/or guest travelers?
Only UC Berkeley employees are required to book their airfare through ConnexUC using Direct Bill. For non-employees needing UC business travel, a UC Berkeley employee can book travel on their behalf through ConnexUC and Direct Bill using the 'guest' option. This eliminates the need for the traveler to pay out-of-pocket and wait for reimbursement until after the completion of travel.
Does AB 1887 prohibit all travel to states on the Attorney General’s list?
AB 1887 prohibits the use of state funds to pay for travel to a state on the Attorney General’s list, except where one of the statutory exceptions applies. It does not affect travel that is paid for or reimbursed using non-state funds.
Can I use my personal credit card when making reservations through ConnexUC?
For airfare reservations booked after November 1, 2021 (not the travel date, but the actual booking date), if you are a UC Berkeley employee, you are required to pay for the airfare using a Direct Bill ID. But, because the direct bill option is not currently available for hotel and car rentals, you will still need to use a personal credit card when making reservations for those services through ConnexUC.
Can I request an exception from booking my airfare through ConnexUC?
We promise our business travelers that we will not disadvantage them with the requirement to book their business airfare through ConnexUC. As we work to continue to improve the program and listen to our business travelers, if you find a better airfare option (price or schedule/routing) that you are unable to find in ConnexUC, you can book the reservation outside of ConnexUC. When submitting for reimbursement, please make sure to upload a screen capture from ConnexUC of the search results found there and explain in the special circumstances section why that was a suboptimal choice. Providing this feedback will allow us to continue to work with the Central Travel Office at UCOP to continue to improve the search results found in ConnexUC. Additionally, it is essential that if you book outside of ConnexUC that you register for the UC Trip Insurance program.
The requirement to book airfare through ConnexUC is not currently being enforced while we gather feedback from campus. We will update this FAQ as needed with any changes.
Am I required to use ConnexUC?
Yes, for airfare reservations booked after November 1, 2021 (not the travel date, but the actual booking date). If you are a UC Berkeley employee, you are also required to pay for the airfare using a Direct Bill ID. The UC Berkeley Accounts Payable and Travel Office can grant an exception in certain circumstances. We strongly recommend ConnexUC be used for hotel and car rentals, but because the direct bill option is not currently available for those expenses, it is not required.
The requirement to book airfare through ConnexUC is not currently being enforced while we gather feedback from campus. We will update this FAQ as needed with any changes.
Are ConnexUC rates competitive with those I can get from booking directly or shopping online?
ConnexUC travel agencies use the same Global Distribution Systems that commercial travel companies such as United, Delta, or Expedia use for scheduling and pricing options. All accredited airlines, schedules, and prices are offered through the ConnexUC travel agencies. Airfare prices booked through ConnexUC should be equal to or less expensive than those you will find elsewhere.
Benefits from Airlines
Can I use my preferred airline's app, which I find superior to ConnexUC's functionality and navigation?
You can still use your preferred airline's app to check-in, obtain boarding pass, make flight changes, etc.
Will I lose preferred status for problem resolution in cases of canceled flights or lost baggage?
You can still access benefits from frequent flyer status, and you can still work directly with airline to solve problems.
Can I use rewards and/or points for upgrades, free bags, etc.?
You can not do this within ConnexUC currently, but once a reservation is made in ConnexUC, the traveler can go to the airline's website to obtain all available upgrades.
Can I earn rewards and/or points for upgrades, free bags, etc.?
Rewards and/or points earned by booking on any other booking site are also earned with ConnexUC, and all frequent flyer memberships in your profile are automatically entered in your reservation.
Booking Limitations
Can I use trip cancelation credits (which must be claimed directly with the airline)?
If the original ticket was bought outside of ConnexUC, of course we want you to be able to use the credit that you received so that those funds are not lost. There is no restriction against that. But if the credit came from a ticket purchased using ConnexUC, one of the many advantages of ConnexUC is that the UC contracts with many of our airlines allow for a name change on those credits if you don’t have travel plans prior to the credit expiration date. Credits from tickets purchased outside of ConnexUC are strictly prohibited from name changes.
How can I provide feedback on improving ConnexUC's user interface and user experience?
Please email travel@berkeley.edu if you would like to provide feedback on how to improve ConnexUC's user interface and user experience. Any and all feedback is welcome.
Does ConnexUC offer cheap flights, as well as all flights or destination connection options?
ConnexUC offers all the same flights and fares as other popular sites (with minor exceptions - please refer to the ConnexUC Compared to Other Travel Sites page for more information) as well as exclusive UC negotiated discounts you can not find anywhere else. Search filters between different travel sites need to be identical when comparing, and flights that do not comply with UC policy are suppressed in ConnexUC.
Can I have others and family on the same reservation?
This can be done through ConnexUC, but only when calling a ConnexUC agent, resulting in higher fees ($32 to $34 per ticket). ConnexUC limits reservations to one individual per reservation when booking online. This limitation is one of the most common issues mentioned by travelers. We are working with the Central Travel Office at UCOP to see if an enhancement to enable online group reservations is viable.
Can I pick seat assignments in ConnexUC?
In most cases, ConnexUC will offer the same seat selection options as any other booking site. You may not be able to select seats on some regional partner or international airlines. We are working on resources to provide better visibility to travelers on available options.
Service Limitations
Does using ConnexUC require the use of an agent?
Using ConnexUC does not require the use of an agent.
Is there support for last-minute scheduling and travelers in different time zones?
Both ConnexUC agencies provide 24/7 phone support, but there is an additional fee for after-hours phone support. You can also make changes to existing reservations directly on airline websites or apps.
Direct Bill
Why create and use a Direct Bill ID?
Airfare is often purchased several months in advance of a trip. Creating and using a Direct Bill ID instead of a personal credit card to purchase airline tickets eliminates the need for travelers to pay out-of-pocket for the airfare and wait until the trip is concluded before receiving reimbursement.
Who can create a Direct Bill ID?
Access to the Direct Bill Travel site is limited to staff and faculty in selected job titles. Employees, students, or hosted guests who do not have access to the system but who have a need to travel on university business may work with their department to create a Direct Bill ID on their behalf.
Where is a Direct Bill ID accepted?
The university’s two contracted travel agencies, BCD Travel and UC Travel Center, can accept a Direct Bill ID (DBID) to charge airfare to UC Berkeley. Both are full-service agencies with dedicated agents who can handle nearly all travel needs. You will be prompted to provide the DBID during the online booking process or when speaking with the travel agent. Contact and service fee information for the travel agencies are available through UC’s booking portal, ConnexUC.
What is a Direct Bill ID?
A Direct Bill ID (DBID) allows you to charge the purchase of business-related airfare directly to the university. The DBID is a unique code issued by the DBID system and associated with a particular trip. When making travel reservations using one of UC's travel agencies, provide the DBID code so that your airfare costs are charged to your campus funding source chartstring.
What information is needed to create a Direct Bill ID?
To create a Direct Bill ID, please be prepared with:
- An active CalNet ID
- A complete profile listing in the campus directory, which must include your work email, phone number, and address
- The business purpose for the trip
- The traveler’s name as it will appear on the airline ticket matching to their government-issued ID
- Expected travel dates
- Travel destination(s)
- Complete chartstring(s) or speedtype(s) of where the cost of the airline ticket should be charged
- Please ensure the travel complies with any funding restrictions
How do I locate a previously issued Direct Bill ID?
To locate previously issued Direct Bill IDs, log in to the Direct Bill Travel system, select Departmental Functions, and then select Manage Direct Bill IDs.
How do I create a Direct Bill ID?
Please refer to the Using Direct Bill to Charge Business-Related Airfare to the University page for instructions on using the Direct Bill system to charge your business-related airfare to the university, which requires creating a Direct Bill ID.
How often can I use my Direct Bill ID?
The Direct Bill ID (DBID) can only be used once to book airfare for a specific itinerary. When the expense is received from the travel agency, the DBID is matched to the funding chartstring and marked complete in the tracking system. If the DBID is re-used for a subsequent trip, funding may not be available and the manual reconciliation of unmatched DBIDs causes delays in the financial recording.
DBID is only to be used for airfare expenses at this time. If the trip includes a hotel or car rental, you will need a personal credit card or the corporate travel card to pay for those expenses.
Reimbursements
Why do I need a business purpose?
The IRS requires sufficient records to document that the expenses for which the university is paying are related to a legitimate activity from which the university will benefit. A good statement of business purpose for the trip will answer who, what, when, where, and why. Just saying "research," "attend conference," or "donor meeting" is usually not sufficient. Travelers may also be asked to provide a business justification for particular expenses.
Who can approve an exception?
Exceptions are rare and could introduce risks to other aspects of the travel program. Only individuals with the delegated authority may consider and grant exceptions. Please refer to Approval Authority for Exceptional Travel (Policy & Regulations Governing Travel) for more information.
Where can I get help about chartstrings?
A chartstring indicates the source of funds that will be paying for the trip expenses. Chartstring information is entered on the 'Totals' tab in the Reimbursement system. If you do not know the chartstring for your trip, please contact the finance or budget office for your school or department.
Please refer to the Submitting a Reimbursement for Travel Expenses (Domestic Trip - Single Destination) guide for instructions on how to enter a chartstring.
When do I need a receipt?
Receipts are required for registration fees, airfare, lodging, and car rental expenses regardless of the amount. Approvers will review the receipts to ensure that it was actually the traveler who paid for the expense and that non-business related charges (for example: hotel spa services, child car seat rental, etc.) are not included. Receipts are also required for any expense of $75 or more. Auditors expect to see receipts to support the payment of a business expense. If a payment is not proven to be business related, it may be disallowed and, as a result, taxable. It is always in the traveler's best interest to keep records of expenses incurred and reimbursed.
When are trip expense reports and reimbursement requests due?
Per UC policy, expense reports must be submitted within 45 days after the end of the trip. When a trip lasts more than 90 days, a quarterly report is required. Payments of reimbursement requests submitted after 45 days may be reported as taxable income or may not be paid at all, considering the circumstances and funding sources. A trip expense report must be submitted even if no reimbursement is due the traveler (i.e., when the only expense is direct-billed airfare).
How are receipts accessed and managed in the Reimbursement System?
Once receipts have been uploaded, you can confirm their availability by clicking on the 'View Receipts/Documents' link.
The 'Date Paper Work In' field only updates periodically throughout the day, but update is not immediate.
Only the Accounts Payable and Travel office can delete attachments. Please send an email to travel@berkeley.edu with the TRV report number and the receipts that need to be removed.
What is the difference between 'actual' and 'per diem' meal expenses?
UC Policy allows for the use of per diems when traveling to international or off shore US (Hawaii, Alaska, Puerto Rico, the Northern Mariana Islands, and possessions of the United States) destinations. Per diems are also permitted for domestic travel of 30 or more consecutive days. However, each department head has the authority to be more restrictive. Please check with your Divisional Finance Leader (DFL) to confirm that per diems are allowed within your respective school or department.
For domestic travel under 30 days, only actual expenses are reimbursed up to the policy limits, per diems are not allowable.
Is a credit card statement an acceptable receipt?
A valid receipt will show specifics about the purchase (what was purchased, when, where, the amount, and proof of payment). Generally, the person making the purchase possesses the receipt, which substantiates who should be reimbursed. For airfare, hotel, and car rental, a detailed receipt is required (duplicate receipts can usually be obtained from the merchant), though a credit card statement may be requested as evidence of who paid for the expense. A receipt is also needed for conference registration fees and when any single expense is more than $75. If a detailed receipt is not available for these types of expenses, but the traveler’s credit card statement documents the purchase, the traveler should provide a copy of the credit card statement as proof of payment along with a written explanation in lieu of a receipt citing what was purchased, when, where, and why a receipt cannot be provided.
How do I prepare expense reports for others?
Please refer to the training materials (videos and job aids) for Reimbursements and Travel Expenses.
How do I access the Reimbursement System?
All employees can log in to the Reimbursement System to enter an expense report for themselves.
Employees needing to enter expense reports for other employees, students, or visitors will need the Travel Preparer role, which can be requested through the Systems Access Request Application (SARA).
Policy
Where can I find the IRS guidelines and the University of California policy?
If I am going to be on travel status less than 24 hours, which expenses are eligible for reimbursement?
Generally, transportation costs to and from the event will be paid. This includes airfare, rental car, personal car mileage, tolls, and parking. Meals are not reimbursed unless there is a need for an overnight stay.
For example: You take the 9:00 am flight from Oakland to Orange County for an early afternoon meeting. You plan to return that same day, but all flights are canceled. You catch the first flight out of Orange County the next morning, returning home at 7:00 am. Your trip was less than 24 hours, but because of the overnight stay, meals may be reimbursed.
If I work from home but need to come to campus for meetings, can I be reimbursed for mileage expense driving to and from campus, parking, and, if needed, an overnight hotel if I need to be back at campus again the next morning?
Unfortunately no, as those are not reimbursable expenses.
By definition, regardless of where you live, the office location is considered your work location, so travel to that location is considered a commute expense and the IRS would consider reimbursement of that as taxable income. Policy prohibits the reimbursement of expenses that are considered taxable income by the IRS. You can find references to this in UC Travel Policy G28.
One reference is on page 5 pasted below:
"The University’s travel reimbursement procedures contained in this Bulletin are designed to conform to the “accountable plan” rules published by the Internal Revenue Service (IRS). Therefore, University reimbursement of an employee’s travel expenses shall not result in additional taxable income to the employee. Travel expenses considered by the IRS to be taxable income to the traveler are not reimbursable except for the following:"
The expenses we are discussing here are not on the list of exceptions.
Another reference is on page 13, section d:
Expenses for travel between the traveler's residence and headquarters (commuting expense) shall not be allowed.
Another reference is on page 23, section E.1.a:
For hotel expenses it states that "Regardless of the length of time for business travel, the traveler must be at least forty miles from the headquarter location or home, whichever is closer, to be reimbursed for an overnight stay."
Will I be reimbursed for mileage if I prefer to drive rather than fly?
If most people would drive the distance, then you may claim mileage with no further explanation. However, if most people would fly and you are choosing to drive for personal reasons (i.e., sightseeing, stopping off to visit friends, taking family along, etc.), you should expect to be reimbursed the lesser of mileage based on the most direct route or an amount equal to the cost of flying coach or economy with advance booking. If you are driving for business reasons (i.e., transporting large boxes of research equipment), please provide a written statement explaining the circumstances. The basic expectation is that you will get to your business destination using the most economical and reasonable method.
Will I be reimbursed if I purchase a higher-class ticket? I enjoy the amenities that come with a business-class or first-class seat.
In keeping with UC’s policy to travel by the most reasonable and economical means, purchasing a business-class or first-class seat instead of coach or economy is usually not permitted.
If you choose to purchase a higher-class seat, you should document the price for coach-class and expect to pay for the upgrade using personal funds. Policy does allow for some special circumstances that must be explained for reimbursement. Exceptions will require additional justification and approval.
Please note: With the increasingly complex classification of fare levels by airlines, it may difficult to determine what tickets are higher-class. As a general rule, if the airline labels the seat class with any variation of coach or economy (i.e., Premium Economy; Economy Plus) it will be permitted for reimbursement.
What are the guidelines for combining business and personal travel? I am going on a trip for business purposes, but would like to include some personal time while I’m there.
It is expected that university travelers can judge when they are on business and when they are on personal time and that they will claim expenses in an honest and ethical manner.
When booking flights, document the cost of airfare as if you were just going for business and the cost for the extended time. You should claim reimbursement for the lesser of the two.
If any personal time is included, you may not charge the airfare to the university using a Direct Bill ID. You must purchase the tickets using personal funds and request reimbursement, if applicable.
If traveling within the U.S. and the purpose of the trip is business, but you take a side trip for pleasure, you may not be reimbursed for any expenses related to the side trip or the extended stay. If the trip is primarily personal (for example, you’re on vacation) but you attend to business while at the location, you can claim any expenses related to the business, but you cannot be reimbursed for transportation to the location.
When traveling internationally, a trip must meet one of the following tests in order to be defined as entirely business:
- The traveler did not have control over arranging the trip
- Vacation was not a major consideration
- Travel was outside the U.S. seven consecutive days or less
- If more than seven days, less than 25% time was spent on personal activities
- If the trip is ‘primarily personal,’ airfare/transportation will not be reimbursed
- Only expenses for days when business was conducted will be paid
If family members are traveling with you, document and claim the cost for car rental, lodging, and meals as if you were traveling alone. The university will not pay for any incremental costs associated with personal traveling companions. Please note that different rules apply for moving or relocation.
Airport parking will be paid only for business-related days.
If taking a side trip for personal activities, document and claim the costs for the direct route related to the business purpose of the trip.
Can I be reimbursed for a hotel room in San Francisco to save commuting from my home in Berkeley? I am attending a two-day conference and will spend the evening hours networking with colleagues.
While it may save time, UC policy is to reimburse only when the location is more than 40 miles from the traveler’s home or place of work, whichever is closer, unless the overnight stay is required by the employer (i.e., an event coordinator must be onsite for late night and early morning set-up).
Can I use emerging market services such as Uber, Lyft, and AirBnB?
There is no policy prohibiting the use of alternative providers. The traveler is expected to give full consideration to the costs of these services as compared to more traditional providers. If the costs are out of line with ordinary and customary comparables, the traveler may be expected to provide a business justification or be reimbursed based on the lower cost alternative.
Can I use a shuttle service to the airport?
The general rule is that travelers should use the most reasonable method of transportation given the circumstances. Please consider the cost of a shuttle service when compared to alternatives, such as taking a taxi or ride-share or driving a personal car and parking. Public transportation may or may not be a reasonable option when factoring the cost against convenience or travel time. Determining the most reasonable method of transportation is up to the traveler and the approver. If costs appear excessive or extravagant, the reimbursement request must include the business-related justification.
Can I rent an intermediate size car if economy size is too small?
University policy permits renting up to an intermediate size car. If a bigger vehicle can be reserved for the same price or you receive a free upgrade, provide that explanation in your reimbursement request.
If circumstances require a larger vehicle, please provide the business purpose. For example: I rented a full size car to accommodate seating and luggage for myself and three colleagues, Professor Jones, Professor Lee, and Director Smith.
Can I book a bundled travel package?
Often bundled travel packages appear to be a cost savings. However, the documentation and receipts typically do not itemize what is included in the purchase price, so the receipts are insufficient per IRS rules for substantiating the business-related nature of what is being paid for. Unless the traveler confirms with the package provider that an itemized receipt for all included expenses (airfare, hotel, car rental, etc.) will be provided, it is best to avoid purchasing a package. Insufficient documentation could result in the denial of a reimbursement.
Can I be reimbursed for extra fees charged by hotels?
The university will reimburse you for mandatory fees assessed by hotels, such as a resort fee or charge for valet parking. An explanation that the fee was not discretionary should be included on the expense report.
Can I be reimbursed for extra fees charged by airlines?
In general, if the service obtained with the extra fee is considered ordinary and necessary to meet a business need, then paying the fee is permitted.
A business justification should be noted on the expense report. For example:
- Extra baggage for research supplies
- Seat assignment to ensure boarding
- On-board internet for connectivity to work emails
- Change fees for a later flight because a meeting ran late
60 Calendar Day Submission Deadline for Travel and Entertainment Reimbursement Requests
Will my reimbursement request be paid if it is submitted after the 60 day deadline?
Yes, as long as your reimbursement request is approved by your designated approver, the reimbursement will be issued through normal payment channels. However, the payment will be reported to Payroll as imputed income and appropriate tax withholding will occur on a subsequent paycheck.
Where can I find this policy?
For UC Travel Policy BFB-G-28 (PDF), you will find it on page 39 in the “Reporting Period” section.
For UC Entertainment Policy BUS-79 (PDF), you will find it on page 15 in the “Submission of Meal and Entertainment Expenses for Reimbursement” section.
When will the 60 day submission deadline be strictly enforced?
Travel with an end date of July 1, 2021 or later and Entertainment events with a date of July 1, 2021 or later will be subject to this requirement. So, travel with an end date of July 1 must be submitted on or before August 14th.
When will I see the withholding on my paycheck and how will it appear?
The taxable income will typically be reported on your paycheck within two months of the date that your reimbursement is paid out to you. If it is a large taxable amount, we will do our best to prorate the withholding amounts across two paychecks. You will be able to identify the imputed income from the earn code on your pay statement of FMV-fringe benefit-taxable.
What is the tax withholding rate?
The tax withholding rates are 22% federal and 6.6% state.
Is travel with an end date prior to July 1, 2021, or an entertainment event prior to July 1, 2021, subject to tax withholding?
Reimbursement for travel with an end date prior to July 1, 2021, or entertainment events with a date prior to July 1, 2021, will not be subject to tax withholding. However, sound business practice calls for reimbursement requests to be submitted in a timely manner.
If I submit my reimbursement request within 60 days, but it is rejected for revision resulting in it being resubmitted after 60 days, will it be subject to tax withholding?
Rejected reports that were originally submitted within the 60 day requirement will not be considered a policy violation.
How can I request an exemption to the 60 day submission deadline?
For Travel and Entertainment reports for employees that are submitted more than 60 days after the conclusion of the trip and/or event, the submitter of the report will be required to provide a justification for submitting late and enter any request they have for exemption at that time. Reports will not be able to be submitted past 60 days without entering this information. Requests for exemption will not be accepted via any other method. Accounts Payable will periodically review submitted justifications to determine whether it would be accepted in the event of an IRS audit, so the bar has been set very high and we expect that exemptions will be rare.
Does the 60 day submission time frame apply to reimbursements that are not for travel or entertainment?
Non-travel and non-entertainment reimbursements submitted through the 'Other Expenses' reimbursement process are not subject to the 60 day submission requirement. However, sound business practice calls for reimbursement requests to be submitted timely.
Does tax withholding only apply to employees? Does it also apply to guests and students?
Only employees with travel or entertainment reimbursements that are out of compliance with the 60 day submission deadline are subject to tax withholding on the reimbursement as imputed income. Imputed income does not apply to guests or students. However, sound business practice calls for reimbursement requests to be submitted timely.
COVID-19
The following FAQs apply to travel cancellation and reimbursement issues resulting from the novel coronavirus (COVID-19). These FAQs are in effect until further notice and are subject to change as the situation develops. Before seeking reimbursement from the university, please make all efforts to obtain a full refund from the vendor.
Will UC’s Travel Insurance Program cover lost costs and penalties?
You may be able to recoup some of your costs for international trip cancellations.
If the airline or travel provider refused to issue a refund or a travel credit or charges a penalty for changes for travel to international destinations, travelers should submit their claim through the UC Travel Insurance Program.
You can submit a claim for airfare, hotel, cancellation fees, or conference registration for up to $2,000 for international trips (domestic trips are not covered). Once a claim is submitted, a determination will be made by the UC Insurance Carrier, Chubb, regarding what is covered. Please note that it is the insurance company and not UC Berkeley that determines if a claim is accepted or not.
Download and complete the claim form that is available on the UCOP Travel Risk and Insurance page:
- The Policyholder is the University of California
- Group Policy Number:
- Faculty/Staff - ADD N04223810
- Student - ADD N04223822
- Education Abroad Program (EAP) - ADD N04834823
- The program name is the title of the event for which you were traveling (ex. Study Abroad 2020 or International Research Conference, etc.)
- The group leader is the name of the person running the program (if applicable)
- Fax: (302) 476-7857
- Email: diane.basa@chubb.com
- Mail: Chubb USA PO Box 5124 Scranton, PA 18505-0556
- Proof of enrollment in travel coverage/registration of their trips
- Proof from the airlines that the tickets were non-refundable
- Provide the Itinerary and the cost of the tickets
- Proof from the hotels that accommodations were nonrefundable, cancellations fees, or could be cancelled with no penalties
- Documentation that you requested a refund and/or travel credit and denial from the service provider
- Whether you were traveling to one of the countries included in the CDC Travel Health Notice Warning Level 3, or a detailed explanation of how the business activity was actually impacted or resulted in an effective cancellation as a result of the coronavirus (COVID-19)
- For example, you were traveling for a symposium to a currently unaffected region, and the organizer cancels the event because the key speakers from affected regions were unable to attend.
What should I do if I need to cancel my trip and I booked outside of ConnexUC?
- Contact the airline or agency and cancel your ticket prior to initial date of departure
- Request a full refund without penalty (due to COVID-19)
- If they will not provide a full refund without penalty, then request a refund (with the penalty) or request a credit towards future travel
- Whether the traveler selects a refund with penalty or credit towards future travel may depend on a number of factors specific to each situation
- For instance, if the traveler expects to travel on business prior to the expiration of the credit, and the airline is not charging a change fee for travel credits, it may be beneficial to request a travel credit
What should I do if I need to cancel my trip and I booked my travel through ConnexUC?
If you booked using ConnexUC, the UC System's online booking tool, you can cancel online in ConnexUC with the ConnexUC agency where you made the booking, or you can contact the agency by phone. The agency will attempt to get a refund or future travel credit. If you receive a future travel credit through ConnexUC, you will only be able to use this credit by booking through ConnexUC using the same agency that the original reservation was made. Travelers should be aware that travel credits must not be used for personal purposes. If it is used for personal purposes, the traveler must reimburse the university for the cost of the ticket.
Please note there will be a time limit to use credits. Please also make sure to cancel all hotel, car rental, and any other reservations.
Will I be able to get a full refund for tickets that are generally not refundable?
The ConnexUC agencies and UCOP's Central Travel Office have reached out to the airlines to try to get blanket refunds for UC related travel. So far, airlines have not been receptive to providing refunds. They have generally provided credit towards future travel. We will continue to push this issue with the airlines and will attempt to get refunds for individual travelers, if possible. Some refunds have been given, but these are determined by the airlines on a case-by-case basis.
Will there be cancellation or change fees?
Most of the major airlines have agreed to waive cancellation or reissuance fees.
If the traveler will not be able to use a future credit, can we change the name of the traveler?
In most cases, the major airlines are allowing a name change for domestic tickets (not international). There is a name change fee associated with this which varies by airline. Please note this a fluid situation, so these airline policies may change in the future.
What documentation do I need to provide to get reimbursed?
All travel receipts (for example: airfare invoices, hotel folios, conference registration fee charges, etc.), and documentation of attempts to obtain refunds.
For travel credit reimbursements, please attest in the expense report the following:
"I will not use the travel credits for personal travel. In the event that I use it for personal travel, I will reimburse the university for the cost of the ticket less any cancellation fees."
What costs will be reimbursed if I need to cancel a trip due to COVID-19?
Please make all efforts to get full refunds for all of your costs. If you are unable to get a refund, document the steps you took to obtain a refund.
You may request reimbursement for your unreimbursed travel expenses. These costs may include:
- Airline cancellation fees and/or penalties
- For international trips, please first attempt to get reimbursed through our travel insurance program
- If you don't get reimbursed through our insurance program, please submit through the Reimbursement system and provide documentation of the denial
- Domestic trips are not covered under UC’s travel insurance program
- If possible, please wait until after the future trip to submit your reimbursement request
- If you have a financial need or are unsure if you are going to travel on business before the credit expires, you can submit for reimbursement immediately
- For individuals who are not UC Berkeley faculty or staff, these reimbursement requests will be reviewed on a case-by-case basis
Is UC Berkeley Travel currently reviewing expense reports submitted through the Reimbursement system?
The Travel department is working remotely, fully operational, and reviewing expense reports where applicable.
Can I travel?
All UC Berkeley nonessential international and domestic travel is suspended until further notice. Personal international and domestic travel is strongly discouraged.
Anyone arriving from CDC Level 3 countries must self-quarantine for 14 days from the time they left that country. If you decide to travel, be aware that other countries could change travel restrictions without notice, flights may be canceled, or new re-entry restrictions could be imposed when returning to the United States.
Currently, most states do not have restrictions on domestic travel, but you should be aware of preventative measures if you travel.
Hawaii, Alaska, and Florida have various forms of a self-quarantine for those that travel to these states. Other states may follow.
Please refer to the following for up to date travel information regarding COVID-19:
- UC Office of the President Travel Directives (PDF)
- U.S. State Department Travel Advisories
