UC Davis spends approximately $48 million on travel and travel-related expenses annually.
Travelers must follow UC Davis travel policy requirements to be reimbursed for their travel. All travel must be properly authorized and all travel expenses must serve a business purpose. Per UCOP BFB G-28, under no circumstances shall expenses for personal travel be charged to, or temporarily funded by, the university, unless otherwise noted in the bulletin.
Before a person travels:
- Ensure that the travelers and travel preparers leverage the training tools available for AggieTravel.
- Review the Travel Pages and travel policies.
- Use Connexxus and tools.
If you spend funds on university business travel, learn best practices for travel-related spending.
- Separation of duties
Your department is required to have different people involved in handling travel expenses.> Prepare the travel expense claim
Have different people:
> Approve travel expense claim
> Review and reconcile financial records
Note: Travelers cannot approve their own expense claims, or the expense claim of a direct or indirect supervisor.
Potential consequences if duties are not separated:
> Erroneous or fraudulent charges approved for payment
> Unauthorized or fraudulent reimbursements processed
> Unauthorized or excessive costs incurred
> Personal or non-business related costs are reimbursed
- Accountability, authorization, and approval
You maintain accountability when you properly authorize, review, and approve expenses that make the best use of public funds and comply with university travel policy.> Ensure that the proper approval authority is in place.
> Evaluate expenses to ensure they are the most economical for the travel situation.
> Verify that expenses are appropriate to the fund source charged.
> For any request to approve an exception to travel policy, include a detailed explanation of why it is necessary.
Potential consequences if accountability does not exist:
> Damaged public image if costs are inappropriate.
> Unauthorized, unnecessary, or fraudulent payments.
> Loss of funding.
> Improper charges to designated fund source resulting in unauthorized use of funds.
> Excessive costs incurred.
- Security of assets
Following best practices optimizes security for travelers and sensitive information.> Secure your Visa Travel Card and any unused tickets in a safe place.
> Restrict access to sensitive traveler information to the appropriate staff.
> Use Connexxus to book travel (air, hotel and car rental). Car rental booked through Connexxus includes coverage (CDW and liability insurance).
Potential consequences if your assets have not been secured:
> Unauthorized use of the UC Davis Travel Card (personal liability).
> Unauthorized use of sensitive traveler information.
- Review and reconciliation
Timely reconciliation activities ensure that travel costs are accurate and appropriate. Perform monthly ledger reviews to confirm payment of approved charges.> Review costs to ensure that they are properly classified and recorded.
> Review fund restrictions to assure that expenses are allowable and appropriate.
> Periodically review and update signature authorizations/delegations.
Potential consequences if review and reconciliation is not performed:
> Improper charges made to your department budgets.
> Disallowances resulting from costs charged to incorrect accounts/funds.
> Payments made for items or services not provided.
> Misstated financial records.