• #8: Issued April 8, 2009

• #7: Issued Feb. 13, 2009

• #6: Issued Dec. 19, 2008

• #5: Issued June 23, 2008

• #4: Issued Feb 14, 2008

• #3: Issued Jan 11, 2008

• #2: Issued Oct 12, 2007

• #1: Issued April 10, 2007

• Travel Policy G-28: changes regarding travel of less than 24 hoursReimbursement for meal and incidental expenses is no longer allowed for travel of less than 24 hours in duration. Travel must include an overnight stay for reimbursement of meals and incidentals. For further information refer to Section VIII Subsistence Expenses (page 38, Section C) as well as Appendix C of the G-28 policy
• Internet Travel Packages DisallowedReimbursement of these packages will no longer be allowed unless they provide a breakdown of the charges included.
• Advances to hotels: Be sure to get the confirmation number from the hotel upon making the reservation. Put this number into the Invoice field on the advance to ensure the correct payment and charge get linked together.

• Airline Codes- (Search by Airline name, look for Prefix-Code) If you are having trouble locating the Ticket Number on Airfare documentation, check the Airline Code for the airline flown. This will be the first 3 numbers of the ticket #.
  • JetBlue (airline code 279) and Virgin Atlantic (airline code 932) do not issue Ticket #s. Please enter the airline code and then just zeros or ones for the rest of the ticket #.
• Traveler's Handbook: A quick guide to travel
  

• PayQuest enhancement for Event advances and Multi-day events are being rolled out April 18! Training for these new forms is being offered April 13 and 16. Sign up through TED under Event Process.
• Any activity or event that requires an Exceptional/ Additional Approval cannot be placed on 19900 or other state funds.

• Business / Entertainment Reimbursement Request Form- This form includes all of the necessary information the PayQuest preparer will need from the Payee, and may help in making the processing of the expense easier.
• Approval of Expenditures summary - Bus-79 Appendix B

• Travel:
  • Travelers can be reimbursed for actual expenses up to policy maximum per day when traveling in the Continental US.
    • This cap is not to be treated as Per Diem by claiming that max. daily with no regard to actual expenses incurred. Receipts will be requested for daily meal expenses at or near the cap. Excess of daily meal and incidental cap cannot be reimbursed even with exceptional approval.
    • $64
  • Travelers can claim Per Diem for travel outside of the Continental US and for long-term travel.
    • Per Diem rates by location
• Entertainment:
  • Maximum Per Person amounts for Entertainment Meals are:
    • Breakfast- $26
    • Lunch- $38
    • Dinner- $64
    • Refreshments- $17
  • Per person amounts should factor in all meal related expenses including tip, service or delivery fees, and drinks.
  • Any entertainment expenses that are in excess of 200% of the allowed per person expense can only be approved by the Chancellor.
  • If the receipt indicates appetizers or hors devours as the only food, the expense must be claimed as refreshments.

• What is a ticket number?
  • A ticket number is a 13 digit all numerical code that is only given when a flight is verified and paid for. The first three digits are the airline code, followed by 10 numbers specific to the traveler and the flight. It is different from a confirmation or itinerary number.
  • Proper entry of the airline code into PayQuest should automatically bring up the Airline name.
  
  
• What if I lose the required receipts, can I still be reimbursed?
  • Yes, but only with exceptional approval.
  
  
• Do I still have to complete a travel voucher when there were expenses advanced but no further reimbursement necessary?
  • Yes! Even though expenses have been paid, substantiation of expenses through a PayQuest voucher upon completion of the trip is still required. Similarly, if additional expenses do require reimbursement, the advanced expenses should be reported in the voucher as well.

Need an expert? Contact Penny at PayQuestPenny@uci.edu

Notice: University policies, procedures and applicable collective bargaining agreements shall supersede information in this document or elsewhere on this site.