Book Travel to UCSF for Guests and Third-Party Affiliates

Travel Regulations, University Policy G-28, applies to all official University travel including non-employees such as visitors, students, visiting scholars, independent contractors, etc. Before your make any travel arrangements, be sure you review and understand University Policy G-28, to ensure that your travel costs can be paid and reimbursed. Important topics include restrictions on State funded travel; limits on transportation, lodging, meals and incidental expenses (including expense caps); required trip registration and insurance; and expense documentation requirements.

Travel arrangements can be made for guests (non-UC employees) and third-party affiliates by selecting the guest template in Connexxus. Note that you will be prompted to enter the traveler’s name as it appears on their official government photo ID such as a driver’s license for domestic travel and passport for international travel.  You should obtain the traveler’s cell phone number for airline and/or travel agency updates.

Departments can also reimburse a guest for their travel expenses. To reimburse guest travel, use the guest travel expense option in MyExpense to submit a reimbursement request on the guest’s behalf. Be sure to check the upper left corner of your MyExpense screen to ensure that you are not administering the request for yourself (default mode). For more details, view these two job aids on how to Grant Delegated Access and how to Submit Expense Reports on Behalf of Others.

It is the department’s responsibility to report the guest’s actual travel expenses within 45 days of the End of Trip/Last Purchase Date to ensure timely reporting of expenses.

Maximum Travel Rates

The travel policy establishes daily expense maximums based on the location and duration of travel. Further limitations may be applied by funding sources or departmental budgets, and exceptions might be considered with justification, but should not be presumed. Refer to the travel policy for more information.

Lodging less than 30 days within the Continental United States (CONUS)

Lodging is reimbursed based on actual costs substantiated by receipts up $333 nightly room rate cap for travel of less than 30 days within the Continental United States.

Lodging of 30 days or more, outside the Continental US (OCONUS) and Foreign

  • The travel policy establishes daily expense maximums based on the Department of Defense for OCONUS and US Department of State’s per diem rates for foreign destinations.
  • Lodging is reimbursed based on actual costs substantiated by receipts up to the per diem rate - Refer to G-28 Travel Regulations, Appendix B
  • Further limitations may be applied by funding sources or departmental budgets, and exceptions might be considered with justification, but should not be presumed

Meals and Incidental Expenses – $62 Limit for Travel Less than 30 days within Continental US (CONUS)

  • NO exceptions for costs exceeding the $62 limit can be approved or paid
  • Reminder – daily meals and incidental expenses (M&IE) shall be based on the actual amounts incurred. The M&IE limit of $62 per day shall not be treated as a per diem, and expenses should be limited to actual reasonable costs. Travelers should be required to submit meal receipts if it appears that they are treating the cap as a per diem by routinely claiming the full M&IE amount.

Meals and Incidental Expenses – for Travel of 30 days or more, Outside the Continental US (OCONUS) and Foreign

  • The travel policy establishes daily expense maximums based on the Department of Defense for OCONUS and US Department of State’s per diem rates for a particular foreign destination. Meals and Incidental expenses are reimbursed based on actual costs substantiated by receipts up to the per diem rate. Refer to G-28 Travel Regulations, Appendix B.
  • Further limitations may be applied by funding sources or departmental budgets and exceptions might be considered with justification, but should not be presumed.