Overview
This is the source for all maximum travel-related expense limits (per diems) and a listing of allowable expenses for UCSF travel reimbursement, and maximum meal rates for meetings and events hosted by UCSF.
Travel-related expense limits (per diems)
Book airfare via Connexxus to use a chartstring or speedtype and skip waiting for your trip to end to receive payment.
At-a-Glance: Reimbursable Travel Expenses
For a detailed list of reimburseable travel, review the next section.
| Expense Category | Expense Item Example | Max Allowance | Details |
| Flights | Airfare, ancillary airline charges | Coach/Economy Class | Learn more |
| Lodging | Hotel | $333/night | Learn more |
| Meal & Incidentals* | Meal, tip and gratuity | $92/individual per day | Learn more |
| Ground Transportation | Rental car, train, rideshare, public transportation | Coach/Economy | See individual modes of transport below. |
*Per diem rates may differ based on travel location and/or if the days of travel exceed 30 days. For such travel, it is best practice to review the following resources for the correct per diem rates:
Reimburseable travel-related expenses
A list of reimburseable expenses. For a list of expense that may be reimburseable, scroll down.
| Expense | Notes |
| Airfare | Book Coach or Economy class. Airfare is reimbursed based on actual costs substantiated by receipts showing itinerary, last four digits of credit card payment, and class of fare. Business or First Class airfare tickets are generally not reimbursable. 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. However, UC Policy G-28 allows for some special circumstances that must be reimbursed. Exceptions for special circumstances may be considered with proper justifications, documentation, and approvals (e.g., business or first class is the only service offered between two points, coach class would be more expensive, reasonable accommodation for a disability or medical need (supported by a doctor’s note). Ensure that your fund sources allow these charges. |
| Ancillary Airline Charges | The department designated travel approver may approve travel-related ancillary charges such as early check-in, priority boarding, seat selection, checked or carry-on baggage fees, excess baggage fees, higher-cost economy airfare (Economy Plus, Extra Comfort, etc.), or other necessary air expenses to accomplish the business purpose of the trip. Exceptional approval does not need to be obtained for these types of travel expenses. Ensure that your fund sources allow these charges. |
| Bridge Toll Charges | When ordinary and necessary to accomplish the trip's business purpose |
| Check Cashing/Credit Usage Fee | When ordinary and necessary to accomplish the trip's business purpose |
| Conference Registration Fee | Provide itemized receipt and include conference flyer or agenda |
| Corporate Travel Card cash advance fee | |
| Currency Conversion | When ordinary and necessary to accomplish the trip's business purpose |
| Ferry Fares | When ordinary and necessary to accomplish the trip's business purpose |
| Host Gift | Up to $75 when traveler lodges with a friend or relative without charge while on official business. Receipt required for expenses over $25. |
| Immunization | When ordinary and necessary to accomplish the trip's business purpose |
| Internet | |
| Laundering, Cleaning, or Pressing of Clothing | Only if business trip exceeds six consecutive days |
| Lodging / Hotel | Allowable expenses for lodging, meals and incidental expenses depend on duration and location of travel. A traveler must be at least 40 miles from their headquarter location or home, whichever is closer, to be reimbursed for an overnight stay. Lodging is reimbursed based on actual costs substantiated by receipts. The receipt must be itemized and show that charges were paid in full. Personal amenities such as mini-bar, spa treatments, in-room movies and entertainment are considered personal use and will not be reimbursed. Mandatory fees, such as a resort fee, are reimbursable. For travel over 24 hours and less than 30 days within the contiguous United Stated (CONUS), the nightly room rate cap is $333. This cap excludes taxes and resort fees. For travel of 30 days or more within the contiguous United States (CONUS), travel outside the contiguous United States (OCONUS), or foreign travel, refer to UC Policy G-28, Travel Regulations Appendix B for reimbursement caps. For costs exceeding the nightly cap, the traveler must provide written justification along with additional documentation such as price comparisons within the proximity of the meeting location that supports the higher lodging rate. The price comparison should be performed at the time of booking. It is recommended that travelers use the address of their event or conference and search for two to three hotels within a two- to five-mile radius. The traveler may stay at the conference hotel. Travelers attending a conference where the prearranged conference lodging rate exceeds the $333 per night cap, the traveler or delegate should add a comment to the expense report explaining the stay was at a conference hotel and must provide documentation such as a conference flyer or screenshot showing the conference's hotels. When exceeding the hotel $333 hotel cap, if the above is not properly documented, the traveler will be reimbursed for actual costs up to the $333 policy limit. |
| Meals and Incidental Expenses (M&IE) while on travel | Allowable expenses for lodging, meals and incidental expenses depend on duration and location of travel. For travel over 24 hours and less than 30 days within the contiguous United States (CONUS), the maximum daily reimbursement limit for meals and incidental expenses (M&IE) should not exceed $92/day, the maximum policy limit in G-28. Reimbursement is based on actual costs incurred. NO exceptions for costs exceeding the $92 limit can be approved or paid. For travel of 30 days or more within the contiguous United States (CONUS), travel outside the contiguous United States (OCONUS), or foreign travel, refer to UC Policy G-28, Travel Regulations Appendix B for reimbursement caps. The per diem rate must be reduced for meals furnished to the traveler without charge. Incidentals include tips and gratuity such as given to baggage carriers or train porters. Incidentals do not include purchasing of personal items, such as a toothbrush or soap as these items cannot be reimbursed. |
| Mileage (Personal Automobile) | Reimbursement at the effective IRS rate will be made to employees using private automobiles for business travel for mileage between the traveler's headquarters and the common carrier or destination. The mileage rate for business-related travel is 62.5 cents per mile effective July 1, 2022. The mileage rate for moving and relocation and medical trips is 22 cents per mile effective July 1, 2022. Gasoline, routine repairs, tires, or other automobile expense items are NOT reimbursable since they are included in the mileage reimbursement rate. |
| Mileage (Personal Automobile) | Note: The basic expectation is that you will get to your business destination using the most economical and reasonable method. 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, preference to drive rather than fly, 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/economy with advance booking. Provide documentation showing the cost comparison of flying versus driving. If you are driving for business reasons (i.e., transporting large boxes of research equipment), then provide a written statement explaining the circumstances and provide documentation supporting the travel. |
| Parking - Day Parking | Incurred on business trips away from employee's headquarters |
| Parking - Overnight Parking | Incurred on overnight business trips away from an employee's headquarters or residence |
| Passport Fee | When ordinary and necessary to accomplish the trip's business purpose |
| Public Transportation Fare | |
| Rental Car | A vehicle may be rented when renting would be more advantageous to the University than other means of commercial transportation, such as using a taxi. Expenses for renting a car are reimbursable up to an intermediate size car. Larger vehicles must provide a business justification with exceptional approvals. If a larger 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, provide the business purpose. Example: I rented a full-size car to accommodate seating and luggage for myself and three colleagues, Dr. Jones, Dr. Lee, and Director Smith. A detailed receipt showing car size, payment method and zero balance is required for reimbursement. Note: Limousine or town car expenses are NOT reimbursable. |
| Ride Share (e.g., Uber, Lyft) | Note: Luxury ride share services, such as Uber Black or Lyft Lux are NOT reimbursable. |
| Service Charge on Lost Tickets | Provided such occurrences are infrequent |
| Shuttle Services | Travel to and from the airport, plus reasonable tips is reimbursable. Consider alternatives such as a taxi, ride-share, personal car, or public transportation. Determining the most reasonable method of transportation is up to the traveler and the approver—consider cost, convenience, and travel time. The costs must not be excessive or extravagant. |
| Taxi Fare | Only if public transportation or shuttle service is impractical or unavailable |
| Telephone Calls (Personal) | Travelers may be reimbursed for one reasonably brief, non-emergency personal call home per day while on travel status |
| Train Fare | Book Coach or Economy class. Train fare is reimbursable for actual costs substantiated by itinerary receipt showing payment and class of fare. |
| Travel Extended to Save Costs | Additional expenses associated with travel extended to save costs, e.g., a Saturday night stay for domestic travel, may be reimbursed when the cost of airfare would be less than the cost of airfare had the traveler not extended the trip. Such expenses, including lodging, car rental, and meals and incidentals (M&IE), shall not exceed the amount the University would have paid had the traveler not extended the trip. |
| Travel, less than 24 hours | Transportation (i.e., airfare, rental car, personal car mileage, tolls, and parking) is reimbursable. However, meals are not reimbursed unless there is need for an overnight stay, such as your flight was canceled and you couldn't fly home until the next day. |
| Visa Fee | When ordinary and necessary to accomplish the trip's business purpose |
Potentially Reimburseable Expenses
| Expense | Comments |
| "Bundled" Trip Packages | You can conveniently schedule trips involving airfare, hotel, and rental cars from a single source through Connexxus travel agencies. These travel agencies are experienced in handling UC requests and provide itineraries, receipts, and supporting documentation sufficient for reimbursement. |
| "Bundled" Trip Packages | Do not purchase vacation packages or book "bundled" deals from other internet suppliers. These sites typically do not provide itemized expenses with sufficient detail for reimbursement. Connexxus will help provide compliance with this requirement. Before booking, confirm that each aspect of the package will be separately itemized (e.g., itemized hotel charges, airfare, car rental, etc.). |
| Motorcycle Usage | Allowed and reimbursable by the University Police Department and in foreign locations when an automobile transportation is not an available option and consistent with approved policies for foreign locations. Please see G-28 for details on restrictions for motorcycles. |
| Rental Car Insurance | Rental cars booked through Connexxus offer business travelers the most economical pricing that includes comprehensive insurance coverage for rentals in the United States (through the car rental company). Additional charges for insurance coverage will NOT be reimbursed if a non-contract agency is used, unless no contract car rental company in the area. Additional coverage (such as collision damage waiver) is NOT reimbursable for rental vehicles in the contiguous United States (CONUS). Travelers renting outside the USA may have to purchase additional insurance where coverage is not included in the UC rates. The cost of full collision coverage for rental cars used in Alaska, Hawaii, U.S. possessions (OCONUS) and foreign countries is reimbursable. |
| Travel-Related Dependent Care | See Travel-Related Dependent Care for more details. |
Non-Reimburseable travel-related expenses
A list of non-reimburseable expenses.
| Expense | Notes |
| Frequent Flyer Miles | |
| Gasoline for Personal Automobile | Such expenses are included in the mileage reimbursement rate |
| Gym Memberships | |
| In-hotel room Movies | |
| Lodging for travel, less than 40 miles from traveler's home/headquarters | UC policy is to reimburse only when the location is more than 40 miles from the traveler's home or work headquarters, whichever is closer. This applies even when traveling to attend local conferences. (Ex: Employee works and lives in San Francisco is attending a two-day conference in San Francisco. A hotel room is not allowed and cannot be reimbursed, even if it saves time for commuting). |
| Personal travel combined with a business trip | Personal travel expenses are not reimbursable. |
| Personal travel combined with a business trip | When a personal destination is added to the beginning or end of a trip, the airfare cannot be direct-billed to UCSF; the traveler must purchase the ticket with personal funds and request reimbursement after the trip, if applicable. When booking airfare, document the cost of the business-related airfare only versus the cost of the business-related airfare combined with the extended personal time, and claim reimbursement for the lesser. For international travel, document and claim the costs of the direct route related to the business purpose of the trip. The comparison quote must reflect the dates that coincide with the meeting/conference dates. If the trip is primarily for personal travel (for example, you're on vacation), but you attend to business while on the trip, you can be reimbursed for business expenses; however, you cannot be reimbursed for travel to the location. When traveling internationally, airfare/transportation will only be reimbursed if the trip is considered primarily for business, i.e., the traveler didn't have control over arranging the trip, vacation was not a major consideration, and if traveling more than seven consecutive days less than 25% time was spent on personal activities. Note: Airport parking will be paid only for days when business was conducted. If traveling with family members, document and claim the cost of car rental, lodging, and meals as if you were traveling alone, but see Employee Moving and Relocation for exceptions. |
| Valet Parking | Charges in excess of normal parking fees are not reimbursable, unless traveler obtains an exception |
Maximum meal expenses (meeting, events, & entertainment)
If you entertain guests as a matter of official UCSF business, read the guidelines below for details about the per-person maximum allowable expense for meals.
Note: Effective July 1, 2022, in response to soaring food prices, the University of California Office of the President has increased the meal rates for business travel and entertainment. Business and Finance Bulletin BUS-79, Expenditures for Entertainment, Business Meetings, and Other Occasions, will be revised to include this information.
The maximum amount per person that can be reimbursed for allowable entertainment occasions varies depending on the type of meal served.
| Meal Type | Maximum per person on or after 7/1/2022 |
|---|---|
| Breakfast | $31 |
| Lunch | $54 |
| Dinner | $94 |
| Light Refreshment | $22 |
These amounts include the cost of food and beverages, labor, sales tax, service and delivery charges. The cost of room rental, room set-up fees, edia rental and decorations, etc., are not included in the per-person costs unless these costs cannot be separate by the vendor.
When an entertainment expense exceeds the per-person maximum provided in the chart above, the entertainment is considered exceptional. Exceptional entertainment cannot be charged against state and federal funds. Exceptional entertainment also requires vice chancellor approval.
Note: In some cases, the vice chancellor of your area may have delegated the authority to approve exceptional entertainment to a department chair or other person.