The holiday season is here, and while it brings joy and celebration, it also comes with unique travel challenges. Whether you're navigating crowded airports or unpredictable weather, a little preparation can go a long way. Below are some practical tips to help make your winter travel experience smoother, more efficient, and a bit less stressful.Fly early and nonstop when possible: The first flight of the day is less prone to delays, which tend to compound as the day progresses. Nonstop flights also help minimize disruptions and may reduce CO2 emissions.Stick with one airline: Booking with a single airline avoids complications with connecting flights if delays or cancellations occur. Know your rights in case of disruptions.Use airline apps and check in online: Download the airline's app to stay updated and check in before arriving at the airport. For international trips, ensure your passport details are added to your booking to streamline the process.Verify TSA Pre-Check or Global Entry status: Confirm your Known Traveler Number is in your airline profile to display the TSA Pre-Check symbol on your boarding pass. If it’s missing, request the airline representative to update your reservation at check-in.Arrive early: Plan for at least 2 hours before domestic flights and 3 hours for international. Winter travel crowds often include less experienced travelers, which can slow down processes. Give yourself extra time to avoid missing your flight.Pack light with carry-ons: If possible, skip checking bags to save time and avoid potential lost luggage. For checked bags, take a photo to assist with claims if needed.Board promptly: Pay attention to your boarding zone and get on the plane early to secure overhead bin space, which fills up fast.Stay charged and travel light: Fully charge your devices and bring a portable charger, as outlets at crowded airports are scarce. Leave unnecessary electronics at home.Keep copies of important documents: Scan or photograph your passport, driver’s license, and credit cards for easier replacement in case of loss.Bonus Tip #1: Have emergency contacts handy. Memorize or write down one or two key phone numbers for emergencies.Bonus Tip #2: Avoid wrapped items. Airport security requires all belongings to be accessible, so save time by packing unwrapped gifts.By planning ahead and staying flexible, you’ll set yourself up for a more enjoyable travel experience this winter season. There are many options available to UC travelers in the Connexxus portal.Happy holidays and safe travels!
Rosie Blair, Senior Account Executive for Higher Education at Amazon, recently visited the UCSF Supply Chain Management (SCM) Logistics facility at Oyster Point on Tuesday, October 29. Blair was welcomed and given a tour of the warehouse by a couple members of the Logistics leadership team Mel Maxwell and Charles Sabia. The group was joined by SCMers Justin Sullivan, Lian Sussmann, Leslie Siegmund, David Grubbe, Andrew Alcazar, Rene Tanjuakio, and Lucky Corral.The visit focused on enhancing the Amazon Business experience for UCSF. One key topic was the use of Dedicated Delivery by SCM Logistics, a service that provides more efficient and reliable deliveries for applicable orders. The service is expected to reduce delivery-related issues and minimize truck traffic on and around campus locations.Since program implementation on September 3, approximately 925 Amazon Business packages per month have been delivered to Oyster Point by Amazon’s clean-fuel compressed natural gas vehicle. From there, SCM Logistics has provided reliable, same-day, last mile delivery to UCSF customers, campus wide. The addition of Amazon Business packages has meant a 13 percent increase in SCM Logistics package delivery volume—with zero added vehicle trips.SCM encourages all shoppers to select the "FREE Dedicated Delivery" option when checking out of the Amazon Business portal for safe and secure delivery of packages.
Are you (and all the travelers who delegate their expense reporting to you) using the ExpenseIt feature in the Concur mobile application? The ExpenseIt feature is paired with MyExpense and is a part of the Concur mobile app. With ExpenseIt, travelers no longer have to wait until they get back to their computers to start their expense report—they can simply take photos of receipts as they spend, and ExpenseIt takes care of the rest. Only a fraction of UCSF travelers utilize the free Concur mobile app, and only about 40 percent of app users take advantage of the ExpenseIt functionality. If you submit expenses for reimbursement, take a moment to simplify your tasks by using this digital solution.If you compile reports on behalf of others, make sure your travelers know about the app and the photo capture option. Check out the ExpenseIt brochure and share with your travelers. Download the Concur Mobile app in the Apple Store or Google Play and learn more about ExpenseIt.
Supply Chain Management (SCM) teams recognized for their exceptional efforts with the 2024 University of California Best-in-Class awards.
UCSF Supply Chain Management awarded the University Logistics and Supply Chain Association 2024 Sustainability Award.
The University of California Office of the President (UCOP) has recently increased the maximum daily travel-related meals & incidental rate for business travel of less than 30 days within the continental United States (48 contiguous states and the District of Columbia) from $79 to $92 per day. This new rate is effective for travel that occurred on and after October 1, 2024, but only applies to expense reports that are created and submitted in MyExpense on or after October 30, 2024. For more information on business travel, visit SCM’s Travel webpage.
In order to comply with IRS regulations, beginning on July 1, 2018, employee expense reports submitted to an Approver more than 60 days after the trip or last purchase date will be reported as taxable income for the employee being reimbursed and subject to applicable payroll taxes. UC Travel Regulations Policy G-28 and Expenditures for Business Meetings, Entertainment, and Other Occasions BUS 79 require employees to submit expense reports within 45 days of the completion of a trip or event. Submitting your expense reports within the required 45 days will ensure your reimbursement will not be taxed. Timely reporting and submission of expense reports is the responsibility of the employee being reimbursed regardless of whether the employee self-submits or has designated a delegate for expense reporting. Impact for EmployeesIndividuals will continue to be reimbursed.Individuals should submit expense reports within the 45-day UC policy limit to allow sufficient time for review and approval, and to avoid tax consequences.Beginning on July 1, 2018, expense reports submitted to the Approver more than 60 days after the completion of the trip or last purchase date will be reported as taxable income to the employee on their paycheck, and federal and state income taxes and other mandatory taxes will be deducted.For monthly recurring expenses submitted quarterly, expense reports submitted to the Approver more than 60 days after the last day of the quarter will be reported as taxable income to the employee.Impact for ApproversApprovers should continue to approve expense reports in a timely manner.Approvers should confirm that the date entered in the MyExpense “End of Trip/Last Purchase Date” field is accurate and matches submitted documentation. Background & Transition ProcessIn the October 2015, the Controller’s Office Newsletter highlighted the policy change that shortened expense report due dates from 60 to 45 days and the potential of reporting payment for late expense reports as taxable income. Since then, the Controller's Office and Supply Chain Management have been monitoring submission of expense reports and have been working with individuals and departments who submit late reports. Despite our efforts, we continue to receive late expense reports. On April 1, 2018, a new field, “End of Trip/Last Purchase Date,” was added in MyExpense to support accurate identification of late expense reports.In order to ease transition from the current process to the new process, the Controller’s Office implemented these tax reporting changes on July 1, 2018. Expense reports submitted prior to July 1, 2018, that are more than 60 days after completion of the trip or last purchase date will not be reported as taxable income.To increase awareness of the changes, from April 1, 2016 through June 30, 2018, Accounts Payable notified employees who submit a late expense report and their final approvers of the upcoming taxability to late expense reports. At this time students, affiliates, guest travelers, and other non-employee expense reports are not subject to these IRS guidelines.Please distribute this information to your employees who are reimbursed for expenses and their Preparers and Approvers. Contact the Supply Chain Management Response Team if you have any questions about this change.
Supply Chain Management (SCM) prepares for potential service disruptions.
Due to payroll tax reporting deadlines and the number of pay periods remaining in 2024, all employee relocation and childcare expense reimbursement claims must be submitted and received by November 1 for processing and payment by the end of 2024. Relocation expense reimbursements must be emailed to [email protected] by November 1. Childcare expense reimbursement claims must be submitted and received by SCM in MyExpense by November 1. The expense claims must be complete, accurate, policy compliant, and have the appropriate approvals to be paid in 2024. Relocation and childcare expense reimbursement claims that are incomplete or received after the deadline will be reimbursed in or after January 2025.
Reimbursement reminder for business travelers.
