When traveling on business, it is the responsibility of the traveler to understand UCSF travel policies as well as any funding sources or departmental restrictions on paying for travel. To ensure that your travel complies with policy and can be paid or reimbursed, check the policy prior to booking; do not rely solely on the highlights described below.

Travel Policy Guidelines

UC Policy G-28, Travel Regulations applies to all official University travel, including employees and non-employees (e.g., students, guests, independent contractors, etc.) and travel funded by contracts and grants.

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Book a Trip

Before booking a trip, review the Travel Policy Guidelines (above), UC policies, and refer to Reimbursable vs. Non-Reimbursable Travel Expenses (below) to ensure your expenses are allowable and reimbursable by the University.

Connexxus Travel Portal

  • Connexxus is the preferred method for booking travel. Connexxus offers discounted UC-contract prices, as well as a "one-stop shop" for booking airline tickets, lodging, and rental cars. Call a travel agent or make reservations online.
  • All UCSF employees automatically have access to Connexxus. Access Connexxus through MyAccess.
  • Before making travel arrangements, obtain a SpeedType from your department's Finance or Administration Teams to direct-bill UCSF for airfare booked through BCD & UC Travel Center (UCTC). Directly billing UCSF for airfare means that the University will pay for the airfare directly to the travel agency. The traveler does not have to personally pay for airfare in advance and wait to be reimbursed.

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Corporate Travel Card

  • Corporate Travel Card is available to employees who travel on official University business. The card may be used to pay for all expenses related to official University business travel, including lodging and subsistence, or to obtain a cash advance for travel.
  • Card transactions will be uploaded to MyExpense to include on your expense report. For expenses paid with a Corporate Travel Card, submit the expense report in MyExpense so the University can pay the account balance by the due date.
  • The cardholder is personally responsible for paying all charges on the Corporate Travel Card and for keeping the card current.

Cash Advance

As a best practice, expenses should be paid by the traveler with out-of-pocket funds and reimbursed. Cash advances should be limited and requested only when absolutely necessary for travel related expenses. Cash advances have important considerations, implications, and traveler responsibilities.

A travel cash advance must be issued within 30 days of when an expense is to be paid or incurred in order to satisfy IRS regulations. A traveler may only have one outstanding cash advance per trip and must clear any previous advances before another advance is issued. The traveler must return any cash advance immediately upon cancelation of a trip or within 45 calendar days after the completion of the trip – make checks payable to "UC Regents." After the trip, a properly completed and approved travel expense report must be submitted to account for all travel advances and expenses on official University travel, even if no reimbursement is due to the traveler. Note: The University is obligated under the IRS regulations to consider any cash advance as taxable income to the traveler, if the traveler fails to clear a travel advance within 120 calendar days after the completion of the trip.

Travel Reimbursement Claims

The traveler or traveler's delegate should submit the expense report within 45 days after the completion of the trip. When a trip lasts more than 90 days, a quarterly report is required. Employee reimbursement requests submitted more than 60 days after the completion of the trip (or end of the quarter) will be reported as taxable income, read more about late expense reports.

  • Expense reports must include supporting documentation substantiating the business purpose for each day of travel, as well as receipts for certain expenses.

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Related Policies


Last Updated: September 2022