California State Law AB 1887 - Travel to Restricted States prohibits state-funded travel to specifically listed states only when using California state funds. This generally does not apply when not using state funds.

Under the Fly America Act, only U.S. air carriers shall be used for all travel reimbursed from federal grants and contracts, including NIH Grants. However, there are exceptions, including Open Skies Agreements, which allow federally funded transportation services for travel and cargo movements on foreign air carriers under certain circumstances.

Insurance of Travelers: All University travelers, including employees, medical residents, students, and fellows, are covered 24 hours a day, worldwide, against accidental death or dismemberment while on official University business trips. The coverage is provided at no cost to UC authorized travelers.

All travel booked using BCD Travel or UC Travel Center on Connexxus is automatically registered in UC’s Business Travel Insurance. Read more at Connexxus > About > Safety/Insurance.

For full details on insurance, visit UCSF Risk Management and Insurance Services.

• UC discounts on airfare, hotel, rental car
• Airfare scheduling and pricing options equal to or better than most anything you might find on other travel booking sites
• Flexibility to book online or by phone with a travel agent— BCD Travel or UC Travel Center
  • Travel agencies are experienced in UC requests and provide documentation sufficient for reimbursement.¹
  • Direct-bill UCSF for airfare using a SpeedType from your Finance Manager to take full advantage of UC discounts.¹
  • Free preferred seating, upgrades to Business or First-Class seats, priority boarding and priority standby (subject to availability)
  • Canceled airline tickets purchased with a SpeedType result in a credit that can be used for a future flight, even if the ticket was non-refundable
  • Travel booked through BCD Travel or UC Travel Center (not SWABIZ) is automatically covered by UC’s Business Travel Insurance at no cost to employees or students, plus rental car prices include insurance coverage, read more at Connexxus > About > Safety/Insurance.
• Other booking options in Connexxus include SWABIZ for Southwest.
• Enroll in the Starwood Preferred Guest Program to qualify for the 20 percent discount for Starwood Hotels. You'll receive an email with your SPG membership number – add this number to your Connexxus profile.
• Associate your existing car rental loyalty profile with the University of California using the rental car agency links in Connexxus to benefit from any potential loyalty benefits, such as waived annual fees or car upgrades
• Use the “Guest” template in Connexxus to make travel arrangements for guests (non-UC employees) and third-party affiliates. You will be prompted to enter the traveler’s name as it appears on their official government photo ID (e.g., driver’s license, passport). You should obtain the traveler’s cell phone number for airline and/or travel agency updates.¹ 
• 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.).

For reimbursement claims, it is the department’s responsibility to report the guest’s actual travel expenses within 45 days of the end of the trip.

1. Who has access to Connexxus? All UCSF employees can access Connexxus through their UCSF MyAccess account.
2. Can a UCSF affiliate obtain access to Connexxus? Yes. If the affiliate has a business need to access Connexxus such as to book travel for UCSF employees as a Travel Arranger, a UCSF department can authorize the non-employee to obtain access to Connexxus. To obtain access to Connexxus, the department’s Business Officer or Financial Administrator should email Supply Chain Management with the person’s information, UCSF ID number, and provide the business reason on why this person needs access to Connexxus.
3. How do I contact a travel agency? Complete contact information is available at Connexxus > Contact. Be aware that reservations made via telephone are subject to higher transaction fees.
4. Where can I find additional FAQs within Connexxus? Go to Connexxus > Help > FAQ. Please refer to the FAQs within Connexxus for additional guidance when making travel arrangements.
5. Can I book travel for a guest? Yes, travel arrangements can be made for guests (non-UC employees) and third-party affiliates in Connexxus. For instructions and FAQs about booking travel on behalf of a guest, go to Connexxus > Help > FAQ > Booking. When booking travel, you will be prompted to enter the traveler’s name as it appears on their official government photo ID (e.g., driver’s license, passport). You should obtain the traveler’s cell phone number for airline and/or travel agency updates. For reimbursement claims, it is the department’s responsibility to report the guest’s actual travel expenses within 45 days of the end of the trip.
6. Are the Connexxus rates competitive with other travel sites or booking directly with the airline, for example? Yes. Connexxus travel agencies use the same global distribution systems that commercial travel companies such as United, Delta, or Expedia use for scheduling and pricing options. All accredited airlines, schedules, and prices are offered through the Connexxus travel agencies. Airfare prices booked through Connexxus should be equal to or less expensive than those you will find elsewhere.​​​​
7. Does Connexxus offer Southwest “Wanna Get Away” fares? Yes, both the UC Travel Center and BCD Travel have access to Southwest “Wanna Get Away” fares, as well as exclusive UC-negotiated discounts with Southwest. Either agency can assist you with a Southwest reservation and accept a direct bill SpeedType as payment.

UCSF Employees who have been issued a Corporate Travel Card are required to use the card for cash advances for expenses incurred in connection with official University business travel. Reasonable fees charged for obtaining a cash advance using the corporate travel card are eligible for reimbursement.

UCSF Employees who do not have a Corporate Travel Card (or are unable to obtain a cash advance using the Corporate Travel Card) may request a cash advance through MyExpense.

Non-UCSF employee who is traveling on official University business may request a travel advance by submitting the Travel Advance Request Form and Request for Travel Advances for Non-UCSF Employees Form to SCM Accounts Payable. Travel advances are approved at the discretion of the Supply Chain Management Executive Director of Financial Operations and Systems or Financial Operations Manager.

Instructions for completing the Travel Advance form:

1. Voucher Number – AJJJxxxx (a unique 8 character dept. assigned number – "A" followed by preparer's three-character Journal ID assigned by General Accounting and four digit departmental reference number).
2. Travel Advances for non-employee, enter vendor # 10 digits: 003xxxxxxx) in vendor number box, provide traveler's name if different from the payee.
3. Request date
4. Payee Name and complete address (address is required)
5. Amount
6. Destination and purpose of trip
7. Start and end date of trip
8. Chartstring – use Account 11620
9. Preparer's name and phone number
10. Appropriate signature authorization
11. Attach required supporting document to Travel Advance

The IRS requires sufficient records to document that the expenses for which the University is paying are related to a legitimate activity from which the University will benefit. On your expense report, a good business purpose for the trip will answer who, what, where, when, and why. Just saying "research," "attended conference," or "donor meeting" is usually not sufficient. Each expense report must have documentation attached that fully describes the business purpose of each day of travel, including:

• Meetings - documentation must specify meeting dates, times, locations, general meeting topics, attendees, and organizational affiliations
• Conferences - conference brochure, agenda or event announcement for conferences and professional events
• Confidential meetings (ex: research subject travel) - provide as much information as possible to justify the business purpose
• Complex travel itineraries such as a research project that involved extended travel with multiple destinations - include documentation such as a brief narrative, explaining why the traveler needed to go to each location.

The traveler is required to attach receipts for certain types of expenses, per UC Policy G-28. A valid receipt will show the specifics of the purchase—what was purchased, when, where, the amount, and proof of payment. It will also show all sales tax and fees incurred. Generally, the person making the purchase possesses the receipt, which substantiates who should be reimbursed; however, receipts for airfare, hotel, and rental cars require additional detail (see below).

The following receipts must be attached to your expense report:

• All airline expenses – airline itinerary showing last four digits of credit card payment and class of fare
• All actual lodging expenses – hotel folio with method of payment and zero balance
• All rental car expenses – itemized receipt showing car size, method of payment and zero balance
• All registration fees
• Receipts for gifts provided to a host costing $25 or more
• All other expenses of $75 or more

Note: A credit card statement is NOT an acceptable receipt. Airlines, hotels, and rental car agencies can typically provide a duplicate receipt, if you lost or misplaced the receipt. If you cannot obtain a duplicate receipt or an itemized original receipt is not available, please attach the Declaration of Missing Receipt Form to your expense report.

Follow the guidance below to select the best method for submitting the expense report:

• Employee or guest travel expenses are generally submitted as an expense report in MyExpense.
• For wire payment to a foreign individual, submit a Travel Expense Voucher (TEV).
• For employee moving and relocation expenses (including travel), submit a Travel Expense Voucher (TEV).
• For reimbursement of travel expenses to a campus supplier, including a temporary employee or contractor hired through an agency, the supplier should include the expenses on their invoices, and the invoice will be paid using the supplier’s BearBuy Purchase Order (PO).