All funding must be secured before arrangements can be made.
Allow at least five weeks to make arrangements.
Submit travel purchase request in CatLife, also fill out this form flight_request_form.pdf for each person flying.
- *All travelers will sign documentation that cancelations are to be reimbursed by the traveler
NOTE: Flights purchased with personal funds can be submitted for reimbursement; however, we CAN NOT reimburse for travel package deals. All segments (hotel, vehicle, rental car) must have tax breakdown to be reimbursed.
Students must be 21 or older and be pre-approved to rent vehicles through campus. The pre-approval process is completed by the TAPS office. Fill out this form DMV_pull_notice_form1.pdf and take to the TAPS office, along with your drivers license. The process can take up to two weeks for TAPS to pull your DMV records, so plan ahead.
Rental car vendors in town (Enterprise) can also be utilized using a purchase order for group travel. Fill out this form enterprise_vehicle_rental_form1.pdf and attached to the CatLife purchase request.
POV (privately owned vehicle)
Traveler will be reimbursed for mileage, not gas. Current rate is $.54/mile. Please print out mileage calculator backup, such as Google maps, to verifying miles driven.
Sometimes a purchase order can be used for a hotel. If a purchase order cannot be used, hotel accommodations as well as meals are out-of-pocket expenses and must be reimbursed after travel. Submit a travel reimbursement request through CatLife and attach all justification for the trip. For example, if you traveled to a conference we must have an agenda from the conference. You must then bring in the hotel bill with $0.00 balance showing you paid the hotel.
Hotels Accommodations for Student Groups
Make a reservation with the hotel of your choice and hold it with your personal credit card for incidentals only.
Ask the hotel for a credit card authorization form for UC to pay for room and taxes ONLY.
Ask for electronic copy of reservation.
Fill out Group Lodging Form group_lodging_form.pdf
Attach Group Lodging form, credit card authorization form and reservation confirmation items to CatLife hotel purchase request submission.
Meals are only reimbursed if travel includes an overnight stay. Submit original itemized receipts. Alcohol is not considered a part of meal and cannot be reimbursed.
*UC Policy states you cannot be reimbursed for others' travel expenses, with exceptions made for group of three or more then only the leader can be reimbursed.