Ground Transportation, Rideshare, and Rail
When on UCI official business, transportation to and from the airport is reimbursable. This includes cars, rideshares, shuttles (including airport limousine service, if appropriate), and other transportation-service charges necessary to accomplish the official business purpose of the trip.
When traveling between a home location and the airport, travelers should be good stewards of university resources and be mindful of the costs associated with their selected transportation method. There is no limit on ground transportation when it is for bona fide UC business.
Local Ground Transportation
Travelers may receive reimbursement for Uber, Lyft, shuttle, taxi, bus, or train transportation while conducting business for the University of California.
Uber
Uber is recognized as a preferred supplier by the UC. For single-share riders, Uber’s economy, affordable ride option—UberX—is reimbursable. Upgraded Uber rides, including Uber Comfort, Uber Select, Uber Black, and Uber SUV, require a business explanation and departmental exceptional approval. If a traveler pays for and rides with others in an UberXL or upgrades to a larger Uber vehicle for business purposes, the traveler must provide an explanation; exceptional approval is not necessary. Uber membership fees are not reimbursable.
Lyft
Lyft fares labeled Comfort or Extra Comfort are not reimbursable and require exceptional approval.
Rail and Bus Transportation
Rail or bus transportation may be used when required by the destination or by business necessity. If a traveler's destination is served by a regularly scheduled airline, the use of rail transportation shall be reimbursed. Booking Amtrak Business Class ensures that the traveler secures a seat and qualifies as a reimbursable expense. If accommodations are included in the rail fare — for example, Pullman roomette accommodations — lodging expenses shall not be reimbursed for each night that such accommodations are used.
Travel Expenses for Other Travelers
Travel expenses paid on behalf of other travelers are typically not reimbursable. When it is necessary to book travel on behalf of others, include an explanation on the Travel Reimbursement eDoc. Exceptional approval will be required in the KFS Travel Reimbursement Route Log.