New UCI Policy Makes it Easier to Reimburse Ancillary Airline Charges

airport terminal concourse

Sent to the AFS-Update Mailing List on Jan. 31, 2019

UCI recently updated its local travel policy to make it easier for travelers to get reimbursed for ancillary airline charges. Effective for all trips occurring on or after Jan. 7, 2019, exceptional approval is not required for reimbursement of the ancillary charges listed below:

  • Checked and carry-on bag fees
  • Early check-in (i.e. Southwest Airlines Early Bird Check-in)
  • Economy-class seat selection fees

The charges must be allowed by the funding source, and their business purpose must be explained. Campus units may have stricter requirements than those listed in UCI and UC policy, so please check with your financial manager before changing the way you process travel reimbursements.

Updated Local Travel Policy

In addition to the change discussed above, the campus has completely rewritten UCI Sec. 715-01: Travel Policy. The new local policy now includes more detailed information about the rules and regulations governing the reimbursement of business travel, including UC policies and federal laws.

If you have any questions about this new policy, you can contact the Travel and Disbursements Team in UCI Accounts Payable at travel-accounting@uci.edu.

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