Sent to the AFS-Update mailing list on March 22, 2022
UC BUS-79 Policy: Increase in Meal Rates
The rates for meals for business and entertainment typically change annually. Business office should be aware that the maximum per person amounts for the reimbursement of business and entertainment meals expenses was revised in November. The current rates are as follows:
|
Meal |
Rate |
|
Breakfast |
$28.00 |
|
Lunch |
$49.00 |
|
Dinner |
$85.00 |
|
Light Refreshments |
$20.00 |
These amounts include the cost of food and beverages, labor, sales tax, service, and delivery charges. The cost of the room rental, room set-up fees, media rental and decorations, etc., are not included in the per person costs unless these costs cannot be separated by the vendor. For additional information, visit the Meal Expense Maximums for Meetings and Entertainment page.
Disbursement Voucher Payment Reason Codes
Not sure which payment reason code you should be using on a Disbursement Voucher (DV)? Check out the DV Payment Reason Codes page for descriptions and more information. Please also keep in mind the following tips when creating DVs related to students:
- For UCI student reimbursements with receipts for out-of-pocket expenses, please use their student ID number in the DV. Student ID’s can only be used on reason codes B, L, I, P and Z.
- All cash/award payments to UCI students must be processed through Financial Aid. Please check with Financial Aid before processing any award payments to UCI students on a DV, as any UCI student award payment processed on a DV will require the UCI student to be on-boarded. If approved by Financial Aid to pay on a DV, include the email approval from Financial Aid as required backup documentation in the DV, scanned images.
Car Rentals: Business Travel, Book in ConnexUC Travel Portal
UC has negotiated discounted rates with Hertz, Enterprise, National, Dollar and Thrifty. All rates include car rental insurance at no additional cost. The UC rates available from these car rental agencies are the same whether booking through the ConnexUC (formerly Connexxus) agencies, BCD Travel, UC Travel Center or SWABIZ. University of California Policy G-28: Travel Regulations allows travelers to book up to an intermediate or mid-size car. Also keep in mind the following:
- For the continental 48 states, insurance is included in the rate. Be sure to decline insurance.
- When traveling to Hawaii, Alaska or internationally, be sure to include the insurance.
- Travelers may receive free vehicle upgrades when available and can earn car rental points.
- Be sure to submit an itemized receipt showing proof of payment for reimbursement.
Only active employees have access to ConnexUC. Contingent workers should ask a department employee to help book travel for them. Department arrangers, please book the car rental for your visitors, recruitments, and new hire employees in ConnexUC for university savings, and the insurances are included! See our website for additional information about car rentals.
CTS Card Usage for UC Business
CTS cardholders may book and purchase air (coach/economy class), lodging (room and tax only), and associated agency fees for UCI guests, students and employees who do not have a UC corporate credit card. Reminder, the CTS card number may not be used to pay for spouse, children, or family member airfare or for house hunting or move/relocation airfares. See our website for more information about CTS accounts.
Corporate Card and CTS Card Reconcile Expenses
It is very important to reconcile travel and entertainment expenses on a timely basis for expenses on your corporate credit card and on your CTS card. An excellent resource for departments to track corporate credit card and CTS card expenses is the Travel & Event Arranger Dashboard.
See the TEM Arranger Dashboard guide for information about accessing and using this tool.
Training for Travel Arrangers
The Travel Accounting team offers two courses for travel arrangers. The TEM Travel Policy Training Guide and Corporate Travel Card Overview training sessions are available online via the UC Learning Center (UCLC). These training sessions review travel policies and best practices and information on the UCI Corporate travel card program. To complete these courses online, click the course titles above to access them in UCLC. You can also find them in UCLC by searching for “travel policy" or "corporate card."
Policy questions? Contact Travel Accounting at travel-accounting@uci.edu.
For travel, entertainment, move and relocation information, visit the Travel Website or see these other recent useful remainders from the Travel Accounting team.