Accounts Payable & Travel Accounting Update for February

Sent to the AFS-Update mailing list on Feb. 26, 2024

Mileage Rate for Moves or Relocations Updated

The University of California recently announced that the reimbursement rate for driving an automobile in connection with a move or relocation has changed to 21 cents per mile, effective Jan. 1, 2024.

As announced last month, the reimbursement rate for the use of a private automobile for university business travel is 67 cents per mile. That rate is also effective Jan. 1, 2024.

To see current rates and get more information, visit the Mileage Rates page on the Travel Accounting website.

Entertainment Reimbursement – Reminders

Here are some reminders to keep in mind when preparing Entertainment Reimbursement (ENT) documents in KFS:

TEM Host Certification Form

The TEM Host Certification form is a required document for some types of entertainment reimbursements and an electronic signature is acceptable – see policy excerpt below. The Host Certification form is required for: Recruitment, Employee Morale Building and Entertainment. The Host Certification form is not required for business meetings, programmatic activities, or on-the-job meals.

Other ENT Documentation Requirements to Remember

• For business meetings, please include a brief business agenda in scanned images.
• Additional approval is required in the Entertainment Reimbursement document Route Log for Employee Morale Building Activities and Entertainment & Prospective Donors, specific circumstances require the additional approval.

ARAMARK Anteater Meal Plans

ARAMARK Anteater Meal Plans like the $300 FlexDine and the $450 FlexDine Plus Bonus are not in compliance with the UC BUS-79 policy. The flex plan is intended for students with an ID number to use individually. 

A UC BUS-79 meeting meal should be a catered or restaurant-provided breakfast, lunch, or dinner at which employees, students, or other individuals are present for the purpose of conducting substantial and bona fide University business. An attendee name list (first and last name) is required documentation and the per person cost of the meal.

The definition of a meal can be found on page three of UC BUS-79 policy and is shown below:

Meal

A Meal is a catered or restaurant-provided breakfast, lunch, or dinner at which employees, students, or other individuals are present for the purpose of conducting substantial and bona fide University business. Groceries and beverages purchased for an event may also be charged as meal(s).

Important Note: Delivery of meals for virtual meeting attendees are not allowed. The host and attendees must all be physically present at the event.

Disbursement Voucher Reimbursement Reminders

Below are some tips for preparing Disbursement Vouchers (DVs) in KFS:

One Accounting Line Per Receipt or Invoice

When processing Disbursement Vouchers, please record each receipt/invoice as a separate accounting line to prevent accidental double payments. Combining multiple (monthly or different types of memberships) receipts into one Accounting Line is not allowed. If there is an invoice number, please also include the number in the accounting line under the Invoice Number tab section.

DV Reason Code I: Memberships, Subscriptions, Renewals, and Dues

For Software Subscriptions – Per Procurement Services, two reviews are required and must be uploaded to scanned images PRIOR to submitting the Disbursement Voucher:

1. Supplier Security Review Questionnaire (SSRQ)
2. Email approval from OIT Security. Please email a completed SSRQ to OIT Help Desk at oit@uci.edu, requesting approval of the software questionnaire, then upload their approval response to scanned images.

If you have any questions, please contact Procurement Services at procurement@uci.edu.

Go Paperless with My Receipts

My Receipts is a feature of the With U • For U mobile app designed to make it quick and easy to collect, store, and share receipts (and other supporting documents) for reimbursement of business travel and events. Instead of holding on to paper receipts and remembering to give them to your arranger for reimbursement, use this tool to take photos of your receipts and store them in one place—an electronic filing cabinet in the cloud. Share your receipts by simply sending a notification email to your arranger – just be sure to take clear and readable photos.

To learn more, visit the DFA website: https://dfa.uci.edu/mobile-app/my-receipts.php

Have more questions? Contact WithUForU@uci.edu or 949-824-6956