Accounts Payable Update for September

Sent to the AFS-Update mailing list on Sept. 17, 2024

Reimbursement Cap for Travel Meals Increases!

The reimbursement rates for meals eaten on business travel has increased to $92 effective Oct. 1, 2024. The University of California’s Meal and Incidental Expenses (M&IE) cap guideline sets the daily maximum you can be reimbursed for meals and tips (incidentals). This is for all business travel of less than 30 days in the continental United States, which includes the 48 contiguous states and the District of Columbia.

The maximum M&IE rate is based on the highest per diem rate available for all UC locations as published by the U.S. General Services Administration for fiscal year 2025. The UC’s travel policy has been updated accordingly.

For more information, visit the Travel Accounting M&IE guidelines webpage.

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AP Vendor Payments Website Updated

Accounts Payable is happy to announce that we have launched a brand-new design for our homepage! After much hard work and collaboration, our website has also been revamped with new content about vendor payments, including answers to your most commonly asked questions.

Take a moment to explore the new website at accounting.uci.edu/ap/. We'd love to hear your feedback and thoughts on the new design.

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Research Participant Forms due Jan. 13, 2025

Payments made to research participants must comply with UC Irvine policy and federal tax rules. Departments must submit all Acknowledgement of Patient Compensation forms along with a log of anonymous participants who received $600 or more to Accounts Payable no later than Jan. 13, 2024.  Forms should be sent to Tanya Harris at tharris@uci.edu securely and include the anonymous patient’s full name, SSN, and amount.

UC Irvine requires departments to keep on file a completed Acknowledgement of Patient Compensation form to track how much was paid to each participant. If the amount paid was over $600 during a calendar year, the campus is required to report such payments to the IRS and issue the participant a 1099-NEC tax form.

For more information, see the Payments to Research Participants webpage.

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Reminders: Employee Non-Cash Awards and Other Gifts

Below are a few reminders about UC policy as it relates to non-cash awards and other gifts for employees:

Employee Gifts and Gift Cards

• Holiday Gifts are not allowable to employees, per UC Policy G-41.
• Recognition gifts to employees, to recognize their noteworthy work-related accomplishments, are allowable. UC Policy G-41 applies. 
• UC Policy G-41 limits the dollar amount and frequency of gifts to employees: 
  • no more than 3 recognition gifts to an employee in a calendar year,
  • maximum of $75 for all combined recognition gifts to an employee in the calendar year.

Holiday Gatherings

• Holiday gatherings are considered Employee Morale Building events per UC Policy BUS-79 and therefore require Additional Approval (see UCI IDA 632) in the Entertainment Reimbursement eDoc Route Log.
• Holiday gatherings may not be charged to state funds, per UC Policy BUS-79.

If you have any questions, refer to the policies linked above or contact us at travel-accounting@uci.edu.

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Book Travel for Others Using a CTS Ghost Card Account

Did you know that you can book travel for others with a CTS Ghost Card Account? A CTS Ghost Card Account allows airfare, hotel room and tax, and associated agency fees to be purchased in advance of a university business related trip. The program allows a credit account number to be used as a form of payment for the limited purchases. the CTS card may be used to book for other travelers for:

• Airfare - only for economy/coach class
• Hotel - room and tax only - no incidental charges
• Associated agency fees

IMPORTANT NOTE: A CTS card cannot be used for relocation/moving expenses for new employees. Recruitment expenses are limited to the candidate only. No spousal or children’s airfares are allowable.

Visit our website for more information on the CTS Ghost Card program.

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Foreign Per Diems – Lodging Rates

The posted Foreign Per Diem Lodging rates are the maximum allowable per night rate – taxes/fees are included, have not been removed, and cannot be claimed separately.

For more information, please visit the U.S. Department of State, Office of Allowances website:

• U.S. Department of State, Office of Allowances Website  
• Frequently Asked Questions, Per Diems

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Payment Of Travel Expenses on Behalf of Others

Per the UC Policy G-28 Travel Regulations: University travelers normally shall not be reimbursed for expenses paid on behalf of other persons; however, limited exceptions are permitted such as in the case of co-travelers who are sharing a room. Exceptions to this rule, such as supervised group trips, must be approved in advance. See page 11 of the policy.

• The corporate credit card prohibits booking or purchasing travel for other faculty/staff members.
• The CTS ghost card may be used to book for other travelers for: airfare, hotel room and tax, and associated agency fees. 

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Trip Insurance/Trip Protection

Trip insurance or trip protection optional fees are not reimbursable. The university provides travel insurance to all University travelers at no additional charge. See page 11 of the UC Policy G-28 Travel Regulations for additional information. You may also visit the Travel & Insurance website or contact Risk Services.

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TEM/DV Scanned Images: Backup Documents & Receipts

All receipts and documents should be in the TEM/DV scanned images for all audits. Refrain from uploading documents in the Notes and Attachments tab because sensitive information cannot be redacted once it has been uploaded or entered in the Notes & Attachments tab. Instead, you should upload all documents in the Image Scanning tab.

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International Travel – Foreign Currency Conversions

When reimbursing expenses for foreign travel, please have a traveler provide a copy of their credit card statement showing the business expenses. The credit card company bank will convert the foreign currency to U.S. dollars – this is the most accurate conversion.

For cash transactions, use the online OANDA currency conversion tool – provide copies of the conversions as backup documentation.

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Business Travel Lodging Rate is Per-Night

For lodging travel within the continental U.S. and under 30 days, the maximum per-night room rate is $333.00 before taxes and fees. This is not a per-person rate. The $333 lodging nightly rate also applies to Airbnb and shared/group lodging bookings.

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Domestic Travel – CONUS (Continental U.S.) Travel

What should you do if a traveler’s lodging is NOT the conference venue or one of the prearranged conference lodgings from the website and the rate exceeds the $333 per night cap before taxes? For travel less than 30 days in the 48 contiguous states, the traveler must submit additional documentation such as snapshots of host hotel rooms booked or hotel comparisons justifying the higher rate (mock future comparisons are sufficient). The traveler can be reimbursed by adding the Lodging Explanation in the Notes and Attachments tab and including the Exceptional Approver, normally from the Deans or Equivalent or Above in Title, in the route log PRIOR to Travel Accounting Review as an Exception to Policy.

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Airfare Paid by "Miscellaneous Document, eCredit, or Flight Credit"

If the Airfare Receipt shows that a Miscellaneous Document, eCredit, or Flight Credit paid or partially paid the airfare expense, this is typically from a cancelled flight. To demonstrate the total amount of airfare expense incurred by the traveler, please ask the traveler to provide documentation of this airfare document (the canceled flight). It should also include the name of the bank card used and last 4 digits for proof of payment.

Upload the documentation to scanned images. Add the traveler’s explanation in the Notes & Attachments tab or upload the traveler’s email response in scanned images. If you are unable to obtain the cancelled flight airfare document, a bank statement reflecting the total airfare expense incurred by the traveler is sufficient as proof of payment.

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Exciting Opportunity for Marriott Bonvoy Members

Marriott is reintroducing the Bonvoy Silver Elite status for UC travelers! Benefits of Silver Elite include 10% bonus points on stays, priority late checkout (when available), complimentary wi-fi, and so much more. Enrollment in Bonvoy is required. If you have a Bonvoy account, then all you need to do is register your account with your UC email address.

• Employees must enroll or register through this UC-specific link to get this exclusive offer.

Current Bonvoy members with Basic status can upgrade to Silver Elite status by registering through the UC link. Just use your UC email address to register—no need to update the email address in your existing Bonvoy profile.