All travel reimbursements at UCI are processed through the Kuali Financial System using the Travel Reimbursement (TR) e-document. Because each department and unit has its own procedures for processing travel reimbursements, travelers should first inquire in their unit about how best to proceed.
Reimbursements will not normally be allowed for purchases made by gift card, reward points, prepaid vendor-specific cards (copy card, phone cards, etc.), gift certificates, etc. If proof of payment of the non-cash method can be provided, such as the receipt for a gift card purchase that can be included in the request to supplement the other receipts. Acceptable form of payment for business travel and business expenses; credit card statement, and cancelled bank check (front and back copy).
Some important things for travelers to keep in mind:
You Must Create a TEM Profile in KFS to be Reimbursed
All travel and entertainment reimbursements are processed through UCI’s Kuali Financial System, and if you want to be reimbursed, you will need to create a Travel and Event Management (TEM) profile. It’s not difficult and only takes a few minutes. Click here for instructions on how to create a TEM profile.
You Must Follow University of California Travel and Entertainment Policies
You will Need Receipts for Reimbursement
- Airline - Receipt or itinerary showing ticket number and proof of payment
- Lodging - Itemized receipt showing daily expenses
- Rental Car - Receipt is given when the car is returned (mileage in/out)
- Anything over $75 - You will need a receipt for any expense over $75
- Mileage - Mapquest or Google map for mileage reimbursement
For the full list of receipt, requirements see the Required Receipts and Supporting Documents Guide
You will be Required to Log Into KFS and Certify Your Travel
While your travel reimbursement will probably be processed by a trained travel arranger, you will still need to personally certify your travel online in the Kuali Financial System. You should get an email from the system when the reimbursement is routed to you for certification (unless you have turned off email notification in which case, you will just need to check your KFS action list).