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Travel Reimbursements for Visitors
Christopher Brooks, 17 Dec 2012
Last updated: 18 Sep 2017

In general, travel is reimbursed by the home institution of any visitors. However, the TerraSwarm PI (Edward Lee) may, on occasion, authorize reimbursement of travel expenses.

All travel reimbursements must conform to the UC travel policy. In particular, no business class travel is covered and no alcohol is covered.

The ERSO Travel Quick Guide includes these guidelines for travel reimbursement:

  • Make sure your airfare claim/itinerary for reimbursement shows itinerary and that it has been paid.
  • Receipts are required for all domestic lodging and rental car expenses regardless of the cost.
  • Receipts are required for individual expense of $75.00 or more
  • Definition of receipt(s): it should show ownership of payment and demonstration of cost.
  • Receipts are only required for: Airfare, Lodging, Car rentals or any other expense over $75.
  • No proof of mileage is required for personal car use (ie. no mapquest print out is required to support the number of miles claimed)
  • To satisfy IRS rules, on the expense report you must specifically state the business purpose, dates and place, however no evidence of business purpose is required (no agenda or presentation invitation needed).
  • The maximum for meals and incidentals is $74 per day. Incidentals include tips and fees (baggage handling, etc). Other miscellaneous business expenses such as internet service, meeting supplies, etc. are reimbursable but not calculated against the $74.
  • Receipts for meals are no longer required but you may wish to keep a log so you know how much to claim. The per day reimbursement is not to be treated as a per diem.
  • If federal or state funds were charged for the travel expense, the traveler should certify that no alcohol is claimed as part of the meal cost.
  • Rental car liability insurance is included with reservations made in Connexxus. UC rental contracts with Hertz, National, Enterprise, Dollar and Thrifty include liability insurance. If you reserved through Connexxus, decline the additional insurance offered at the rental counter.

There are two forms, see below.

Vendor Form

Those unaffiliated with UC Berkeley (not students, staff or faculty), will have to fill out a vendor form. You must have a vendor form on file before your reimbursement will be processed. This form should not be emailed because it contains the social security number. Instead, hand deliver the form during your visit or fax it to (510) 664-7209. The vendor form can be found at: http://supplychain.berkeley.edu/sites/default/files/UCB%20Substitute%20W-9%20and%20Supplier%20Information%20Form%2001062015.pdf.

Travel Reimbursement Form

The other form is a travel reimbursement form that is filled out after travel occurs. This form is available on the ERSO Travel and Entertainment page under "Forms" as http://www.erso.berkeley.edu/erso/sites/default/files/uploads/Travel_Continental_USA.xls. The form should be filled out, signed and emailed along with scans of receipts to the Berkeley host, ideally in PDF format.

Reimbursements for non-US Citizens

Please make sure you have copies of your passport and visa to attach with your reimbursement. Make copies as soon as you enter the US - visa and entry stamps is what travel dept is paying attention to.

Guidelines and paperwork for reimbursing foreign travelers can be found at http://travel.berkeley.edu/reimburse-foreign-visitors-travel-expenses.

Timing

Note that it typically takes at least four weeks after Berkeley receives the vendor form to cut a check.

If you have not received a check within four weeks, then please please check back with us so that we can check the status.

See Contact Us.