Travel and Training

The IST Admin Support Team can help arrange all travel and/or training needs. Please contact us directly with any questions: istadmin-help@lists.berkeley.edu.

Travel Process - Steps:   

Before travel:

1. Complete the Travel/Training Request Form (this is a Word Document, please go to view > edit and when you are done adding your information to the form, 'save as' with your last name with the month/year of travel (i.e. Dunn0619)

2. Create a BearBuy cart using the Non-Catalog Form and complete the following information:

  • For supplier use: Supplier Not Found
  • For Item Information: Add your name and title of the conference
  • Quantity: 1
  • For Unit Price: Add the total from your Travel/Training Request Form
  • Supplier Required Documents: Add your completed Travel Training Request Form as an attachment to your cart
  • Assign the cart to your manager
  • (Note that you only need one cart per trip and you'll want to hang on to the cart number for when it comes time to submit your reimbursement request). 

3. Your supervisor/manager will route your cart to your unit's Budget Officer for budget check and approval. Directors who fall under Jenn Stringer should have their carts routed to her. Directors who work in OCIO have their carts routed to either Larry Conrad or Liz Marsh.

4. Note that cart approvals can take a few business days. Once the cart is approved and appears on our work-list, the Admin Team will reach out to you to confirm your travel plans and assist with flights/registration/rental car reservation.

After travel:

  1. Complete the Travel and Training Reimbursement Request (This is a shared Google Doc. Please go to File>make a copy and save. Instructions under the "Travel & Training Request Form - help guide" tab below).
  2. After travel or training, submit the following information to istadmin-help@lists.berkeley.edu :
  • Name of Event.
  • Bear Buy cart requisition number (your original cart for pre-approval).
  • Completed IST Travel/Training expense worksheet (instructions under the "Travel/Training Reimbursement Expense Worksheet" tab below).
  • Receipts (showing method of payment or credit card statement).

         Required Receipts:

  • Airfare or Connexxus confirmation (if Procurement booked the flights).
  • Car Rental.
  • Lodging.
  • Any single expense over $75.

         Helpful Tips:

  • The IST Admin Team will send the report to you and your manager via DocuSign for signatures.
  • Daily maximum for meals and incidentals is $62.
  • There is a mandated lodging limit for domestic trips under thirty days which is set at $275 per night (excluding; taxes and fees).  When the traveler is unable to secure lodging at $275 per night or less, the traveler must submit additional documentation (in the form of a print-out price comparisons within the proximity of the meeting at the time of booking) that supports the higher lodging rate incurred.
  • Other miscellaneous business expenses (e.g., Internet service, meeting supplies, etc.) are reimbursable and are not calculated against the $62 daily maximum for meals and incidentals.
  • Receipts require a zero balance.
  • Travel Reimbursement may take up to 15 business days from the date the report is submitted to Travel.

Travel & Training Request Form - Help Guide:

For all travel, please complete the Travel & Training Request Form (this is a Word Document, please go to view > edit and when you are done adding your information to the form, 'save as' with your last name with the month/year of travel (i.e. Dunn0619).

Please include:

  • Unit — Select from the drop down menu.
  • Name of Event — Provide name of the event or training course.
  • URL — Include a link to registration page/info here (needed if Procurement is purchasing registration).
  • Purpose — Include the business purpose.

Cost Estimates:

Estimate all expenses that will be incurred, including expenses that will be reimbursed. Meals and incidentals are reimbursed with a maximum of $62 per day. To estimate airfare, visit the Connexxus Travel Services page, here.

Action Items:

  • Check the appropriate box to choose items that need to be arranged by IST Admin Team. We are able to help with airline reservations, registrations and rental car reservations.
  • For airfare, please include all specifics (full legal name, birthday mm/dd/yyyy, preferred airline, preferred flights, seating choice, etc.).

Reimbursement Expense Worksheet - Help Guide:

For any reimbursements from travel or training, complete the Travel/Training Reimbursement Expense Worksheet (this is a shared Google Sheet, please go to File>Make a copy and change the name of the form to fill in and submit your form).

Traveler / Trip Information:

Please complete all fields and include:

  • Name of Event — Provide name of the event or training course.
  • Purpose — Include the business purpose.
  • Date/Time of Departure/Arrival — To accurately calculate eligible hours for reimbursement.
  • City of Residence / Vehicle License # / Liability Insurance — Include only if a personal vehicle was used and mileage is being claimed for reimbursement.

Location Expenses — Transportation:

Private car mileage

Enter the number of miles to be reimbursed, reimbursement amount calculates automatically (employees receive 0.58 cents per mile). 

Other transportation expenses

Select type of transportation from drop-down menu, and enter reimbursement amounts. If additional fields are needed, total remaining expenses and select “other” from the drop-down menu, and enter total.  Use the comments field to explain the “other” additional charges.  

Location Expenses – Miscellaneous:

Include any other miscellaneous charges paid out of pocket.  Select type of expense from drop-down menu and enter reimbursement amounts. If additional fields are needed, select “other” from the drop-down menu and enter total remaining expenses, using the comments field to explain additional charges.  

Daily Expenses:

Meals and incidentals

Enter meals and incidentals being claimed for reimbursement. If claims exceed the daily maximum of $62, enter amount in the “comments” section, explaining the additional charges.  Depending on the nature of the expense, the reimbursement may require additional approval.

Lodging

Enter the daily rate lodging total (including all taxes); please do not include other incidentals (telephone, room service, etc.).  Lodging invoice must show a zero balance.

Electronic Funds Transfer for Reimbursements

For non-payroll related reimbursements, Electronic Funds Transfer (ETF) is the safest, fastest, and most convenient way to receive a reimbursement. EFT payments are directly deposited into a bank account up to seven days before a paper check is dispersed. For information on setting up an ETF account, please refer to the EFT website.

Entertainment Request Form:

Entertainment is the provision of meals or refreshments for UC Berkeley business purposes, with no personal benefit to the host or other University employees. Reasons for entertainment; business meeting hospitality, prospective donors/employees/student appointees,visitors/guests/volunteers, or a Dean’s event. IST/OCIO requires prior approval for any entertainment expenditures.

Please complete the Entertainment Request Form to the best of your ability and email the form to: istadmin-help@lists.berkeley.edu. The Admin Team can assist with; filling in any missing info, creating the Bear Buy cart, placing the catering order (if needed).The Admin Team will work directly with the requestor.Note that all employee morale events require the approval of AVC & CIO, Larry Conrad and the Admin Team can help with obtaining approval prior to the event.

For UC policies on  business meeting, entertainment and other occasion expenditures please read: http://policy.ucop.edu/doc/3420364/BFB-BUS-79