Travel & Training

The bIT Admin Support Team is available to help schedule and book all work-related travel and/or training.  Please contact us directly with any questions: bit-adminsupport@lists.berkeley.edu

Travel/Training Overview

Before travel review the bIT Travel & Training Desk Guide:

Complete the Travel/Training Request Form (this is a Google doc, please open the link then go to File > Make a Copy, save the new doc with your last name with the month/year of travel (i.e. Dunn0622). 

*If you are requesting training only (no travel required) the form is not required, but a BearBuy cart is still required.

Create a BearBuy cart using the Non-Catalog Form and assign your cart to your supervisor

Your supervisor will route your cart to your unit's Budget Officer for budget check and approval.  Executive Directors who report to Jenn Stringer should have their carts routed to her. Directors should have their carts routed to their unit's Executive Director.  Note that cart approvals can take a few business days. Once the cart is approved and appears on our work-list, the bIT Admin Team will reach out to you to confirm your travel plans and assist with flights/registration/rental car reservation. 

IMPORTANT:

  • There is a mandated lodging limit for domestic trips under thirty days which is set at $275 per night (excluding; taxes and fees).  When you are unable to secure lodging at $275 per night or less, the traveler must submit additional documentation (in the form of a print-out price comparison within the proximity of the meeting at the time of booking) that supports the higher lodging rate incurred.
  • Rental cars should be up to intermediate size only unless there is business justification or no extra cost to upgrade. If the justification is missing or insufficient, an exceptional approval will be required or the expense may be non-reimbursable.
  • If you plan to drive your personal vehicle instead of flying, note that when the amount of mileage reimbursement exceeds the amount of a comparable airfare, the policy requires us to apply the lower of the two amounts as your reimbursable amount.  A print-out comp of flight prices is required for reimbursement.

  • The reimbursement rate for the use of a private automobile for university business travel is 62.5 cents a mile as of 7/1/22.  Additional expenses for gas are not permitted.  You are expected to take the most direct route to your destination.  To determine the number of miles traveled, we recommend using Google Maps or MapQuest rather than your odometer. 

Please contact us directly with any questions: bit-adminsupport@lists.berkeley.edu.

After Travel

1. Create your reimbursement report by following the bIT travel reimbursement process 

Note: Other miscellaneous business expenses (e.g., Internet service, meeting supplies, etc.) are reimbursable and are not calculated against the $79 daily maximum for meals and incidentals. 

IMPORTANT: It can take 7-10 business days to receive your reimbursement.  You will receive it the same method you receive your paychecks (direct deposit or paper check).  Disbursements will reach out to you directly if they need additional information or documentation.
If you need additional support please email: travel@berkeley.edu


Travel Related Resources

Travel FAQs

How do I submit a travel/training request in BearBuy?

To submit a travel/training request, create a cart in BearBuy, use the “Non-Catalog Form” and attach a copy of the Travel & Training Request Form

How do I submit a reimbursement request after returning from travel or training?

How much am I able to spend on meals and incidentals per day when traveling?

When traveling within the United States, the maximum daily total for all meal costs is $79 (for FY22-23). These limits include the cost of food, beverages, labor, sales tax, delivery charges and other service fees.

What if I prefer to drive to the conference in lieu of flying? 

If you plan to drive your personal vehicle instead of flying, note that when the amount of mileage reimbursement exceeds the amount of a comparable airfare, the policy requires us to apply the lower of the two amounts as your reimbursable amount.  A print-out comp of flight prices is required for reimbursement.  

The reimbursement rate for the use of a private automobile for university business travel is 62.5 cents a mile as of 7/1/22.  Additional expenses for gas are not permitted.  You are expected to take the most direct route to your destination.  To determine the number of miles traveled, we recommend using Google Maps or MapQuest rather than your odometer. 

Rental cars should be up to intermediate size only unless there is business justification or no extra cost to upgrade. If the justification is missing or insufficient, an exceptional approval will be required or the expense may be non-reimbursable.