Travel & Entertainment

Travel Reimbursement

Quick Reference Guide

All University Travel is governed by University of California – Policy G-28.   It is the policy of the University to comply with IRS regulations regarding the provision and reimbursement of business-related travel, and to conform to the IRS “Accountable Plan” rules.

For your convenience, the following link provides a summary of key travel policy requirements.

Travel Quick Reference Guide

Travel Vendor Request

Use the attached form to request a travel vendor. Before requesting a new vendor, please confirm that vendor does not already exist by using the vendor search feature in the WebTEV system.

Travel Vendor Request

Domestic Travel Reimbursement Form

The Domestic Travel Reimbursement form should be used by the traveler to compile reimburseable travel expenses. Departmental Travel Preparer should use completed form in the preparation of the WebTEV.

Domestic Travel Reimbursement Form

WebTEV Training

Click the following link for a copy of the WebTEV Update Training that took place on 2/11 - 2/12/2014.

WebTEV Enhancement Training

Trip ID

Click on the following link for more detailed information regarding the TripID, how it is used and a TripID Users Grid.

Trip ID

Travel Payment Request Form

The Travel Payment Request Form replaces all previous versions of travel advance request forms. This form should be used in conjunction with the WebTEV system for the following types of transactions: Direct Bill-Hotel, Direct Bill-Travel Agency, Direct Bill-Corporate Card, and Direct Bill-Conference Registration. This form is not to be used for cash advances or reimbursements to a traveler for personally funded travel expenses.

Travel Payment Request Form

Travel Payment Request Form Instructions

Travel Preparer Set-Up

The Travel/TEV and Disbursements/Online Form-5 systems require that all users have valid Employee IDs.  To allow temporary workers (i.e. Apple One, Robert Half, etc.) to use these systems, departments should set them up as Contingent Workers in UCPath by performing the following steps:

  1. Process a Smart HR Template to add a contingent worker in UCPath (UC_ADD_CWR).
  2. Once the UCPath Center fulfills the template, if the contingent worker doesn’t already have a UCSBnetID, request one from Identity Services following the normal procedure.
  3. Provided the contingent worker has proper access setup in ALLN02, they should then be able to access the Travel or Disbursements systems.

For questions regarding processing the UCPath template, request assistance from HR via HR ServiceNow.

For questions regarding setting up UCSBNetID’s, contact Identity Services via IT ServiceNow.

For questions regarding the Travel/TEV and Disbursements/Online Form-5 systems, contact Frederika Smith at