Reporting Travel Expenses

(sent via e-mail to liball)

June 11, 2002

Colleagues,

I call your attention to UCD Policy and Procedure Manual Section 300-10, Travel Policies and Regulations:

In order for the Library to comply with this policy, it is imperative that travelers submit their expense reports with original receipts to Library Administration immediately upon return from travel. This will allow staff the time necessary to complete the travel voucher, return to the traveler for signature, and then submit to campus accounting for processing.

Effective immediately, Library administrative staff will no longer send reminders regarding the submission of expense reports and any such reports, barring unusual or extraordinary circumstances, submitted after 21 days from completion of travel will not be eligible for reimbursement. This is applicable for any type of funding: training, administrative, PAC, Systemwide-LAUC, etc.

For librarians, this 21-day deadline is also applicable for the submission of expense reports for any unreimbursed travel expenses that are to be considered for year-end PAC funding. Reminders to submit these expense reports/receipts will not be sent and any undocumented expenses will not be eligible for year-end funding.

Please advise me or Library Administrative Office Manager Debbie Ojakangas should you have questions.

Associate University Librarian
Administrative Services
(530) 752-2259 — FAX (530) 752-6899
gebynon@ucdavis.edu
George E. Bynon