Travel & Entertainment Overview

All travel and entertainment arrangements and reimbursements are handled via AggieExpense. Visit their site to access your profile and review UC Davis policies. Please refer to our AggieExpense Cheat Sheet for a general overview of submitting travel and entertainment expenses.

The Yellow Cluster Business Office staff are happy to assist with any Travel & Entertainment requests. Please enter the PrePurchasing system and fill out a request form.

AggieExpense: Creating an Expense Report

https://supplychain.ucdavis.edu/travel-entertainment/aggieexpense/expense-reports/header

Adding Delegates

In order for Yellow Cluster Business Office staff to book travel or process reimbursements, access must be granted to your AggieExpense Profile:

1. Sign in to your http://aggieexpense.ucdavis.edu/ profile.
2. Click on the 'Profile' tab in the upper right-hand corner. A menu with your name should open.
3. Under your name, click on 'Profile Settings.'
4. In the left-hand menu, click on 'Expense Delegates' (under the 'Expense Settings' header).
5. Click the 'Add' button.
6. You can search for delegates by name, email address, or employee ID. Please add all of the following business office staff as delegates:
   • Elizabeth McKittrick: eamckit
   • Quintin Eusebio: qeusebio
   • George Drake: grdrake
   • Evelyn Bredikhin: ebred
   • Sylus Skrall: shkrall
   • Kayla DeGuzman: kdeguz
7. Once the desired delegate populates, click on their name to add them.
8. Check the following permissions boxes:
   • Can Prepare
   • Can View Receipts
9. Click the 'Save' button (next to the 'Add' button).

Travel

To avoid out-of-pocket expenses, the Yellow Cluster Business Office staff are able to book flights and hotels on your behalf. Please reach out to your business office contact to make arrangements. 

You can submit travel expenses (airfare, lodging, meals, parking, etc.) to your business office by filling out a PrePurchasing request. A few major policies to keep in mind:

• All airfare and lodging receipts need to include a 'payment method' to show proof of payment. 
• An itinerary/formal invitation needs to be included when reimbursing travel expenses related to a conference/seminar.
• The university will only reimburse the most economical mode of transportation (no first class).
• We can only reimburse up to $92 per day for meals and incidentals. 
• Any expenses submitted (including expenses in routing) 60 days after your trip will be reported as taxable income. 

Please visit AggieExpense's Domestic Travel and Foreign Travel pages for detailed information on allowable expenses.

Entertainment

Entertainments include costs for meals, light refreshments, or related supplies purchased in connection with events that are primarily business activities in support of the university's mission (meetings, orientations, etc.). Please visit AggieExpense's Entertainment page and their Allowable Expenses page for more detailed information and policies. Please note that departmental budget restrictions and alcohol policies may differ from the limits listed on these pages. Check with your Business Office staff! 

To submit entertainment expenses, please fill out a PrePurchasing request. All entertainment expense reports need to include the following:

• Itemized receipts
• A list of all attendees and their affiliation with the university (sign-in sheet or roster will do)
• A poster/flyer/email announcement that includes details of the event