Reimbursements

SSHA Reimbursements

ssha.reimbursements@ucmerced.edu

The SSHA Reimbursements team is available to assist you with all of your reimbursement needs.

All reimbursements for travel, entertainment and general reimbursements should be sent to ssha.reimbursements@ucmerced.edu.

Policies:

UC reimbursement policies can be found at the Business & Financial Services website.

45 Days:

  • UCLA is requiring that all reimbursement requests be submitted to them no more than 45 days after an expense.

  • In order to meet this 45 day deadline, SSHA is requesting that all reimbursement requests be submitted to ssha.reimbursements@ucmerced.edu no later than 30 days after the expense.

  • If you are not able to submit your reimbursement request in a timely manner, please include your reason for the delay with your reimbursement request.

Forms:

  Entertainment Reimbursements: 2a._entertainment_reimbursement_form.pdf

  General Reimbursements: 2b._general_reimbursement_form.pdf

  Guest Travel Reimbursements: 2d._guest_travel_reimbursement_form.pdf

  Travel Reimbursements: 2c._travel_reimbursement_form.pdf

  Travel Advance Request Form: 1._form_-_travel_advance_request.pdf

  Exception for Travel & Entertainment Policy: policy_exception_travel_.pdf

  Missing Original Receipt Form: verification_form.pdf

  Non-US Citizen Form: 14._form_-_ucla_travel_center_-_non-us_citizen_form.pdf

  Unauthorized Purchase Form: unauthorized_purchase_-_violation_of_policy_form_2015-03_fill-in_-_rev_8_3_16.pdf

Please contact us with any questions: ssha.reimbursements@ucmerced.edu

 

Entertainment Reimbursements:

  • A completed Entertainment Reimbursement form along with the original itemized receipts should be submitted to ssha.reimbursements@ucmerced.edu or dropped off in a secured box in the SSHA Reception office COB-1 259 or inside the COB-2 and SSM Mailrooms (COB-2 399A and SSM 238). FYI: incomplete or ineligible forms will be sent back to you with questions.

  • Reminder: Do not pay for an entertainment meal unless you participate in the meal.

  • Entertainment expenses are processed for reimbursement through the UC Travel Express system. Once submitted and approved in Travel Express, it typically takes UCLA a minimum of 2-3 weeks to review, process and finalize an entertainment reimbursement request (pending questions from UCLA).

  • Here are a few important notes regarding entertainment reimbursements:

Purpose:

  • UCLA is requesting additional information on the purpose of an event, meeting, convention attendance, etc. Moving forward, please provide a detailed purpose for any expense you submit for reimbursement. In your purpose you should provide the “who”, “what”, “when”, “where”, “why” and “how” these expenses benefit the university.
    • Poor Example: Attended ABC Convention.

    • Better Example: I attended the ABC convention in Washington, DC from October 3 – 5, 2017. This was a professional conference for faculty in the field of Anthropology. For this conference I gave a presentation and attended all of the seminars. In addition to expanding my knowledge within my field, I was also able to network and discuss recruitment for UC Merced.

Entertainment Maximum Allowable for Meals:

  • The maximum allowable reimbursement for entertainment expenses are as follows (these maximums are for all expenses relating to an entertainment expense, including taxes, fees and gratuity):

    • Breakfast: $27.00 per person

    • Lunch: $47.00 per person

    • Dinner: $81.00 per person

    • Snacks: $19.00 per person

  • It is encouraged that you pay no more than 15% gratuity for a meal (food only). UC Merced has established a maximum reimbursable gratuity of 20% of the cost of the meal (food only).

 

General Reimbursements:

  • A completed General Reimbursement form along with the original itemized receipts should be submitted to ssha.reimbursements@ucmerced.edu or dropped off in a secured box in the SSHA Reception office COB-1 259 or inside the COB-2 and SSM Mailrooms (COB-2 399A and SSM 238). FYI: incomplete or ineligible forms will be sent back to you with questions.

  • Use of employees' personal funds and reimbursements for procurement of goods and services is discouraged. A $500 limit has been established for reimbursements for purchases other than travel, entertainment and conference registrations .

  • If you have an item (or group of items) that are over the $500 limit, please send an email to ssha.purchasing@ucmerced.edu so that we can make the purchase for you. This will ensure that you are not personally out of pocket for the expense. FYI: We are able to make purchases via a purchase order or with our department purchasing credit card (Visa).

  • If you elect to purchase something using your own personal funds, please note, that if the amount is in excess of $500, an approval is needed prior to purchase.

  • If you elect not to obtain prior approval for your purchase, you can submit an Unauthorized Purchase Form request; however, approval is not guaranteed. Also, an Unauthorized Purchase Form request will delay the reimbursement process.

  • Reminder: do not pay for any expenses for anyone other than yourself.

  • General expenses are processed for reimbursement through the CatBuy system. Once submitted and approved in CatBuy, it typically takes UCLA a minimum of 1-2 months to review, process and finalize any general reimbursement requests (pending questions from UCLA). Because of this extended processing time, we highly recommend that you submit ALL purchasing requests directly through us ( ssha.purchasing@ucmerced.edu).

  • Here are a few important notes regarding entertainment reimbursements:

Purpose:

  • UCLA is requesting additional information on the purpose of an event, meeting, convention attendance, etc. Moving forward, please provide a detailed purpose for any expense you submit for reimbursement. In your purpose you should provide the “who”, “what”, “when”, “where”, “why” and “how” these expenses benefit the university.
    • Poor Example: Bought Books

    • General Reimbursement Example (Books):

      • Professor Smith purchased these books as part of her research. Professor Smith is researching Spanish Literature and will be using these books for reference. This research will be used to further her education within her field.

    • Entertainment Reimbursement Example (Candidate):

      • Professor Smith met with a candidate, Anna Johnson, on October 30. Anna Johnson is a candidate for the Literature faculty position at UC Merced. Professor Smith took Anna to lunch to discuss Anna’s research and possible correlations with UC Merced.

 

Guest Travel Reimbursements:

  • If you have guest who is receiving an honorarium. Please send your guest an Honorarium Form. Please ask them to send the completed form directly to ssha.reimbursements@ucmerced.edu for processing.

  • We have created a Travel Reimbursement Form for guests. Please send this form to your guest and have the form and itemized receipts sent directly to ssha.reimbursements@ucmerced.edu for processing.

  • If your guest is not a US Citizen, he/she will need to complete a Non-US Citizen Form and send it (and a required documentation) to us at ssha.reimbursements@ucmerced.edu.

 

Travel Reimbursements:

  • A completed Travel Reimbursement form along with the original itemized receipts should be submitted to ssha.reimbursements@ucmerced.edu or dropped off in a secured box in the SSHA Reception office COB-1 259 or inside the COB-2 and SSM Mailrooms (COB-2 399A and SSM 238). FYI: incomplete or ineligible forms will be sent back to you with questions.

  • Reminder: do not pay for any travel expenses for anyone other than yourself.

  • Travel expenses are processed for reimbursement through the UC Travel Express system. Once submitted and approved in Travel Express, it typically takes UCLA a minimum of 2-3 weeks to review, process and finalize any travel reimbursement requests (pending questions from UCLA).

  • Here are a few important notes regarding travel reimbursements:

Purpose:

  • UCLA is requesting additional information on the purpose of an event, meeting, convention attendance, etc. Moving forward, please provide a detailed purpose for any expense you submit for reimbursement. In your purpose you should provide the “who”, “what”, “when”, “where”, “why” and “how” these expenses benefit the university.

    • Poor Example: Attended ABC Convention.

  • Travel Reimbursement Example (Conference):

    • Professor Smith went to Washington DC for the ABC Conference (October 27 – October 30). This was a professional conference for Professor Smith. During this conference, she gave two presentations, met with colleagues from all of the world and was able to attend several sessions to help her keep up-to-date with her field of research.

  • Travel Reimbursement Example (Research):

    • Professor Smith went to London to conduct research at the London Library. This library holds an extensive collection of books relating to Literature throughout the ages. Professor Smith was in London and conducting research from October 1 – October 15. Professor Smith will be using this research to write a book.

Domestic Maximum Allowable for Meals:

  • The UC system has updated its policies regarding the domestic travel maximum allowable rates for meals to $62.00 per day (this includes taxes & gratuity).

  • The meals allowable maximum is for all of the meals you have throughout the day (excluding alcohol). This is not a per diem, just the maximum allowable reimbursement.

  • Entertainment meals are not included in this daily maximum.

  • It is encouraged that you pay no more than 15% gratuity for a meal (food only). UC Merced has established a maximum reimbursable gratuity of 20% of the cost of the meal (food only).

Domestic Maximum Allowable for Lodging:

  • The UC system has updated its policies regarding the domestic travel maximum allowable rates for lodging to $275.00 plus tax, per night.

  • The lodging allowable maximum is for each day of your travel. This is not a per diem, just the maximum allowable reimbursement. If you are traveling to a city that has a higher than normal rate, please contact us BEFORE you book your lodging (ssha.travel@ucmerced.edu). We can try to help you navigate those exceptions.

    • Note: we are not able to help you once you have booked the lodging, the maximum we can reimburse would be $275.00 plus tax, per night.

  • FYI: The UC negotiated hotel rates are just negotiated rates – they are not an approval for the rate. Example: If you book your lodging through Connexxus at a rate of $350.00 plus tax, per night and do not get the necessary exception approvals, we will only be able to reimburse you for $275.00 plus tax, per night.

Foreign Per Diem Rates:

  • When traveling out of the country (including Canada & Mexico), you are eligible for foreign per diem for meals & lodging.

  • You are eligible for per diem from the time you arrive in the foreign country and until you depart. Depending on your arrival & departure times, your per diem allocation may be pro-rated.

  • It is UC policy that you should only request per diem for up to your actual expenses.

  • If you have any questions regarding foreign per diem, please email ssha.travel@ucmerced.eduor ssha.reimbursements@ucmerced.edu for assistance.

  • Please visit the U.S. Department of State Office of Allowance to view the current per diem rate.

 

Travel Advance:

Travel advances will be issued no more than seven days prior to a trip and will be issued to UCLA employees only via BruinBuy. A Travel Advance may be issued under the following conditions:

  • If the traveler(s) will be on travel status in excess of 30 consecutive days

  • If the travel requires special handling (such as group travel for UCLA athletics or UCLA student groups)

  • International travel to remote areas where normal banking/credit card transactions are not available and in excess of 30 consecutive days

  • After a report of projected cash expenses has been submitted

Before requesting an exceptional travel advance, please review the list of Approved Business Expenses for Cash Advances (click to expand) to verify what can be paid for using a cash advance.

To obtain an exception advance through UCLA Travel Accounting, please submit your request (link to document) and projected cash expenses (link to document) to ssha.travel@ucmerced.edu.

The traveler is responsible as indicated below for recovery of exceptional advances:

Completed Trips

The traveler must account for the travel advance by submitting a paper Travel Expense Voucher (link to document) to ssha.reimbursements@ucmerced.edu within 30 days of the completion of the trip.

The traveler must immediately refund any excess cash over expenses from advances with a check made payable to the Regents of the University of California. The University will refund any excess of expenses over advances to the traveler.

The department must deposit the excess advance money that is being returned.

Canceled and Postponed Trips

Advances must be refunded immediately when an authorized trip is canceled or indefinitely postponed.

Delinquent Recovery

An accounting for the outstanding travel advances must be made and received by the UCLA Travel Accounting office within sixty (60) days after the completion of the trip. After 60 days, the full amount of the advance will be charged to the department, and after 120 days the traveler will be taxed on the amount.

List of Approved Business Expenses for Cash Advances:

The following is a list of allowable expenses for travel cash advances. Items with asterisks (*) are only available when normal purchasing procedures (P-Card or requisition/LVO with payment by check, EFT or wire) cannot be followed. Any other item is a special request and will be considered on a case by case basis only.

Local Services (in the host country, this could be one time payments or payments under local short term service agreements):

  1. Unskilled workers up to $20.00 per day (for all other workers and skilled labor please see pre-hire worksheet)

  2. Copy services*

  3. Equipment Rentals*

  4. Shipping costs (from outside US only)

  5. Utilities for non-commercial subsistence (electricity, water, sewage, gas, telephone-land lines and internet access)

  6. Permits (for dig sites, local permits, survey permits, etc.)*

Local Equipment Purchases:

  • Tents

  • Tools (shovels, hammers, nails, saws, etc.) Generators* Tables and chairs

    1. Supplies :

      • Cleaning supplies

      • Paper

      • Staplers and staples

      • Dispensers and tape

      • Packing and mailing supplies*

      • Pens and pencils

      • Painting supplies

      • Toner

    2. Non-Commercial Facilities :

      • Cabins

      • House Trailers

      • Vans (sleeping Vans)

      • Field camping equipment

    3. Local Travel Costs :

      • Airfare (foreign travel only, no US segments)

      • Taxi, shuttles, trains, bus and car services (with driver, only for business, not for commuting)

    4. Per Diem :

      • Long term per diem

      • Long term meals & IE

    5. Miscellaneous :

      • Conference registration fees*

      • Excess baggage charges

      • Entrance fees to museums, exhibits and art shows