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Travel

SSHA Travel

ssha.travel@ucmerced.edu

The Administrative Coordination Team (ACT) is an on-campus service that can assist in making your flight, car rental and hotel arrangements.

Policies:

 

Travel Requests:

If your travel is paid/reimbursed to the university, we can assist you with your flight, car rental and lodging needs.

Reminder:

  • Care should be taken if using an online booking platform (e.g., Expedia, Travelocity, etc) to ensure that an itemized receipt is received. Please do not bundle receipts.

Faculty Profile and Travel Arrangers:

Travel Requests:

  • After you have set up your profile and added the travel arrangers, you can submit your requests for travel. Please go to the Connexxus Portal to submit your ACT request.

Flight Arrangements:

  • Flight arrangements can be direct billed. Please include the account information that you would like the flight billed to.

  • Only coach class tickets are allowable/reimbursable.

Car Rental Arrangements:

  • Car rentals can be reserved via ACT. You will need to pay for the car rental and then seek reimbursement after your travel.

  • The UC reimburses for renting vehicles up to intermediate size. If you require a larger vehicle, please obtain approval prior to making your reservation.
    • Please obtain itemized/zero balance receipts for your car rental.

      • Rental contract estimates are not accepted as receipts for reimbursement.

    • Please do not purchase the Fuel Service Option, instead, please refuel your car before returning it to the rental agency.

    • According to University of California policy, when renting a car, you will be reimbursed for the cost of the rental but not for the purchase of additional insurance coverage, etc.

Lodging/Hotel Arrangements:

  • Hotel arrangements can be made via ACT; however, you will need to provide a credit card at the time you request the reservation. You will pay for the hotel directly and seek reimbursement after your travel.

Domestic Maximum Allowable for Lodging:

  • The UC system has updated its policies regarding the domestic travel maximum allowable rates for lodging to $275 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 for 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 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 plus tax, per night and do not get the necessary exception approvals, we will only be able to reimburse you for $275 plus tax, per night.