Travel

The VC-SACL Business office provides information and resources for staff and students who are planning to travel. If you don't see what you're looking for or need help, please submit a Help Request.

Concur Travel Reporting Guidelines

Travel & Event (Entertainment) Expenses must be substantiated in a timely manner to be
compliant with UC policies and IRS regulations.

• In accordance with UC Travel Policy and Entertainment Policy, business expenses
must be submitted within 45 days of the trip end date or event date. Expenses
submitted after this period are considered overdue and an explanation must be
provided in the reconciliation.

• In accordance with IRS regulations, Travel & Entertainment (Event) expenses must
be submitted within 60 calendar days after the travel or event end date. Failure to
do so will result in taxable reporting effective July 1, 2026.

• Regardless of the payment method (i.e. personal method of payment, T&E card,
UCSD CTS card and T&E TVC), UC policies and IRS regulations apply.

• Trip/event expenses that are paid with a personal form of payment are not
reimbursable until after the trip/event end date.

Travel Tip

Avoid "package deals" as they're generally ineligible for reimbursement.

Lodging

Maximum lodging rate for reimbursement is $333 before taxes and mandatory hotel fees.

Meals

Effective 11/01/2024, the daily Meals & Incidentals maximum rate has changed from $79 to $92. Refer to the Receipts page for more information on when receipts are required.