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METRO CLUSTER

Quick links +, before you travel:.

Travel Expense Credit Card: If you are a university employee you are encouraged to apply for a travel expense card to pay for your expenses while you are traveling. For details please go to : http://afs.ucdavis.edu/our_services/travel-e-entertainment/te-visa/index.html

Please note that any out of pocket expense will not be reimbursed until you return from your trip.

Conference Registration: can be paid for by the Metro Travel staff to the conference organizers, with your travel expense card, or with personal funds.

Airfare: can be paid through Connexxus within Aggie Travel, your travel expense card, or with personal funds. We cannot reimburse for airfare paid by a third party. (link for Connexus within Aggie travel: aggietravel.ucdavis.edu )

Car Rental: Travelers are expected to us UC System wide agreements when possible. (Hertz, Enterprise, and National). UC Travelers should decline any additional insurance. Any purchase of additional insurance is NOT REIMBURSABLE. Please be sure to read Best Practices: Renting a car : ( http://afs.ucdavis.edu/our_services/travel-e-entertainment/nubn/documents-nubn/best-practices/BP-Car%20Rental.pdf )

International Travel:

U.S. Department of State travel advisory list

Country security rating map

If you are traveling internationally it is important that you register with the university for insurance and safety purposes. Please register you travel here: Insurance Coverage - Register your business travel with UC Away

Non employees: If you are a non employee (including students who do not hold a payroll appointment at UC Davis) Please contact [email protected]

During your trip:

The rule of thumb is . . . “when in doubt, save the receipts.”

Conference Registration : If you registered prior to the trip and you did not get confirmation of payment, please obtain a receipt at the conference, which confirms receipt of payment and the amount paid.

Ground Transport (Rail, buses, and taxis): Save receipts. If you get handwritten receipts, be sure the date is filled in.

Keep Each Trip’s Expenses Separate: Each individual trip must be accounted for separately.

When you return:

SUBMIT YOUR TRAVEL EXPENSE REPORT AND RECEIPTS PROMPTLY: The quicker you turn in your receipts, the quicker you will be reimbursed. If you fill out the Travel Reimbursement form completely and accurately, you can help to speed up the reimbursement process.

Getting reimbursed:

If you are an employee please go to aggietravel.ucdavis.edu to complete a travel EXPENSE report (do not complete a travel expense request).

If you are a non employee please complete the form found here ( Travel Expense Request Form ) and send it to [email protected] .

Additional tips:

Meals & Incidentals: UC reimburses actual costs of meals, up to a maximum of $62 per day.

Lodging: The receipt must be in your name and itemized. While it may be convenient for one person to make two reservations, make sure that when you pay, the receipt lists you as the hotel guest.

Ground Transport: Save receipts. If you get handwritten receipts, be sure the date is filled in.

Don't Pay For Other Travelers : each traveler must pay for their own travel expenses and submit their own receipts with the request for travel reimbursement. Do not pay for someone else's meals, travel, lodging, etc., with either cash or credit.

Adding Delegates

If you would like assistance from the metro travel staff please add us as delegates. Instructions can be found here: http://afs.ucdavis.edu/systems/aggie-travel/docs-tools/desk-refs/delegate-setup.pdf

Please add the following delegates and give all of us "can prepare" and "can view receipts" access:

Alexis Arevalo-Phung Sondra Bryd Gillian Ceja Patricia Harlan Francisco Melgoza Josef Spridgen

If you have additional questions please visit the travel website here: http://afs.ucdavis.edu/systems/aggie-travel/index.html

Or contact [email protected]

• UC Finance >
• Risk Services >
• Travel Risk and Insurance >

Registering UC Travel

Travel risk and insurance.

Travel registration is an important risk management tool. If an emergency occurs in your travel destination, this is how your campus Risk Management office will know you are there. Travel registration also enrolls you to receive travel alerts from UC’s security provider,  Crisis24 .

• Travel arrangements made through the  UC travel program , also known as ConnexUC, Connexxus, and Concur, are automatically registered to receive travel alerts through Crisis24’s Worldcue system, except for SWABIZ bookings.
• For SWABIZ bookings -or- for reservations made outside ConnexUC, you must register your trip in UC’s travel registration system,  UC Away .
• UC employees must be on approved university business during which they will be compensated by the university.
• UC students must be participating in a UC sponsored and supervised off-campus activity that meets the policy definition of a ‘covered activity.’
• If in doubt, consult with your campus  Risk Management  office.

Related Resources

• UC Away Travel Registration

AggieTravel Scheduled to Replace MyTravel This Summer

• by Lauren Riebs
• April 11, 2016

Quick Summary

• New system solves 'one of our biggest issues: faxing receipts'
• Soon, upload receipts as pictures from your smartphone
• Project team seeks volunteers for initail user testing

A new travel expense reporting system, AggieTravel, is scheduled for launch this summer, replacing MyTravel and its outdated method of collecting receipts.

"It's exciting to solve one of our biggest issues: faxing receipts,” said Mike Kuhner, manager of accounts payable and travel and entertainment in Accounting and Financial Services. “With the new system, travelers will finally be able to use their smartphones to capture receipts on the road."

Want to try it out? The project team is looking for volunteers to help with initial user testing, to start later this spring. The actual rollout is due to start in late July, in two-week cycles that will include training, transfer from MyTravel and focused help desk support.

In the meantime, university travelers are encouraged to do the following:

• Submit all reports in a timely manner. Once the transition is made to AggieTravel, there will be limited time to clear old reports.
• Actively participate in training. Training will coincide with deployment, so be on the lookout for the schedule.
• Visit the AggieTravel website for FAQs, description of major changes and other announcements.
• Have a voice! Please provide ideas concerns, and feedback about the system at [email protected] .

All employee profiles and approvers will be transferred from MyTravel to the new system. However, nonemployee traveler and delegate information will need to be re-entered in AggieTravel.

The new system — powered by Concur Expense — features streamlined and simplified data entry. Expense types are combined into fewer categories, user interfaces are more intuitive, and the system is integrated with the university’s preferred travel agency, BCTravel, allowing automated import of itineraries and electronic receipts from participating merchants.

With the Concur Expense mobile app, you can take photos of your receipts and upload them to the system, create expense entries and review submitted reports.

Concur Expense is from Concur Technologies, a division of SAP, and is in use in dozens of schools and companies.

The UC Davis Travel Group , comprising Davis campus and UC Davis Health System employees who work in travel expense reporting, provided input all through the development process. Ad hoc committees reviewed product demos and participated in choosing a logo for AggieTravel.

The MyTravel website is still is use, pending the transition. More information on AggieTravel is available on the project website . Look there for information when it’s available on how you can participate in user testing.

Follow Dateline UC Davis on Twitter.

Media Resources

Lauren Riebs, [email protected]

Primary Category

Global Affairs

Travel update.

WHO declares mpox outbreak a public health emergency of international concern | UC Davis Global Affairs Travel Resources .

Travel Tips and Resources

Tips and resources for safe and productive travels.

Safety and Security

Global Affairs considers the safety and security of UC Davis travelers of critical importance. Explore resources and tips for safe and secure travels. 

Communications

Reliable and redundant communications capabilities are critical to ensuring a safe and productive trip. Explore communications-related travel resources, to assist in trip planning.

Global Affairs has collected a variety of vital health-related resources and tips to assist in trip planning.

UC Davis and travel language tips and language resources available at UC Davis. 

Electronics

While cell phones, laptops, and other electronic devices have become necessities, traveling with such devices occasionally poses challenges. Explore tips and resources for traveling with electronic devices. 

LGBTQIA+ Travelers

Depending on destination and culture, LGBTQIA+ travelers may encounter unique challenges while in transit and abroad, including harassment, intimidation, discrimination, barriers to medical and law enforcement assistance, incarceration, and physical violence. Explore resources to help think through potential challenges and risk mitigation strategies before traveling.

More Information

For more information, see travel resources and tips related to communications , health , language , safety and security ,  traveling with electronic devices .

UC Davis travelers with general travel-related questions or concerns are encouraged to contact Global Affairs at (530) 752-4129 or [email protected] . 

Supply Chain Management

Take a look at the august scm link newsletter.

• by Crystal Ross O'hara 5781
• August 29, 2024

August's SCM Link newsletter contains information on:

• The Hands-On Purchasing Basics class
• The Wire Transfer Forum recording
• Changes to the AggieExpense home page
• JetBlue perks for UC
• Sean Farnworth, of the Travel and Entertainment Help Desk

Interested in receiving the monthly SCM Link newsletter in your inbox? Email us at [email protected] .

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Secondary categories.

Human Resources

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At UC Davis, we work hard to build a community of changemakers and problem solvers. We are committed to creating a place where people from all walks of life can learn, grow and discover together. Our community of faculty and staff are dispersed throughout the state, nation and world with a mission to advance the human condition through improving the quality of life for all.

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Located in Sacramento, UC Davis Health is a major driver of economic prosperity in the region and Northern California, generating more than $3.4 billion in annual economic output and more than 20,000 jobs. The academic health system includes one of the country’s best medical schools, a nationally ranked 627-bed acute-care teaching hospital, and a 1,000-member physicians’ practice group. UC Davis Health is a hub of innovation that encompasses the UC Davis Medical Center, UC Davis School of Medicine, The Betty Irene Moore School of Nursing and UC Davis Medical Group.

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NEWS BRIEFS: Chancellor May’s Investiture, Oct. 27

• by Dateline Staff
• October 17, 2017