September 18, 1997

To: THE CAMPUS COMMUNITY

From: Jane Kling, Senior Accountant, Accounting Office

Re: Travel policy changes update

There have been a couple of questions about the new travel policy updates (refer to "Travel Policy Changes" 9/11/97).

Q: Can we have a breakdown of the maximum daily meal and incidental rate by meal for the new $46 per day ceiling?

A: The $46 per day rate, effective 8/29/97, is a "not to exceed" ceiling. Travelers are allowed reimbursement for actual meal and incidental expenses, not to exceed $46 per day. Because the $46 is a ceiling and not a per diem, the University has chosen not to assign a specific dollar value per meal for the purpose of adjustments. When meals are provided to a traveler as part of a conference or meeting, the traveler's reimbursement request should be for only the actual cost of meals paid for out of pocket. The reimbursement should not reflect any value for meals provided to the traveler.

Q: Is there a new rate for one day travel?

A: The allowance for one day travel remains unchanged. Travelers who travel for one day* will continue to be reimbursed for the actual cost of meals up to $26 per day.

* Travel must begin prior to 7 AM or end after 7 PM, and last more than 10 hours (but less than 24 hours).

Per BFB G-28: "Travel within the vicinity of an employee's headquarters or residence shall not be reimbursed, nor shall subsistence expenses for travel that occurs wholly between 7 AM and 7 PM in a single day. An exception may be allowed for certain meals that are part of an event, e.g., actual luncheon costs at an organized conference, or working meals served at a meeting site, if an employee is authorized to attend a conference or meeting that includes a meal, which is not covered by the conference fee, as part of the agenda. A copy of the agenda must be submitted with the Travel Expense Voucher (UCSC Post Travel form).

Q: Are there new entertainment rates?

A: The entertainment policy has not been updated, and the rates remain unchanged. The current entertainment policy is currently being reviewed by UCOP and campus Accounting Offices. Changes to the policy, along with the effective date, will be announced when the updated policy is finalized and released by UCOP.

Please e-mail questions or the need for further clarification to aphelp@cats.

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