TRAVEL & ENTERTAINMENT (T&E) REIMBURSEMENT GUIDE

Travel expenses = flights, dining and lodging during travel, car rental, taxi, gas, other incidentals such as in-flight Wi-Fi, parking, etc.
Entertainment = hosted events such as: food for reading group, recruitment meals, room rental and catering for an event, snacks for a meeting, etc.

*UC Berkeley T&E Reimbursement Basic Guidelines

**Berkeley Travel website for travel policies
 

Travel Reimbursements Process:

  1. Gather your receipts and/or other proof of payments
    • Include all receipts from expenses during your travel. They can be either copies or original documents, physical or PDFs.
    • Roundtrip flight itinerary and payment (if traveled by air) must be included whether you are requesting airfare reimbursement or not.
    • Lodging receipts (online confirmation or physical receipt) must show a zero balance/full amount paid. This is different from a booking confirmation that only shows the amount of the booking.
    • Dining receipts must be itemized (shows each item ordered)
    • If you are requesting per diem, no lodging or dining receipt is needed. Refer to this web page for per diem rates
    • All payments made with a credit card must include the last four digits of the card used
    • For reimbursements that involve foreign currency, exchange rates will be calculated from the date of transaction.
       
  2. Fill out the  request form Econ Travel Reimbursement Form.xlsx
    • Be sure to fill out all sections of the form as best as you can
    • For “Chart of Account (COA)” section, if you don’t know the full COA, you may simply write the source i.e. start up, retention, endowed chair, etc.
    • Sign and date
      • If the traveler is not the fund owner/fund PI, both signatures are needed
         
  3. Compile your request form plus all other documents and drop them off in main office (put them in the “Reimbursements” inbox) or scan and email them to Rose.
     
  4. You are done! – Rose or her assisting work-study will reach out to you if any additional information is needed regarding the reimbursement.
     

Entertainment Reimbursements Process:

  1. Gather your receipts and/or other proof of payments
    • They can be either copies or original documents, physical or PDFs
    • Food/meal receipts must be itemized (showing each item ordered)
    • Payee must be the “host”
    • All payments made with a credit card must include the last four digits of the card used
       
  2. Fill out the Entertainment Reimbursement Request Form
    • You must include the list of attendees – either on the form or on a separate document
    • For “Chart of Account (COA)” section, if you don’t know the full COA, you may simply write the source i.e. start up, retention, endowed chair, etc.
    • Sign and date
      • If the “host” is not the fund owner/fund PI, both signatures are needed
         
  3. Compile your request form plus all other documents and drop them off in main office (put them in the “Reimbursements” inbox) or scan and email them to Rose.
     
  4. You are done! – Rose or her assisting work-study will reach out to you if any additional information is needed regarding the reimbursement.