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Travel FAQ

THIS NEEDS TO BE UPDATED FOR ITS - INFO BELOW IS PULLED FROM COE.

1.  Do I have to fill out a Travel Reimbursement form for a virtual conference since I only paid for the registration fee?

When you attend a virtual conference, a Travel Reimbursement form is required to be filled out because all information on this form are needed to be provided in Aggietravel.  Click here for  a sample filled out form requesting for a registration fee reimbursement for a virtual conference

TEV sample form for virtual registration fee.pdf

2. How do I get reimbursed for travel expenses?

  1. Fill out a Travel Reimbursement Form with actual expenses incurred from trip
  2. Provide itemized paid receipts
  3. Enter the request for reimbursement in Prepurchasing System (OPP) https://prepurchasing.ucdavis.edu
  4. Refer to this link on how to enter in OPP  https://ucdavis.box.com/s/s7f6e60us2ztivue55s7z5uqwdm8dy1w
  5. Upload the travel form and itemized paid receipts
  6. PI & Account Manager will review & approve the request and will route to Shared Services Purch & AP for processing
  7. Once Shared Services Purch & AP initiates the reimbursement in the AggieExpense system, the requestor will receive an e-mail requesting to log into AggieExpense and review the reimbursement then click ‘submit’ for further review and approval for payment.

Note: A non employee requesting for reimbursement needs to sign the Travel Form under the 'non-employee' field at the bottom of the form as they do not have access to 'submit' the request in AggieExpense.

3. Can I get a travel advance to help me cover expenses before I travel?

Students are allowed to request for cash advance except for airfare since this can be booked thru Connexxus.  Fill out a Request for Pre-Travel Advance Form. Employees, however, are encouraged to get a Travel & Entertainment card to use for their travel expenses.

4. Who do I contact about the status of my travel reimbursement?

All communications and follow ups on reimbursement requests will be done thru NOTES in OPP.  If there's a delay in response, please send an email to coe-purch@ucdavis.edu.

5. How do I add a delegate on AggieExpense?

Step 1: Go to aggieexpense.ucdavis.edu to login to AggieExpense with your Kerberos ID and password
Step 2: Click on the ‘Profile’ link on the top right of your screen
Step 3: Select ‘Profile Settings’
Step 4: On the left side of your screen, under ‘Expense Settings’, click ‘Expense Delegates’
Step 5: Click the ‘Add’ button
Step 6: In the search bar, enter email address (see list below) and click the ‘Add’ button to the right to add ‘name of person’
Step 7: Check the boxes for ‘Can Prepare, & ‘Can view receipts’
Don’t forget to ‘SAVE’ before you exit the screen.

6. Can I get a travel cash advance for the airfare ticket I purchased using my personal credit card?

No, you will only be reimbursed after your trip. It is for the reason that our University has Connexxus which is a website for employees / non employees to book their flights with no out-of-pocket expense and gets charged to CTS.

Note: Please make sure to keep the receipt to clear this CTS expense after your trip.

7. How can I purchase my plane ticket through Connexxus?

For employees, you can log on to AggieExpense and click on the Connexxus link so you can purchase your plane ticket that will be charged to your department’s holding account. Please make sure that you’ve indicated ‘YES’ on the user field and indicate the billing ID on your AggieExpense profile in order for this to work.

For non-employees, coordinate with your department account manager on how to book your flight thru Connexxus. Another option is for you to go to STA Travel located at the MU to book your flight.

Travel Forms

UC Davis Travel Information