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administration |
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Contact:
Marisol Hernandez,Travel Coordinator
MSB, Room 4409C
email: hernandez@msi.ucsb.edu
voice 805/893-8078
fax 805/893-8062
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Please mail completed worksheet/forms and receipts to:
Marisol Hernandez
University of California
Marine Science Institute
MSB, Room 4409C
Santa Barbara, CA 93106-- 6150 |
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I hope you find the information and links in this page very useful. If you need further assistance or have questions, please contact me.
As MSI Travel Coordinator, my principal duties are:
1. to process reimbursement of out- of-pocket expenses for MSI faculty, researchers, staff, and students for research trips and attendance at scientific meetings
2. to process direct payment of:
• registration
• airfare
• hotel (deposit only)
3. to obtain travel advances for traveler
4. to provide information regarding UC and funding agencies’ travel regulations and policies.
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| All the forms are PDF files. You need Acrobat Reader to view them. |
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It is the traveler’s responsibility to submit complete information and receipts to the MSI Travel Coordinator, Marisol Hernandez, and to respond quickly to all requests. If insufficient information is given or required receipts are lacking, travelers will be contacted and asked to provide them. Reimbursement of expenses is not possible and will be delayed until the missing information is obtained. The length of these delays depends upon the amount of time it takes the traveler to respond. It is also the traveler’s responsibility to sign and return vouchers immediately. |
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Deadlines and required forms to fill out are dependent upon who pays for an item: UCSB or the individual person. Travel purchases are divided into two categories:
1) those made with money advanced by UCSB (university advances);
2) those made out of pocket by an individual.
To obtain a university advance, you must fill out the form TRAVEL ADVANCE REQUEST. Advances cannot be issued more than 30 days prior to start of trip. Advances must be cleared by a travel voucher within 20 days after completion of the trip. Please keep in mind that a travel advance is not only money issued to you for trip expenses but also money issued in your name to pay airfare, registration fees, housing deposits, etc. Even when the money does not come to you directly, you, as the traveler, are still responsible for clearing out the advance. Even when the expense was paid directly by MSI, it is the traveler’s responsibility to obtain the necessary receipt to clear out the advances. Subsequent advances will be denied pending completion of a travel voucher for uncleared advances. After 120 days, outstanding advances will be reported to the IRS and thus subject to taxes. |
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A. Airline (even if paid directly by MSI)
B. Rental car, rail, airbus
C. Local transportation costing $75 or more (i.e. Taxi)
D. Miscellaneous expenses of $75 or more (supplies)
E. Itemized hotel receipts (credit card carbon copies not accepted)
F. All conference registrations (even if paid directly by MSI) |
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If you don't have the original or a copy of one of the REQUIRED receipts, please print and complete the "Missing Receipt" memo and turn it in with your travel worksheet to Marisol. |
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Official UCSB Travel Policies
http://ucsbuxa.ucsb.edu/Accounting/Travel.html
Currency conversion link
http://www.oanda.com/converter/classic
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