Managing Your State Fellowship

Travel 

APPROVAL

Below are the procedures required when requesting to travel. 

Travel requests must be approved in advance by host and California Sea Grant. 

1. Well before the requested travel, send an email to your host supervisor requesting permission to travel and include a completed pre-authorization form. The pre-authorization form is available below. 

2.  Once the host approves your travel, please forward that email with the pre-authorization form attached to sgfellow@ucsd.edu. 

All travel must be pre-approved by CASG and your host mentor.  While you may submit all the necessary documents CASG cannot guarantee approval.

Currently we are not requesting an essential form to travel however policy changes quickly and we will let you know if this changes again.  CDC requirements change rapidly due to the evolving nature of the COVID-19 pandemic.  We advise travelers to review their host agency guidelines, New CDC order & the CDC's FAQ page prior to making travel arrangements. All travelers are directed to follow CDC guidance before, during, and upon return from travel.
 

Where can I find the pre-authorization form?
The pre-authorization form is available for download (see Travel Forms) below

What happens if I travel without pre-authorization?
You run the risk of not being reimbursed for some or all of your travel expenses.

May I travel internationally using fellowship funds? 
No. Only domestic travel, is allowed through the fellowship. However, there are some states currently subject to California’s ban on state-funded and state-sponsored travel. So please contact sgfellow@ucsd.edu before considering out-of-state travel.

REIMBURSEMENT

At the conclusion of your trip, fill out a Travel Reimbursement Form (available below). Submit this form with all expense itemized receipts to sgfellow@ucsd.edu. 

NOTE: For travel shorter than 24 hours, meals can only be claimed if you had:

• An overnight stay and you provided a lodging receipt
• A working meal was scheduled as an integral part of a meeting or conference (include the agenda for the meeting that itemizes the meal)

Can I hold on to my travel receipts until the end of my fellowship so I can receive one lump sum?
No. Reimbursements for travel expenses need to be submitted within 30 days of the trip’s completion. Reporting of expenses submitted after 44 days may be treated as taxable, or may not be paid.

AIRFARE

All travel must utilize the most economical mode of transportation and commonly traveled route. If you have any questions, please contact sgfellow@ucsd.edu.

• Please provide an e-ticket, original passenger receipt, or travel agent receipt that shows traveler’s name, airfare costs, class of travel (i.e. economy, business, etc.), form of payment, dates, and route.
• Sea Grant will only reimburse the cost of coach airfare.
• Early check-in fees and upgrades are non-reimbursable.
• Please note that all travel must be in compliance with the Fly America Act, which mandates the use of US carriers on all legs of the trip, including code shared flights. PRIOR approval by California Sea Grant is required if a foreign carrier is to be used on ANY portion of a trip. Contact Herminia if you have any questions.

LODGING

• Please provide an itemized copy of the original receipt summarizing cost of daily lodging and other expenses.
• Sea Grant will only reimburse the room rate plus associated taxes. Any other in-room charges such as internet or room service will not be reimbursed.
• If you share a room with another fellow, each person will need to submit an itemized folio that provides individual proof of payment.
• Avoid “package deals” as they’re generally ineligible for reimbursement. Expenses combined in a package usually fail to meet receipt requirements.
• You must be at least 40 miles from home/headquarters (whichever is closer) to be reimbursed for an overnight stay.

MEALS

• Please keep all itemized meal receipts during your trip so you can submit a copy at the conclusion of your trip.
• You may claim only the actual amount spent and that amount may not exceed $79/day for travel lasting 1-29 days.
• If the full amount ($79) is claimed, you will need to provide additional information of why this is so, otherwise the reimbursement request will be rejected (i.e. receipts, meal log and/or clear justification of expense). If you routinely claim the maximum amount under all travel conditions, it will appear that the maximum meal expenses are being used incorrectly. In this case, the UCSD Travel Office will notify you that your expenses will be reported as taxable income.
• Meals are not reimbursable for any trip lasting under 24 hours unless you have an overnight stay and provide a lodging receipt.
• Alcohol will not be reimbursed.

PRIVATE VEHICLE 

• Please provide original receipts for tolls and parking costs. You cannot request reimbursement for gas since you will be reimbursed based on mileage.
• The IRS standard mileage rates for the business use of a car (also vans, pickups or panel trucks) is 65.5 cents per mile (mileage rate includes the cost of fuel).
• You must seek pre-approval of mileage from California Sea Grant if your mileage exceeds 120 miles round-trip. Renting a car is preferred for trips more than 120 miles. 
• If you are carpooling, only the driver can claim mileage reimbursement.
• Flying vs. Driving – When choosing surface transportation in lieu of air travel, the total cost of surface transportation cannot exceed the equivalent lowest cost airfare. Proof of airfare cost, such as a screen capture of flights prices during the same time, must be provided.
• UCSD has minimum liability coverage requirements for personal vehicle insurance. If you use a private automobile for fellowship-related travel, you must provide proof of personal vehicle insurance that meets the University of California’s minimum liability coverage requirements:
  • $50,000 for personal injury to or death of one person
  • $100,000 for injury to or death of two or more persons in one accident
  • $50,000 for property damage. 
• If your private automobile is damaged when you are using it to conduct UC San Diego business, contact your own automobile insurance company to find out your coverage, make claims, and arrange for repairs. 

RENTAL CARS

• You will need to provide an itemized copy of the rental car and gas receipts with proof of payment to request reimbursement.
• Rental car reimbursement is for up to an economy/ standard model unless a no-cost upgrade is provided.
• Any expense for upgrading, including for a built-in GPS, is generally not eligible for reimbursement.
• To minimize expenses, return the rental car with specified amount of gas in the tank so that refueling by the agency is not required.
• If you are carpooling with other fellows, you can split the total cost. Please make it clear as to how much each person paid when you submit for reimbursement.

Reserving a car

To rent a car, you must make your reservation by phone using UCSD ID codes. Per university policy, any add-on insurance for rental cars are generally not eligible for reimbursement because the university contracts with partner agencies to give us discounted rates which include coverage. The only way to insure that your rental car has insurance coverage, and that these expenses are reimbursable, is to book your rental car using our UCSD agreement codes. Please follow the steps below when renting a car.

1. Call your selected agency (refer to Step 3 below for contact information).
2. Confirm that you are renting a car for UCSD business travel and that you want the university rate.
3. Provide the Agreement UCSD ID for the agency you have selected:

   Dollar & Thrifty: Reservations with Dollar & Thrifty available only through a Connexxus via Balboa Travel (online or agent) and SWABIZ.

   Enterprise: Agreement UCSD ID: XZ32F01
   Rental phone: (800) 261-7331

   Hertz: Agreement UCSD ID: 72129
   Rental phone: (888) 222-0286

   National: Agreement UCSD ID: XZ32F01
   Rental phone: (800) 227-7368

4. Confirm that the Collision Damage Waiver (CDW), also known as a Loss Damage Waiver (LDW), and liability insurance are included as provided by the UC Agreement. Decline any CDW or liability insurance coverage offered by the agency.
5. Note: If the type of travel requires a vehicle that is not covered by an agreement (such as some vans, trucks, and SUVs), then you may purchase collision damage coverage and be reimbursed after travel is over.
6. Confirm that the UC agreement special rate ID is noted on the contract before you sign it. Agreement codes are listed above in step 3. You must submit an original, itemized receipt for car rental reimbursement.

CONFERENCE & REGISTRATION FEES

• Please provide a copy of the original receipts indicating traveler’s name, cost, date, type of payment, and event title.
• Conference and registration fees are reimbursed with your travel expenses after your trip has concluded.

SPLITTING EXPENSES WITH ANOTHER FELLOW

• Lodging – Each person must submit an itemized receipt with proof of their payment.
• Meals – Each person must submit an itemized receipt with proof of their payment.
• Private vehicle – Only the person driving may request reimbursement for mileage.
• Rental cars – Each person must submit an itemized receipt with proof of payment.
• Conference & registration fees – These expenses cannot be split. You must have your own individual receipt.
• Please note: You cannot pay the full amount of any travel expenses and request reimbursement from another fellow’s travel funds. If you pay for the expense, once approved, the expense will be reimbursed to you using your allocated travel funds. No exceptions.