HOW TO: Report Expenses

Aggie Expense wordmark button.

Reporting your travel-related expenses:

Travel expenses, along with all necessary backup documentation, must be submitted to Accounts Payable within 45 days of the completion of the trip.
Expense reports submitted after 60 days of the trip or event end date will be reported as taxable income to the employee. Visit Tax Reporting & Compliance for more information.
Recurrent local travel must be reported monthly and/or within 60 days of the end of the first trip being reported.
Long term travel can be reported in segments, ensuring that submission is within 60 days of the segment end date.

Supplier accepts credit cards: Use the AggieExpense system for all travel and entertainment expenses. Typically, payments to a supplier are paid using the Travel card.
Supplier does not accept credit cards: Payment request is submitted using a Payment Request (PDF).
All forms are available on the Supply Chain Forms page.

Travel packages typically do not provide sufficient receipt detail to satisfy reimbursement requirements.
Do not book a package that bundles airfare, hotel, car rental and/or other trip expenses unless you confirm beforehand that an itemized receipt for each type of expense will be provided.

Keep track of your business-related expenses and only claim reimbursement for the actual amount spent. A Travel Expense and Reimbursement Request shall be used to account for all travel advances and expenses incurred in connection with official university travel.
Employees: UC Davis employees can prepare and submit their own AggieExpense reports or they may assign a delegate who can prepare reports on their behalf.
Non-employees: AggieExpense reports for non-employees must be prepared and submitted by a delegate and must include a completed Non-Employee Certification form.

A travel expense report must be processed after EACH trip, even if no reimbursement is due to the traveler (e.g., the only expense was airfare paid with the Preferred Booking Program direct bill option).

Report Type: Choose the correct Event/Trip Type as this determines the required fields and business rules. Visit Expense Reports for more information.