Reimbursement Requirements

We look forward to your participation at the upcoming Specialist Meeting, Spatial Search, which will be held December 8–9, 2014 at the Upham Hotel.

If we are reimbursing you for your travel expenses, please bear in mind that you must travel by a U.S. air carrier (unless none exist or the cost is in clear excess of our budget), and that we can only cover the cost of an economy-class seat. Reimbursements for international travel will be $1200, and for domestic travel $700. You can refer to our link on travel and accommodations for more information on travel to Santa Barbara (http://spatial.ucsb.edu/2014/spatial-search/accommodation).

The Upham Hotel will bill us directly for your room, so please do not include that in your travel reimbursement request.

Below, you will find a list of the documents required by UCSB to process a reimbursement for your travel expenses. UCSB Accounting requests that you submit your expenses within 30 days of travel. You can expect approximately 3 weeks to receive your reimbursement.

Please read the portion that corresponds to you, as there are different requirements for U.S. citizens and non-citizens.

Bear in mind that UCSB requires original documents and original (not digital) signatures.

For U.S. Citizens:

  1. Travel Claim Form [pdf]
  2. Copy of e-ticket or credit card statement that shows payment
  3. Travel itinerary
  4. Boarding pass stub (original, please do not discard!)
  5. Any other travel-related receipts (taxis, airbus, car rental contracts, etc.)
  6. If you are traveling by car, please be sure to record your mileage and save your gas receipts. You will also have to verify your license plate number and confirm that you have liability insurance.
  7. Be sure to sign your Travel Claim Form and provide a mailing address for the check to be sent to.

Since travel requirements for non-U.S. citizens have changed so much and visas are no longer required for travel from certain countries, you may not need to submit items # 9 and # 10. Please submit what is applicable to your particular situation

For non-U.S. Citizens:

  1. Travel Claim Form [pdf]
  2. Copy of picture page of passport
  3. Copy of Visa page, inside the passport
  4. Copy of Green Card, if relevant
  5. Copy of I-94 arrival/departure record (issued at port of entry into the U.S.)
  6. Copy of e-ticket or credit card statement that shows payment
  7. Travel itinerary
  8. Boarding pass stub (original, please do not discard!)
  9. Immigration status form (attached and available online at Immigration Status Declaration Form [pdf]
  10. B/1, B/2, WB, and WT visas: Certificate of Academic Activity Form [pdf]
  11. Any other travel-related receipts (taxis, airbus, car rental contracts, etc.)
  12. Be sure to sign your Travel Claim Form and provide a mailing address for the check to be sent to.

I will collect your documents on December 8 and 9; if you don’t have copies of International items 2, 3, and 4, we can Xerox them for you while you are here.

It is important that you submit all documents that apply to your entry to enable the university to process the reimbursement without delay. Again, please retain your boarding passes.

Mailing address:

Karen Doehner
Center for Spatial Studies
Dept of Geog. 4060
UCSB
Santa Barbara, CA 93106-4060

Last modified: December 11, 2014