Reimbursements

All expense reports for travel and business meeting reimbursements must be submitted via Concur by a UCSB Employee.

Please review the overview below and the guides on the right of this page before starting a transaction.

Miscellaneous Reimbursements

Expenditures incurred for supplies and services purchased in support of the University's mission. Whenever possible, one of UCSB's established and approved purchasing methods, either Gateway or the Flexcard, should be used in place of a miscellaneous reimbursement. Per policy you may not be reimbursed if the campus determines that the purchase was not critical or that you paid more than a contracted vendor would charge. Procurement Services is now reviewing reimbursement requests and may decline some or all expenses claimed.

Business Meeting & Entertainment Reimbursements

Expenditures for meals or light refreshments and related services incurred in connection with events that are primarily social or recreational activities in support of the University’s mission. Such activities must support an underlying University business purpose such as promoting goodwill, donor cultivation, etc.

Declaration of Missing Evidence

If you are unable to locate original receipts for your reimbursement, please complete a Declaration of Missing Evidence for each missing receipt and substantiate with an alternate proof of purchase.

Non-Employee Reimbursements

If you are not an employee in the UCPath System, your reimbursement will need to be processed by a staff member as a “Guest” in the Concur system. If you WERE employed by UCSB, but your employment status has lapsed, you will also need to have your reimbursement processed by a staff member and will need to fill out the Guest Traveler Worksheet and possibly also the Declaration of Immigration Status form. Please contact Jorge Pichardo to initiate the process.