August
19, 2001
DEANS,
DIRECTORS, DEPARTMENT CHAIRS, AND ADMINISTRATIVE OFFICERS
Re:
Revisions to University of California Policies Governing Travel &
Entertainment
Dear
Colleagues:
This
memo is to advise you of some important changes to University policies related
to travel and entertainment.
Use
of business- or first-class travel.
In December 2000, the University of California Business and Finance
Bulletin governing travel was amended to allow for business- or first-class
travel for flights of ten hours or more. That
policy has now been rescinded by the Office of the President, effective
immediately.
The
decision to rescind this policy amendment is based on the fact that the federal
Office of Management and Budget (OMB) Circular A-21, which governs the
allowability of costs charged to federal contracts and grants, does not
recognize a flight of ten hours or more as a necessary requirement that would
warrant the reimbursement of business- or first-class air accommodations.
This determination, in conjunction with the UC Budget Office’s
determination that the additional cost of such flights may not be reimbursed
from State funds, including Off-the-Top and Educational Fee funds, were key
factors in the Office of the President decision to rescind the policy amendment.
As
has been the case prior to the December policy revision, business- or
first-class travel may be authorized on unrestricted funds when its use is
necessary to reasonably accommodate a disability or special medical condition of
a traveler. Such medical condition
or disability must be documented by a medical practioner licensed within the
state of California; this documentation must be provided to the Travel Office
when claiming reimbursement.
Travelers
who have purchased business- or first-class tickets for travel in excess of ten
hours between the dates of December 15, 2000 and August 15, 2001 (that is,
between the dates when the policy was revised and when the revision was
rescinded), will be granted exceptions for reimbursement of such airline tickets
if unrestricted funds are used to cover the cost of the tickets.
Meal
and Incidental Expense Maximums. The
following adjustments in the maximum allowable amounts for meals and incidental
expenses are being made in response
to cost increases that have occurred since the rates were last adjusted.
The Travel and Overtime meal rates are periodically adjusted using the
annual average percent change in the Consumer Price Index - All Urban Consumers
(CPI-U). The rates for
Entertainment meals are adjusted to reflect changes in the market rates for
conferences and catered meals. All adjustments are effective September 1,
2001.
Meal
and Incidental Expenses Incurred under University Travel Policy (BFB G-28):
The maximum amounts authorized for
daily meal and incidental expenses for travel within the continental United
States are being increased as follows:
Duration of travel
Current Maximum
Maximum Effective 9/1/01
10-24 hours
$ 26
$ 33
Over 24 hours
$ 46
$ 50
(less than 30 days)
Please note that these maximum amounts
are not to be considered a per diem entitlement.
They are the maximum actual expenditure amounts that an individual
may incur on meals and incidentals during each day on travel status.