IDA 632

In limited circumstances, may pre-approve dependent travel and dependent care expenses for a spouse, domestic partner, dependent-care provider and dependents who accompany an existing employee (on bona fide University business) or a prospective employee (for a final interview).

See Sec. 715-01.

Although BFB-G-28 states that more position titles may approve these expenses, UCI allows pre-approval of dependent travel and dependent care expenses for spouses, domestic partners, dependent-care providers, and dependents who accompany existing employees on bona fide University business in limited circumstances. In addition to myself, the approval points are: The Provost and Executive Vice Chancellor, the Associate Chancellor and Chief of Staff, the Associate Provost and Chief of Staff, Vice Chancellors, the CEO–UCI Health System, Deans, and the University Librarian.

May authorize, in writing, a traveler using business or first-class air travel in cases other than the four circumstances listed in BFB-G-28.

May authorize, in writing, a traveler using other higher cost airfares in cases other than the four circumstances listed in BFB-G-28.

May pre-approve reimbursement of travel expenses of a spouse or domestic partner of an accompanying prospective employee to a final interview.

May pre-approve reimbursement of travel expenses of a spouse or domestic partner when they serve a bona fide University business purpose.

Only Vice Chancellors and the CEO–UCI Health System may pre-approve travel expenses for spouses or domestic partners when they serve a bona fide University business purpose.

University travelers are not normally reimbursed for expenses paid on behalf of other persons; however, limited exceptions are permitted (see BFB-G-28, Section V.H.2.f: Spouse, domestic partner, dependent, and dependent-care provider travel) such as in the case of co-travelers who are sharing a room. Exceptions to this rule, such as supervised group trips, must be approved in advance. (See BFB-G-28 Section V.E.4., Payment of Group Subsistence Expenses, for more information.)

• An exception to the minimum miles per day requirement may be approved, if a delay is beyond the control of the individual, e.g., weather, traffic, or to reasonably accommodate a traveler’s disability.
• Use of other higher cost rental car upgrades.
• Valet parking charges in excess of normal parking charges.

Reimbursement for travel away from home in a single work location that extends beyond 2 years.

Exceptions may be granted when one is required due to extenuating circumstances. Any request for an exception must document the circumstances, the need for the exception and the exception may apply only to the extent of actual costs incurred, provided such costs are deemed to be ordinary and necessary under the circumstances.¹

Note: Authority to approve use of private or chartered aircraft is delegated in IDA107.

Expenses requiring additional approval:

• Employee morale building and employee recognition events;
• Entertainment of the spouse or domestic partner, or family members of the official host or guest;²
• Tickets to a sporting, theatrical, or musical event; and
• A cash contribution which includes the cost of a meal or registration fee made to a nonprofit organization in connection with an employee’s attendance at a fundraising event,

shall be approved in accordance with the procedures described in BFB-BUS-79, Section IV (Approval Authority Table) or Section V.A.6.

If the expenditure entails hospitality provided to spouses or domestic partners, or other family members of the official host, or for particular categories of events, additional approval must be obtained before the expenditure will be reimbursed or paid (see BFB-BUS-79, Section IV (Approval Authority Table) or Section V.A.6).

A request to reimburse entertainment, recruitment, or employee morale-building expenses must include a written statement signed by the host and/or the approving authority certifying that the hospitality expenses were incurred for an official University business purpose.

Approval as an exception to policy is required for any expenditure that exceeds the maximum per-person rates for hosted business and entertainment meals and light refreshments.²

• Any request for approval of an exception to the per-person maximum rates must include a written justification for the expenditure. The request must document circumstances which are unavoidable or necessary to accomplish a University business purpose.
• The fact that actual costs exceeded the authorized rate is not in itself justification for the higher reimbursement rate.
• The individual delegated authority to approve exceptions must assure that the required written justification is adequate and that the expenses meet all other approval requirements contained in BFB-BUS-79, Section V.A.2 before approving the expenses.
• Reimbursement of such expenses is limited to the actual documented costs incurred.

To conform to IRS regulations governing business expenses, UCI will not reimburse costs to a UC employee or student for meals and light refreshments or related services when the reimbursement results in taxable income to the individual. The exception to this rule pertains to situations when it has been determined that the facts and circumstances (if the expenditures are otherwise substantiated for University business purposes) warrant reimbursement of a late-submitted reimbursement request as taxable income.