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In order for a travel and entertainment (T&E) reimbursement to be processed prior to winter closure, the related Concur expense report must have an Approved & In Accounting Review status by 5 p.m. PT Wednesday, December 3. Reports reach this status once they have completed all departmental approval steps and been routed to Travel Accounting for final review and processing.

Audit Findings – Long-Term Foreign Lodging Charged to Federal Funds

Learn about the requirements for completing expense reimbursement requests for long-term foreign lodging charges to federal funds.

To: DEANS, DIRECTORS, DEPARTMENT CHAIRS, and ADMINISTRATIVE OFFICERS

Re:   Audit Findings – Long-Term Foreign Lodging Charged to Federal Funds

Dear Colleagues:

Due to the recent NSF audit, the Travel Accounting office would like to clarify what is required under UC Policy BFB-G-28 regarding reimbursement for long-term foreign lodging charged to federal funds. Long-term foreign travel is defined as staying in one location outside of the United States for 30 or more consecutive days (but less than one year). When completing expense reimbursement requests for long-term foreign lodging charged to federal funds, the following requirements apply:

  • The per diem allowance for long-term travel is up to 100% of the applicable federal per diem rate. Travelers should only claim actual lodging expenses up to the per diem rate.
  • Receipts for long-term lodging that support the reimbursement claim should be kept on file within the department and retained for such periods as required by either UC or the sponsor’s retention policy. Receipts must be retained by the department even if the per diem allowance is claimed.

As stated above, this guidance only applies to federally funded long-term foreign travel. If you have any questions, please feel free to email me at smonatlik@finance.ucla.edu or call me at (310) 794-6724.

Sincerely,

Scott Monatlik
Senior Director
Corporate Financial Services

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Policy