Travel Services

Here are the latest reimbursement rates for UCLA employees who are traveling on business or hosting an entertainment function where meals and light refreshments are part of doing business:

*When the entire length of a trip is fewer than 24 hours:

• Meals for single-day travel will not be reimbursed unless the travel includes an overnight stay that is verified by a lodging receipt.
• If no receipt is available, the traveler must include a statement with the travel expense voucher explaining why (e.g., the traveler lodged with a friend or relative, stayed overnight at the airport or took alternative transportation requiring the traveler to be away overnight).
• An exception to the overnight-stay requirement may be allowed when a traveler incurs a meal expense in connection with a business meeting (e.g., a working lunch scheduled as an integral part of a meeting or conference).

**When planning an entertainment event, keep in mind:

• A buffet reception—depending on the time of day it is held—is reimbursed at the applicable meal rate. Brunch is reimbursed at the lunch rate.
• The amounts in the chart include the cost of the food and beverages, labor, sales tax, delivery charges and other service fees. If a reception before a meal includes beverages and hors d’oeuvres, the reception and the meal should be treated as a single event when calculating costs.
• The costs of room rental, room setup fees, media rental, decorations, etc., are not included in the per-person costs.