Travel

Reminders Before You Register

Please be a good steward of UC ANR funds! This event is fully funded by UC ANR, so please help us to keep expenses manageable!  

The Travel Approval Process

1. Determine how you plan to travel to and from the event. 
2. Register using your estimated travel costs
3. Traveling or lodging with other(s):
   
   • If you are traveling with others by ground (car, van, etc.), only one person should include estimates for ground travel.
   • If you are sharing lodging, only estimate half of the lodging costs or only one person would estimate and add a note that you are sharing lodging with x. Use this table to estimate total lodging based on the hotel you're using.
4. Within 7-10 business days, you will receive an email either granting approval of your estimated expenses or asking clarifying questions. 
5. Once you have approval, make your travel reservations for air, ground, lodging, etc. 

Tips on estimating your travel funds on your registration form:

Airfare: Please make your airfare reservations early to ensure you receive the lowest cost. We will approve those with airfare requests as quickly as possible to allow the traveler to obtain the estimated fare. You can reserve through UC Davis Connexxus billing a UC account if you do not have a UC issued credit card.

Ground Transportation: Use UC car rental contracts to obtain best rates. If driving to Fresno, consider carpooling whenever possible. Compare rental car versus private car to see which is most cost effective. It's usually more cost effective to rent a car if you're located further from the event. 

Be sure to include estimates of airport parking, ground transportation to and from airport, taxi or ride share, and fuel for rental car. 

Lodging: UC ANR will reimburse lodging based on single occupancy in light of continuing COVID concerns. You may still share lodging if you are comfortable doing so. Be sure to include taxes in your estimate (see the lodging options). Use this table to estimate total lodging based on the hotel you're using.

Lodging for those within 40 miles of the hotel: If your home department or headquarters is within 40 miles of the DoubleTree Fresno, lodging and purchased meals will not be reimbursed, per UC policy.

Parking: Parking is complimentary for those staying at the DoubleTree. Valdez Hall is directly across the street. If you are not staying at the DoubleTree and have to drive to the conference, there are multiple parking garages near the event venue. Estimate $9 per day for each day of parking. Be sure to also estimate airport parking if applicable. 

Meals & Incidentals: Most meals will be provided at the conference, so please only include estimates of necessary in-transit meals. Meals provided: 

Breakfasts: Tues., Wed., Thurs.
Lunches: Mon., Tues., Wed., Thurs.
Dinners: Mon., Tues., Wed. (with baseball game)

For example: If you arrive Sunday afternoon, request only amounts for Sunday dinner and Monday breakfast. If you arrive home on Thursday before 7 PM, please do not request dinner costs for Thursday. 

All attendees are invited to participate in the optional evening events with meals. If you do not want to attend a dinner function, you may drop by and eat your dinner and depart. Dinners purchased when there are evening functions that already include dinner (Monday and Tuesday) will not be reimbursed. 

Accurate Estimates
We realize that there may be slight differences from your estimates to the actual expenses, so we allow for some variance. For example, you do not need to notify us if you did not estimate your fuel costs for a rental car accurately as long as the difference is not significant. If there is a variance more than $100, be sure to let us know. 

Click to see more detailed information on making your travel reservations and reimbursements. 

Lodging for those within 40 miles of hotel

If your home department or headquarters is within 40 of the DoubleTree Fresno, and you receive reimbursement for lodging or meals you purchase on your own (not provided at the conference), those amounts will be reported to the IRS as taxable income and included on your W-2 form.

Reimbursements

Tips for Reimbursements

Agenda: You have to include a copy of the agenda with your form or upload it into AggieExpense. This can be printed to PDF from the website. 

Business Purpose: Please explicitly state the "Business Purpose" or reason for participating in the conference. The Travel Department will return the form to you if the Business Purpose is not explicit. Example is below:

"To attend the 2023 UC ANR Statewide Conference to connect with colleagues from across the state about shared challenges, concerns, opportunities and solutions."

Questions?

For further assistance, please contact your accounting contact or UC ANR Program Support Unit.