Table of Contents | Index
Definition | Decisions | Initiating Actions | Payment Process | Authorization | References  

This guide is applicable to short-term appointees on extramurally funded projects, visiting appointees, teaching assistants, teaching fellows, associates or acting instructors, research assistants in agriculture, and lecturer or senior lecturer. See Payment Guideline #6 for faculty & staff moving, pre-house hunting, & intercampus transfers.

Definition:

TRAVEL EXPENSES:

The types of appointee's listed below are authorized for travel expenses only.   Eligibility does not include removal expenses.

• Short-term appointees on extramurally funded projects (Contracts & Grants) not to exceed one year.  This includes instructional appointees, appointees to professional research titles (excluding research assistants), or to the postgraduate research title in accordance with APM-570-0.

• Visiting appointees to include research assistants (all funding sources) when employed at full time for a least one quarter in accordance with APM230-20-i.                 
• Lecturer or senior lecturer, including assistant _______ [non-professorial], holding a special short-term appointment (two quarters or less) on a terminal project financed from extramural sources may receive a round-trip aircoach allowance or the equivalent when such expenses may be defrayed within the terms of the contract or grant in accordance with APM-283-20(e).

Business & Finance Bulletin G-28 does not apply to Relocation Travel Expenses.

The below listed are authorized moving (removal) expenses:

In accordance with APM-561 Removal Expenses/Assistants, teaching assistants, teaching fellows, graduate students appointed as associates or as acting instructors, and research assistants in agriculture are authorized to be paid a flat rate depending upon the point of origin of the authorized travel and without regard to actual expenses, in accordance with the schedule describe in APM 561-18 Removal Expenses/Assistants.

In accordance with APM-560-14(c) Removal Expenses/General, appointees on extramurally funded projects (EMF Contracts & Grants) exceeding one year are eligible for reimbursement of removal expenses.  This includes instructional appointees, appointees to professional research titles (excluding research assistants) or to the postgraduate research title.  See AP Guideline #6 Moving, Pre-House Hunting & Intercampus Transfers.

In accordance with APM-560-14(d) Removal Expenses/General, visiting appointees and research assistants who are subsequently appointed to the regular faculty ranks or to the regular professional research series are eligible for reimbursement of removal expenses beyond the amount of travel expenses previously reimbursed.  See Payment Guideline #6 Moving, Pre-House Hunting & Intercampus Transfers.

In accordance with APM 283-20(e) Lecturer and Senior Lecturer, lecturer or senior lecturer, including assistant _______ [non-professorial], are not eligible for removal expenses, since at the time of appointment the appointee is not regarded as an early candidate for appointment in the professorial series.

All relocation travel and moving expense payments are submitted to AP for W-2 tracking on the UCSC Moving, Pre-House Hunting, Intercampus Transfer and Relocation Travel Reimbursement Form with a copy of the employment offer letter attached. This includes purchase order payments made to vendors on invoices AP receives from the unit.  Include in the letter the amount of moving cost the university will pay, employee’s position, and if start up funds can be used for moving.  If this information is not in the body of the letter, then annotate the requested information on the UCSC Moving, Pre-House Hunting, Intercampus Transfer and Relocation Travel Reimbursement Form.

Reimbursements for out-of-pocket expenses, including those paid to a third party, are requested on the UCSC Moving, Pre-House Hunting, Intercampus Transfer and Relocation Travel Reimbursement Form. 

* Moving (removal) expenses and/or reimbursements are 1099 reportable to the employee. This process is used to track the payments, and at year end the payments received by the employee will be reflected on the employees W-2. The employee will not receive a Form 1099.