Travel Coordinator Guidance: Ancillary Travel Expenses

By Bobbi McCracken (Associate Vice Chancellor for Business & Financial Services and Controller) |
Riverside, Ca –

Dear Travel Coordinators,

The attached new local policy approved by the Chancellor to streamline the reimbursement of ancillary charges is effective immediately.

Please review the policy and coordinate with your financial manager to ensure department procedures are in place to obtain required documentation and approvals as outlined in the local policy. Expenditures should be the categorization in iTravel as follows:

Transportation tab-Baggage

  • Standard checked baggage fees up to 2 bags
  • Carry-on baggage fees up to 2 bag
  • Non-standard check baggage fees

Other tab-Business Expense

  • Seat selection charges—cannot exceed $30. Does not include seat upgrades.
  • Wi-Fi services
  • Seat selection charges in excess of $30. Does not include seat upgrades.

Transportation tab-Airfare

  • Early Check In or priority boarding
  • Seat Upgrade to Economy Plus/Extra Comfort within the economy class airfare or similar--excludes Business or First Class airfares (see BFB G-28 for policy requirements on business or first class airfares)

Questions should be directed to

Attachments: Travel Ancillary Reimbursement Chancellor Local Policy Oct 2018 Approved


Personal Use of UC Travel Agreements