Need Assistance with Travel and Expenses?

Currently Processing Reimbursement Requests Submitted On: May 16, 2025

Please use this request to initiate the expense reimbursement process in Concur for travel and entertainment-related expenses, Travel and Entertainment Card, and non-travel out-of-pocket transactions.

If you are submitting a request for a non-UC Merced employee, please complete a Concur Non-Employee Setup Request and attach it to your submission for processing. Note that students on fellowships and those without an employee ID must also complete this form if they have not done so previously.

Please use the P-Card Receipt request for all authorized purchases made with your Procurement Card (P-Card) that fall outside the General Purchasing process.

What do I need to do?

To ensure a smooth and efficient reimbursement process, please provide the following:

• Itemized Receipts: Attach receipts in PDF only.
• Detailed Business Justification: Include a detailed explanation using the 5Ws method (Who, What, When, Where, Why).
• Chart of Accounts (CoA) or POET: Provide the relevant accounting information.
• Additional Supporting Documentation: Include any relevant documents such as:
  • Conference Agenda
  • Event Flyer
  • Attendee List

• Note: Please note that any missing information may result in a delay in processing. 

  Travel & Expense Reimbursement Team Response Time

  Currently Processing Reimbursement Requests Submitted On: May 16, 2025

  Your request will be processed in the order it was received. Please be aware that due to a high volume of inquiries, there may be a delay in our response. You will be notified as soon as we begin working on your request.

  Submit my Expense Reimbursement
   

All campus users, including faculty, staff, and students, who make purchases outside of the General Purchasing process using their Procurement Card (PCard) must submit the associated receipts within 10 business days of the transaction. This is necessary for verification, review, and approval.

Please note that P-Card reconciliation is a requirement to keep your PCard active for usage.

Need a PCard? Download the application, fill it out and obtain all approvals. Send the completed application, with the training certificate, to pcard@ucmerced.edu. The P-card administrator will review the application and request a P-card from the managing bank. You will be notified by the P-card administrator that your card is available to pick up.

What do I need to get started?

COA/POET, receipt, justification, approval

Submit Your Receipt

Let our Travel & Expense Reimbursement Team handle it for you! Please use this request to initiate university business-related travel arrangements for yourself, another employee you support, a student, or a guest. The Travel & Expense Reimbursement Team can assist with booking the following services: Airfare, vehicle rental, and hotel. Please review the specific requirements for each. 

What do I need to do?

• Requested Flight Itinerary: Attach itinerary in PDF only.
• Detailed Business Justification: Include a detailed explanation using the 5Ws method (Who, What, When, Where, Why).
• Chart of Accounts (CoA) or POET: Provide the relevant accounting information.
• Additional Supporting Documentation: Include any relevant documents such as:
  • Conference Agenda
  • Event Flyer
• For Airfare: Traveler's personal information, such as:
  • Name as it appears on government issued I.D.
  • Date of Birth

• Note: Please note that any missing information may result in a delay in processing. 

• Note: If personal time is added to a business trip, you must provide a comparison flight showing the cost of business travel only. If the cost of the flight including personal travel, is higher, or if the personal portion of the trip is longer than the business portion, the full cost of the flight must be paid using personal funds. Reimbursement will be issued after the trip and will only cover the business portion of travel.

Travel & Expense Reimbursement Team Response Time

Please submit your request at least two weeks before your departure date. Your request will be processed in the order it was received. Please be aware that due to a high volume of inquiries, there may be delays in our response. You will be notified as soon as we begin working on your request.

Book Your Travel Reservation

Please use this request arrange university business-related travel for groups (5 or more travelers) where all travelers share the same departing and returning flights (same airline, airport, and travel times). The Travel & Expense Reimbursement Team can assist with booking:

• Group airfare
• Group vehicle rental
• Group lodging

What do I need to do?

To ensure efficient processing, please provide the following:

1. Airfare

• All travelers must be on the same itinerary (same flight times, airline, and airports).
• Submit the Group Travel Spreadsheet with:
• Each traveler’s full legal name (as shown on a government-issued ID)
• Date of birth
• Preferred flight itinerary

2. Rental Vehicle

• The Travel Team can make the reservation for group vehicle rentals only.
• Payment must be made directly by the traveler(s) at the time of pickup.

3. Lodging

• Submit the Group Lodging Request Form.
• Include the hotel reservation confirmation and the hotel’s third-party authorization form for each student or guest to arrange payment.
• Traveler may need to present card at check-in for incidentals.

Note: If there is a contract for group lodging, it must be reviewed and signed by Procurement prior to execution.