The Travel and Expense Reimbursement Team supports UC Merced in the facilitation of group and individual travel booking, Procurement Card (P-Card), Travel and Expense Card (T&E Card) reconciliation, and out-of-pocket expense reimbursement for UC faculty, staff, students, and campus visitors.
Here is a list of Travel Reservation and Expense Reimbursement services with links to Service Now. You can also use the DFA Service Portal to search quickly for all services provided by the Division of Finance and Administration, including those from Travel and Expense Management.
Follow these links for more about travel and expense policies and compliance:
Submit Your Expense Reimbursement
Currently Processing Reimbursement Requests Submitted On: April 1, 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
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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: April 1, 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 Your Procurement Card (PCard) Receipt
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
Book Individual Travel Reservations
Let our Travel & Expense Reimbursement Team handle it for you! Use this request when you need to: Book a flight on your behalf, for a non-employee, and coordinate payment for non-employee lodging. (Please note hotel reservations may require the traveler to update their credit card information in their Concur profile before execution.)
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
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Note: Please note that any missing information may result in a delay in processing.
Book Your Group Travel Reservation
The Group Travel option is only available when ALL travelers are on the same departing and returning flights (same airlines/airports/travel times). Utilize this request to book UC Merced business-related travel for your group, including airline flights, vehicle rental, and hotel arrangements. (Please note hotel reservations may require the traveler to update their credit card information in their Concur profile before execution.) Be sure to complete the Group Travel Spreadsheet and the Group Lodging Request form for faster processing of your request.
What do I need to get started?
COA, Travel preferences, Purpose, Group Travel Spreadsheet, Group Lodging Request form, Approval
