Please use the below information to guide you in making travel plans and managing the financial aspects of travel reporting. Your travel will need to be approved in advance. 

1. For flights use Connexxus (Shorts, UC Travel, BCD Travel or Southwest) to book your flights online.  Use your CTE card to pay.
2. For charter buses, the quote(s) should be submitted to CruzBuy via requisition (one per charter company). UCSC Procurement maintains a list of Approved Charter Bus Companies. If the charter company you require is not on the approved list, you will need to manually enter the supplier's information on the vehicle rental/charter CruzBuy form and procurement will begin the vendor onboarding process. As long as they meet UCSC's terms & conditions and have the appropriate insurance coverage, they will become a new approved supplier.
3. For hotels, use your CTE card to book rooms by completing the credit card authorization form.  All hotel contracts need to be sent to businesscontracts@ucsc.edu for review and signature.
   1. Remember to let the hotel know that UCSC is tax exempt to decrease the taxes applied to your bill. Please provide the following information as required by the hotel.
      1. IRS 501(c)(3) letter
      2. W-9
      3. IRS 509(a)(1) letter. 
      4. State of California Franchise Tax Board tax exemption letter.
4. For van transportation

1. Athletics & Recreation vans - submit the facility reservation form for vehicle use.
2. Fleet Services van rental - Use the UCruz Reservation Form. You will need to provide a FOAPAL and list the A&R Business Manager as the department authorizer.
3. Connexxus Rental Van services- Choose between UC Travel or BCD Travel to select your rental car company. Enterprise Vans are preferred as they have the most availability nationwide.

Notes & Best Practices:

• Ensure the group leader pays for all travel expenses.
• If cash is necessary, in advance of the trip complete a Travel Advance Request (TAR).
• If you must spend out-of-pocket, use a Post Travel or Direct Pay Form for reimbursement.
• Keep all receipts organized. You will determine which receipts are to be provided when preparing your post travel documentation based on UCSC travel policy (receipt policy).
• Using Connexxus: Because you are using your CTE, you will not need a trip number. If there is ever a point when the system asks for a trip number or “reference number” you can enter 0000.

For Questions contact:

travelhelp@ucsc.edu

pshelp@ucsc.edu (Procurement)