Travel & Entertainment AggieTravel

AggieTravel Expense Types

Click on each expense type below for an explanation or view alphabetically in a pdf.

New in 2018!

AggieTravel has new expense types! See below for details.

Other Business Expenses

Professional Membership

Receipts are always required.

Use the Professional Membership expense type to reconcile professional memberships purchased with the Travel card. 

Object Code: 7299

Travel Card Cash Advance and Return

Travel Card Cash Advance

If you take a cash advance (ATM or bank withdrawal) on your UC Davis Travel Visa card, the expense will import into AggieTravel. Use the Travel Card Cash Advance expense type as the parent expense for the imported charge on your travel report. Then itemize this expense to show how the money was spent. 

For example, a traveler may take a $100 cash advance from their travel card to pay for meals throughout their trip. The travel expense report will show the $100 Travel Card Cash Advance as the parent expense type, then the traveler will itemize Meals and Incidental Expenses for each day as appropriate. 

This is only one example of how this expense type can be used. There are many other reasons a traveler may need a cash advance. See your department's AggieTravel SuperUser, your business office travel assistant, or contact travelhelp@ucdavis.edu for more information.

Travel Card Cash Return (Returned to UC)

If a portion of a Travel card cash advance is unused at the end of the trip, there are two ways to reconcile the unused funds.

One option is to use expense type Travel Card Cash Return (Return to UC).

  1. The traveler writes a check to UC Regents in the amount of the unused funds. The traveler's business office deposits the check using the Kuali Financial System (KFS) Cash Receipt (CR) document. The deposit should credit the department’s account – usually the same one that was used to pay for the trip or event.
  2. In AggieTravel, the unused portion of the Travel card cash advance is itemized using expense type Travel Card Cash Return (Return to UC). The expense form will require the CR document number be entered.
  3. A copy of the CR document is attached as a receipt.
Travel Card Cash Return (Traveler to pay US Bank)

Another option is to use expense type Travel Card Cash Return (Traveler to pay US Bank).

  1. In AggieTravel, the unused portion of the Travel card cash advance is itemized using expense type Travel Card Cash Return (Traveler to pay US Bank).
  2. The amount entered must be remitted by the cardholder to US Bank directly. This amount will be marked automatically as Personal/Non-reimbursable in AggieTravel. The cardholder may pay US Bank by mail, phone, or online. For US Bank contact information, visit Contact US Bank.

Travel and Entertainment

Airfare

Paid receipts are always required.

Airfare is used to reconcile out of pocket and Travel card airline ticket purchases.

Tickets purchased using the CTS account will automatically use expense type: CTS Imported Expense.

Object Codes: 

2040 - in-state travel

2240 - out-of-state travel

2940 - foreign travel

Airfare, Additional Fees
  1. Baggage - paid receipt is required if over $75
  2. Ticket Change Fee- provide a comment; paid receipt is required
  3. On Board Internet Access - for business use only
  4. Seat Selection/Reservation - provide a comment; paid receipt is required
  5. Upgrade - provide a comment and indicate upgrade on airline ticket for proper approvals and exceptional routing; paid receipt is required
  6. Priority Access - provide a comment; paid receipt is required if over $75
  7. Other- Provide a comment; paid receipt is required if over $75

Object Codes: 

2040 - in-state travel

2240 - out-of-state travel

2940 - foreign travel

Awards

Awards are typically used in conjunction with Entertainment events, e.g. Service awards, trophies, or gift cards. When a non-cash award is purchased as part of an Entertainment event, ensure policies Bus-79 and G-41 are followed.

Object Code: 8072

Business Services

Use Business Services to claim the cost of ancillary business expenses associated with travel or entertainment. This includes services such as photocopies, faxing, parcel services, etc.

Object Codes: 

2000 - in-state travel

2200 - out-of-state travel

2900 - foreign travel

Car Rental

Paid receipts are always required. See Best Practice: Renting a Car for more details.

Remember: Make ALL car rental reservations through BCD Travel to ensure the UC discounted rates and protections are applied to your car rental.

Car Rental - Class of Service:

  1. Compact/Economy/Intermediate
  2. No Cost or Self Pay Upgrade (Use when traveler pays for their own upgrade)
  3. Upgraded Service (When selected, report will automatically route for exceptional approval; submit required documentation)

Car Rental - Vendor:

  1. Hertz
  2. Enterprise/National
  3. Dollar/Thrifty
  4. Other (Requires a comment)

Object Codes: 

2030 - in-state travel

2230 - out-of-state travel

2930 - foreign travel

Cash Advance Return

The Cash Advance Return is to record excess cash advance that was not utilized on the report. You will still be required to process a Cash Receipt document when returning the money to the University. Include a copy of the Cash Receipt document with the travel expense report.

Please note: this expense type is NOT used for Travel Card Cash Advances. See below for more information.

Conference Registration

Use Conference Registration for reimbursement of the cost of conference, seminar, or lecture, etc. registration fees.

When submitting an expense report to pay your Travel card for conference registration for a group of individuals, the attendance list option should be used to identify the attendees.

Object Code: 2100

Currency Gain/Loss

The Currency Gain/Loss expense type is used when reconciling a cash advance used in a foreign location which gained or lost value against the dollar.

Object Codes: 

2000 - in-state travel

2200 - out-of-state travel

2900 - foreign travel

Entertainment Deposit

Use Entertainment Deposit to account for deposits paid to vendors for events. Entertainment Deposit can be itemized.

Object Codes: 

7250 - non-morale event

7750 - morale event

Employee Morale Event Entrance Fees

Employee Morale Event Entrance Fees are used when claiming reimbursement for the cost of employee morale activities. This should not be used for the purchase of show tickets for entertainment.

Object Codes: 

2000 - in-state

2200 - out-of-state

2900 - foreign

Entertainment Meal, 10 or Less Guests

When hosting a University Entertainment event for 10 or fewer guests, use this expense type to reconcile the cost of a meal. Use the attendance list within the expense to account for the people in attendance.

For more information on using the Attendance List feature within AggieTravel, please visit Attendees.

Object Codes: 

7250 - non-morale event

7750 - morale event

Entertainment Meal, Over 10 Guests

When hosting a University Entertainment event for more than 10 guests, use this expense type to reconcile the cost of a meal. Use the attendance list within the expense to account for the people in attendance, or simply attach a list of the attendees to the report.

For more information on using the Attendance List feature within AggieTravel, please visit Attendees.

For more information on attaching documents to an expense report, please visit Receipts.

Object Codes: 

7250 - non-morale event

7750 - morale event

Entertainment Supplies or Rental (AV, dishes, or other)

Audio or Video Rental is most often used in conjunction with hosting a conference.

If the rental was purchased as part of a rental agreement, please include a copy of the rental agreement in the reimbursement expense report.

Object Codes: 

7250 - non-morale event

7750 - morale event

Gas or Fuel

Gas or Fuel is not used in place of claiming personal vehicle mileage per UCOP Travel Policy G-28. Use the Gas or Fuel expense type when reconciling the purchase of gas or fuel for rental cars and other approved modes of transportation.

Object Codes: 

2030 - in-state travel

2230 - out-of-state travel

2930 - foreign travel

Ground Transportation

Ground Transportation is used to reconcile all forms of ground transportation with the exceptions of rental cars and mileage claims.

Select Vendor Type:

  1. Parking/Tolls
  2. Taxi/Uber/Lyft
  3. Shuttle Bus
  4. Train/Light Rail/Rapid Transit
  5. Other (Requires a comment)

Object Codes: 

2000 - in-state

2200 - out-of-state

2900 - foreign

Laundry (Trip Over 6 Days)

If a trip lasts more than six days, laundry services may be approved for reimbursement. This expense can be added to lodging itemization, if the laundry was part of the lodging costs, or it can be claimed separately.

Object Codes: 

2020 - in-state

2220 - out-of-state

2920 - foreign

Lodging

Paid receipts are always required.

Use Lodging for typical lodging costs, including hotel, Airbnb, and other lodging facilities. This expense type requires an itemized receipt be submitted with the expense report, in addition to itemizing the nightly costs.

See Lodging-Other for Deposits, Host Gifts, and Long-Term Lodging.

Object Codes: 

2020 - in-state

2220 - out-of-state

2920 - foreign

Lodging-Other

Paid receipts are always required.

  • Lodging, Deposit is used to pay for a lodging deposit.
  • Lodging, Host Gift is used to pay for a host gift, per policy G-28. Receipts are required for host gifts of $25 or more and are limited to no more than $75 per host, regardless of the duration of stay.
  • Lodging, Long-Term is used for stays exceeding 30 days and may be entered as one amount for entire duration. Provide a comment including the dates of lodging.

Object Codes: 

2020 - in-state

2220 - out-of-state

2920 - foreign

Meals and Incidentals (incl. tips)

Meals & Incidental Expenses is used to claim the cost of meals and tips associated with travel. AggieTravel offers a quick-itemization feature to separate any personal or non-reimbursable expenses.

Object Codes: 

2010 - in-state

2210 - out-of-state

2910 - foreign

Meeting Room Rental

Paid receipts are always required.

Meeting Room Rental is most often used in conjunction with hosting a conference.

If the rental was purchased as part of a rental agreement, please include a copy of the rental agreement in the reimbursement expense report.

Object Codes: 

7250 - non-morale event

7750 - morale event

Mileage - Google Maps

Use Mileage - Google Maps when entering a single trip or a multi-legged single day trip. The Google Maps mapping service is built directly into the expense type!

Note: Do NOT select the 'personal' check box within the Google Maps feature. Doing so will reduce your reimbursement by the miles marked personal.

Object Codes: 

2000 - in-state

2200 - out-of-state

2900 - foreign

Mileage Log

Use Mileage Log to enter multiple trips, i.e. monthly or quarterly.

This expense type requires a mileage log. Complete the log and attach it with your receipts.

See the travel Forms page for the correct PDF form to use with this expense type.

Object Codes: 

2000 - in-state

2200 - out-of-state

2900 - foreign

Miscellaneous

If there is not another more appropriate category to claim the expense under, use Miscellaneous.

Object Codes: 

2000 - in-state

2200 - out-of-state

2900 - foreign

Personal/Non Reimbursable

When a portion of an expense is not being claimed, itemize the expense and use Personal/Non Reimbursable. 

If a Travel card transaction is personal or non-reimbursable, update the expense type to Personal/Non Reimbursable. The traveler must write a check payable to US Bank for Personal/Non Reimbursable expenses paid using the Travel card.

Write a check to “US Bank” and include the account number on it.

Send it to:

Corporate Payment Systems

P.O. Box 790428

St. Louis, MO 63179-0428

Show Tickets

Show Tickets is for the cost of tickets to a sporting, theatrical, or musical event furnished to a prospective donor or employee in connection with the conduct of official University business.

All reports including Show Tickets will route for exceptional approval. 

Object Codes: 

2000 - in-state

2200 - out-of-state

2900 - foreign

Student Program Entrance Fees

Student Program Entrance Fees are used when claiming reimbursement for the cost of programmatic or academic activities. This should not be used for the purchase of show tickets for entertainment nor for the purchase of passport or visa expenses.

Object Codes: 

2000 - in-state

2200 - out-of-state

2900 - foreign

Supplies and Materials

Use Supplies and Materials for reimbursement of necessary items purchased while on travel status or while preparing for an entertainment event.

Object Codes: 

2000 - in-state

2200 - out-of-state

2900 - foreign

Travel Agency Fees

Use Travel Agency Fees to claim service fees charged by travel agencies to make your travel reservations.

These fees do not include insurance of any kind.

Please note: tickets purchased using the CTS account will use expense type: CTS Imported Expense.

Object Codes: 

2000 - in-state

2200 - out-of-state

2900 - foreign

CTS Imported Expenses

CTS Imported Expense

Receipts are always required.

CTS Imported Expense is automatically used with CTS expenses imported into AggieTravel. This is not an expense type that should be selected for Travel card or out of pocket transactions.

All CTS Imported Expenses require itemization to update the actual date of the expense and to clarify the expense type, i.e. CTS Hotel, CTS Airfare, CTS Entertainment, etc.

CTS Airfare

When airfare is purchased through AggieTravel or through one of our other CTS partners, the ticket and any associated fees will import into AggieTravel. The cost of the airfare is itemized under expense type CTS Airfare. 

Object Codes:

2040 - in-state airfare

2240 - out-of-state airfare

2940 - foreign airfare 

CTS Entertainment Meal, 10 or Less Guests

When hosting a University Entertainment event for 10 or fewer guests, use this expense type to reconcile the cost of a meal.

Object Codes:

7250 - business meeting

7750 - social activity

CTS Entertainment Meal, Over 10 Guests

When hosting a University Entertainment event for over 10 guests, use this expense type to reconcile the cost of a meal.

Object Codes:

7250 - business meeting

7750 - social activity

CTS Entertainment Supplies

Entertainment Supplies is most often used in conjunction with hosting a conference.

Supplies include audio/visual rentals, table linens, etc.

Object Codes:

7250 - non-morale expenses

7750 - morale expenses

CTS Fees

The most common CTS Fees are Travel Agency Fees charged by our CTS partners.

Object Codes:

2000 - in-state airfare

2200 - out-of-state airfare

2900 - foreign airfare 

CTS Lodging

CTS Lodging is billed when guests stay with one of our local CTS lodging partners. 

Object Code: 2020

CTS Other

Use CTS Other when expenses do not fall under one of the other CTS expense types.

Object Codes:

2000 - in-state

2200 - out-of-state

2900 - foreign

Foreign Travel

Per Diem Lodging

The Per Diem Lodging expense type may be selected in lieu of using the Travel Allowance (per diem itinerary) function in AggieTravel. 

When using the Per Diem Lodging expense type, you'll need to attach an image of the federal per diem rates found here: https://aoprals.state.gov/web920/per_diem.asp

Please note: Per Diem Lodging is only for use with travel of 30 days or more and foreign travel.

Object Codes:

2020 - in-state travel

2220 - out-of-state travel

2920 - foreign travel

Per Diem Meals

The Per Diem Meals expense type may be selected in lieu of using the Travel Allowance (per diem itinerary) function in AggieTravel.

When using the Per Diem Meals expense type, you'll need to attach an image of the federal per diem rates found here: https://aoprals.state.gov/web920/per_diem.asp

Please note: Per Diem Meals is only for use with travel of 30 days or more and foreign travel.

Object Codes:

2010 - in-state travel

2210 - out-of-state travel

2910 - foreign travel

Group Travel

Group Airfare

Paid receipts are always required.

Use Group Airfare for Group Travel when multiple tickets are purchased on the same receipt, or when a group leaders pays for multiple travelers’ airfare.

Object Codes:

2040 - in-state travel

2240 - out-of-state travel

2940 - foreign travel

Group Lodging

Paid receipts are always required.

Group Lodging is only used with Group Travel. This expense type provides a convenient way to claim group lodging expenses, without having to itemize the entire receipt in AggieTravel. However, always attach the itemized receipt to the report.  

Use the attendance list feature or attach an attendance list to the report.

Object Codes:

2020 - in-state travel

2220 - out-of-state travel

2920 - foreign travel

Group Meals

Group Meals is only used with Group Travel.

To account for the group of travelers, use the attendance list feature or attach an attendance list to the report.

Object Codes:

2010 - in-state travel

2210 - out-of-state travel

2910 - foreign travel

Moving & Relocation

Relo - Airfare

Paid receipts are always required.

Use expense type Relo - Airfare to reconcile out of pocket and Travel card airline ticket purchases associated with moving or relocation.

Tickets purchased using the CTS account will automatically use expense type: CTS Imported Expense.

This expense may be taxable.

Object Code: 2700

Relo - En Route Lodging

Use Relo - En Route Lodging for typical lodging costs, including hotel, Airbnb, and other lodging facilities associated with overnight stays while in transit from origin to destination. This expense type requires an itemized receipt be submitted with the expense report.

This expense may be taxable.

Object Code: 2700

Relo - House Hunting

Paid receipts are always required.

The expense type Relocation House Hunting is used to reimburse the cost of house hunting expenses associated with relocation. 

This expense is taxable.

Object Code: 2700

Relo - Meals & Incidental Expenses

Use Relo - Meals & Incidental Expenses to claim the cost of meals and tips associated with relocation.

This expense may be taxable.

Object Code: 2700

Relo - Mileage Google Maps

Use Relo - Mileage Google Maps when entering a mileage associated with  moving or relocation. The Google Maps mapping service is built directly into the expense type and will calculate the most accurate mileage reimbursement.

Ensure the vehicle type chosen corresponds to the Relocation mileage rate. See Personal Car for more details.

Note: do NOT select the 'personal' check box within the Google Maps feature. Doing so will reduce your reimbursement by the miles marked personal.

This expense may be taxable.

Object Code: 2700

Relo - Other Expenses

Paid receipts are always required.

Use Relo - Other Expenses for reimbursement of funds paid directly to a moving company.

This expense may be taxable.

Object Code: 2700

Relo - Temporary Lodging

Paid receipts are always required.

Relo - Temporary Lodging is used to reimburse the cost of temporary lodging associated with relocation. This does NOT include the cost of lodging while in transit from origin to destination. Use Relo - En Route Lodging for lodging while in transit.

This expense is taxable.

Object Code: 2700

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