uc davis travel

Supply Chain Management

Travel & Entertainment

The UC Davis Travel & Entertainment team supports the needs of UC Davis with a range of services, including expense reimbursement and guidance on policy requirements.

General overview.

Our team develops tools and learning resources for processing travel and entertainment, as well as manages relationships with providers of travel services. 

We recommend starting with the New to Travel page to learn more about the travel process, and set yourself up with success with your future travel planning and reconciliation.

Travel and Entertainment Quality Assurance Team

The Quality Assurance team is responsible for auditing travel and entertainment reports for accuracy, completeness, and compliance with University of California and UC Davis policies. The team utilizes the AggieExpense Expense Reporting system and Aggie Enterprise. The team strives to ensure that all reports are reviewed in a timely manner to meet the needs of university travelers and hosts.

Help Desk and Training Team

The Help Desk and Training team provides customer service to university travelers, hosts, and arrangers related to a wide variety of needs. The team manages the Travel Help Desk ticketing system, provides in-person and online training , and ensures that the website is kept current.   Questions? Contact the Travel Help Desk team ( campus or Medical Center in Sacramento ).

Card Programs Team

The Card Programs team processes applications and other requests related to the Travel Card. In addition, they manage the UC Davis direct billing program for airfare and local hotels . The team is responsible for reconciling outstanding balances and managing agency feeds.

Global Affairs

Travel Security and Resources

Equipping travelers with the right information and resources.

Global Affairs is committed to providing critical travel security resources and tips for UC Davis travelers—from pre-trip preparation and registration to real-time updates and responses—to mitigate the impact of unexpected weather, health, and security incidents.

Trip Registration and Travel Insurance

Per UC Davis policy, international travel on university business must be registered. Trip registration takes less than a minute and affords UC Davis travelers a number of benefits including customized, location-specific alerts to mitigate disruption to travel plans, access to valuable travel insurance and emergency contact information, and timely assistance, including emergency evacuation, in the event of a crisis. 

Please note: travel booked through AggieExpense is automatically registered and no further steps are necessary to register a trip.

Travel Tips and Resources

With UC Davis students, faculty, and staff actively studying, researching and collaborating worldwide, there are hundreds of UC Davis travelers at any given time. Global Affairs is committed to providing travel resources and tips for safe and productive trips.

Travel Checklist

Global Affairs Travel Checklists for before traveling, while at your destination and after returning.

Travel to High-Risk Destinations

Travel to high-risk destinations is subject to review by the Travel Advisory Committee. 

Travel Contacts

Contact information for travel guidance including security assessments, communication plans, travel immunication, export and import control, field research safety and emergencies. 

Contact Information

A.j. leeds​​​​​.

Travel Security Manager Global Affairs (530) 752-4129 [email protected]

Global Affairs

Trip Registration and Travel Insurance

Travel registration and insurance information, trip registration.

Per UC Davis policy   (PPM 300-32, International Travel) , international travel on university business must be registered. Trip registration takes less than a minute and affords UC Davis travelers a number of benefits including:

• Customized, location-specific alerts to mitigate disruption to travel plans
• Access to valuable travel insurance and emergency contact information
• Timely assistance, including emergency evacuation, in the event of a crisis

Note: Travel booked via AggieTravel/Connexxus  is automatically registered and a separate registration is not required. Travel booked outside of AggieTravel/Connexxus must be registered.

Once your trip is registered, you will receive an email from Worldcue ® Traveler. All travelers are strongly encouraged to complete their Worldcue ® travel profile, to include updating emergency and travel contact information, as well as customizing travel alert settings.

In addition to automatic registration , AggieTravel/Connexxus grants UC Davis travelers access to discounted fares, more flexible booking classes, and a number of other travel perks.

Additionally, UC Davis personnel may register  personal travel to receive customized, location-specific travel alerts. 

Register Your Trip

Travel Insurance

UC Davis employees (and their companions) traveling on university business are covered 24 hours a day, worldwide, for a variety of contingencies. Once your  trip is registered , you receive a “Welcome” email that includes access to your insurance card as well as critical emergency contact information.

AXA Assistance, a leading global travel and medical assistance provider, serves all University of California travelers when they travel outside the U.S. for UC-affiliated purposes. For an overview of AXA Assistance services please reference the AXA Overview . Additional services included in the AXA Assistance coverage are Global Teleconsultations and Remote Behavioral Health Crisis Consult.

Global Teleconsultation

UC international travelers can receive the medical care they need without having to step outside. The use of communication technology allows AXA to optimize global medical care and provide 24/7 access to teleconsultation services for UC travelers.

Medical teleconsultation enables travelers to have a healthcare experience via video consult using the ‘Doctor Please!’ mobile app or over a phone call. For minor ailments and conditions, licensed medical providers offer medical advice, treatment options, assistance with prescription refills and provider referrals when needed.

Remote Behavioral Health Crisis Consult

AXA helps international travelers by providing emergency access to U.S. Ph.D. and master’s level mental health professionals by phone for psychological support, crisis intervention and stabilization. The AXA medical team will work in coordination with the mental health provider to find appropriate continued care, whether that be a referral to a local counselor, or to facilitate hospitalization or repatriation when necessary. This service is intended to provide immediate support and transition to appropriate continued care, with a limit of three remote sessions per case while the appropriate follow-up treatment is being arranged.

COVID-19 Coverage

AXA Assistance will cover COVID-19 related medical expenses. This includes care if the traveler does get sick during their travel but will not cover testing. Additionally, quarantine is no longer a trigger in the Trip Delay benefit. It is now a stand-alone benefit for up to $2,000 of eligible expenses. For the quarantine coverage to apply the isolation or quarantine must be a requirement of a medical provider or government. If the traveler isolates as a precaution but is not required by a medical provider or government it is likely to not be covered by the insurance policy.

Employee and Student Benefit Summary

Employee Benefit Summary

Student Benefit Summary

Travel Insurance Coverage for Personal Travel

UC Davis personnel have the opportunity to purchase insurance coverage for their personal travel at nominal rates. Personal travel coverage includes many of the same benefits and services of the University of California’s b usiness t ravel insurance policy.

More Information

UC Davis travelers with general travel security questions are encouraged to contact Global Affairs at (530) 752-4129 or  [email protected] . 

For questions regarding the university’s travel insurance program, contact UC Davis Risk Management at  [email protected] or UC Davis Global Affairs at (530) 752-4129 .

Aggie Adventures Travel Program

For many years, UC Davis alumni and friends have discovered the world on Aggie Adventures. Time and time again, we hear from our travelers that their fondest travel memories involve the human element—fellow Aggie travelers, lecturers, guides, staff and the local community members we encounter during our programs. Aggie Adventures travelers have friends all over the world.

Exploring the globe with a spirit of relationship building is the foundation of every Aggie Adventures tour. Together we delve into the art, music, culture, industry, politics and community life of regions worlds apart from our own, getting to know the heart and soul of a place from the most credible source—the people who live there. Their mutual interest in our way of life often leads to rich cultural exchanges.

View Our 2024/2025 Hosted Trips 

View our 2024/2025 Trips

Travel Insurance Offer

"The trip to China and Tibet was incredible!"

The entire group was comprised of twelve alums with an English speaking Chinese tour guide who was with us the entire time in China and Tibet, sharing customs, history and personal family life in China. UC Davis takes excellent care of their travel group in a professional and joyful fashion.  I highly recommend CAAA Travel. -  Diane Carlson Biggs ‘81

Alumni Wine Club

Enjoy a rich network of alumni wine makers through lively tastings, food pairings and educational events.

Global Learning Hub

Preparing to Travel

Congratulations on your decision to take your education global. Now it is time to get practical. The goal of this resource is to help you build skills that will serve you well over a lifetime of travel and global learning.

Before Departure

Prior to departure, take the time to review the provided information and do your own research so that you are prepared for travel, or prepared to act if the unexpected happens.

• Research your Destination

Country Information

Before traveling, check the U.S. Department of State Country Information to find international travel information such as visas, embassy and consulate locations, vaccinations, etc. Enroll in the Smart Traveler Enrollment Program (STEP) to stay informed and connected.

Travel Advisories

The U.S. Department of State issues a Travel Advisory for each country of the world. Travel Advisories follow a consistent format and use plain language to help travelers find and use important information about safety. Travel Advisories apply up to four standard levels of advice, describe risks, and provide clear actions U.S. citizens should take to help ensure their travel safety. Travelers from other countries may have an equivalent resource with their home country.

For more information on the meaning of advisory levels please visit the U.S. Department of State website. Travel advisories are subject to change at any time.

Centers for Disease Control and Prevention (CDC)

Check the Centers for Disease Control & Prevention for health guidance for travelers, including recommended vaccines or prophylaxis. Read your country page to get a good idea of what risks there are and how to manage them. Discuss any concerns with your healthcare provider prior to travel.

UC Davis monitors U.S. Department of State and the Centers for Disease Control & Prevention travel advisories in relation to our travel programming.

For questions about health and safety, visit our Health and Safety page and speak to the advisor or coordinator for your program to learn more.

• Buying a Plane Ticket

Please wait to purchase your plane ticket until you’ve received confirmation that your program is confirmed.

For UC Davis programs, you are responsible for making your own travel arrangements to arrive and depart from the program location. You will receive instructions from your program coordinator with the exact date and time to arrive at your program and the location in which your program begins .

Schedule an advising appointment with your advisor or program coordinator if you’d like to talk through purchasing airfare.

When considering when you should arrive to your destination, consider that you will need at least two hours to deplane, collect luggage, clear customs and immigration, and navigate through the airport to ground transportation. Then, determine how long it will take you to travel from the airport to your housing accommodations. This will give you an idea in how to time your arrival.

    o  Identify your departure and arrival airports. Identify the date and time you want to depart and arrive.     o  Using a website that searches several airlines (such as Kayak or Google Flights) , do a preliminary search of these dates and airports to get a general idea of what is available and the average cost. Use the sort tools to look at variables like cost, duration, number of layovers. Notice the arrival date and time. Your flight may arrive one or two days after your departure date. Some considerations:         •  Does your flight arrive on time to your program?          •  Is it cheaper to travel on certain days of the week, or a little earlier or later in the day?         •  If you arrive early or stay late, is it worth it to get a hotel for those days?         •  Does one flight stand out as meeting your needs better than others?         •  Consider baggage allowances and restrictions (see Packing section below).         •  Watch out for low fares which may not be worth the lower cost because they are significantly longer than other flights in your search or have multiple (2+) layovers.     o   The simplest way to book a flight is directly with the airline , though you can also use search engines. Booking directly with the airline simplifies making changes to your travel plans, including missed and canceled flights. Check and double check before you book. Make sure your dates, departure and arrival times and destinations are just what you want.     o  Do not book a flight with a layover that is shorter than 45 minutes, or an international layover shorter than 1.5 hours. Even if you are able to make the plane switch on time, if you check a bag, it likely won’t.     o  You should plan to arrive at your departure airport at least 2-3 hours in advance of your flight departing. Make sure that your transportation to the airport will be able to get you there on time, especially if you have an early morning flight.

• Entry & Exit Requirements

You are responsible for obtaining all necessary entry documents before traveling. For UC Davis programs, if you are denied admittance to your program location, you will remain liable for Study Abroad fees.

International Travelers

All students are required to have a valid passport to travel abroad. A passport is a government issued document that certifies the identity and nationality of its holder for the purpose of international travel. Your passport must be valid for at least 6 months after your planned return to the U.S. Check the expiration date and apply early for renewal if necessary. For more information on getting a passport, please visit the  U.S. State Department or  UC Davis ARC Business Center. If applying for a new passport or a renewal, apply early . It can be difficult to get appointments and processing times can also be delayed. Once you apply for your passport, you can check the status on the State Department website linked above.

A visa is an official endorsement placed in your passport, issued by the country or countries you intend to visit, that grants you permission to enter that country for travel, study, or internship purposes for a specified time period. Each program’s Travel page has more information about entry and exit requirements for U.S. passport and for non-U.S. passport holders. The U.S. State Department website provides information for U.S. citizens on entry/exit requirements for all countries.

If you are planning on traveling to other countries before or after your program, you need to check visa requirements for those countries as well.

Domestic Travelers

For programs in the USA, a valid ID is required to travel by domestic flight. A valid ID includes a driver’s license or other state photo identity card issued by Department of Motor Vehicles, US passport book or passport card.

Note that starting May 7, 2025, the US Department of Homeland Security will require a REAL-ID to board domestic flights. California residents:  learn more .

Pack light! We recommend a maximum of ONE carry-on and ONE medium checked bag. You should be able to carry your luggage unassisted. Students enrolled in UC Davis programs are provided with a program-specific guide that covers a basic packing list along with any specific items recommended for the program and location(s).

Airlines have varying policies on baggage and whether it is included in the cost of your ticket or for an additional fee. Note when purchasing your ticket what is included or not included with baggage. Airlines also have weight restrictions and charge additional fees for overweight luggage or extra bags. Confirm baggage allotments and restrictions with your ticket via the airline website.

Packing Tips

    o   Research the climate and average weather and temperatures for your travel destination(s) so you know what kind of clothing and shoes to pack. Clothes that can be layered are always a great option.     o   Consider the length of time you are traveling and your access to laundry services. If laundry is readily available, you can think about packing less and washing more often.     o   Pack essential items in your carry-on: extra clothing for a day, important toiletries and medications, empty water bottle, electronics, valuables, and travel documents. Your essentials will be with you at all times, and in case your checked luggage is delayed, you will have what you need to get you through a few days.

• Travel Vocabulary

Round-trip flight  – A flight booked with a ticket to your travel destination and another ticket returning from your travel destination.

One-way flight  – A flight booked with a ticket to your travel destination with no ticket for return from your travel destination. Depending on travel plans or flight costs, a traveler may book two one-way flights to make a round-trip.

Carry-on  – luggage that you carry onto the plane with you and store in the overhead compartment or under the seat in front of you. Your ticket and airline website will provide size and weight restrictions for a carry-on. On smaller planes or when a plane is full, airline agents may gate check larger carry-on luggage to put underneath the plane. This is typically at no cost to the passenger but means that your carry-on will not be accessible for the duration of the flight. You should be prepared to remove essential items or items not allowed in checked baggage when you gate check your luggage.

Checked baggage – baggage that goes underneath the plane and is inaccessible during the flight. You check this baggage with an airline agent upon check-in at the airport. Your ticket and airline website will provide size and weight restrictions for checked baggage.

Baggage Claim – area of the airport in the arrival terminal where passengers collect their checked baggage, typically at their final destination airport.

Boarding pass – pass received from airline upon check-in (may be in electronic or paper ticket form)  for your flight that includes your seat assignment and often has your departure gate listed. Departure gates can change so be sure to refer to the departure screens in the airport to verify your departure gate.

Layover – term used to describe the connection time between flights when a traveler transitions from one plane to the next in the airport terminal. Layovers range in time and are known at the time of ticket purchase and are part of your itinerary. In case of delays, it is recommended to have at least one hour, or more, especially for international flights, between flights.

Direct flight – term used to describe a flight that departs your origin airport and directly arrives at your final destination. There are no layovers on a direct flight. Also called nonstop flight.

Security – refers to a screening checkpoint prior to entering the departure gates of an airport. The purpose of security is to prevent prohibited items and security threats on planes.

Immigration – refers to the people traveling between countries. Immigration is oftentimes referred to as passport control or border control, which are checkpoints you will pass through and present your passport and any additional travel documents upon arrival.

Customs – refers to the items travelers carry with them. Countries have restrictions on certain items that can enter/exit a country with the traveler. Certain types of food is a common example. Oftentimes the embassy of your destination country will provide a list of restrictions. Customs and Immigration are often done together as checkpoints you will pass through in the airport.

At the Airport

One great thing about airports is that they are well-marked with signage. When in doubt, follow signs or ask someone.

• Checking In

You can typically start checking in for your flight 24 hours in advance through the airline’s app or website. For international flights, you may need to check-in at the departures desk at the airport, or you may be able to check-in online, but will still need document verification at the airport by an airline agent. Follow directions as prompted by your airline. Upon check-in, you will receive access to your boarding pass, which is your ticket to getting on the plane.

Consult your airline’s website or your departure airport website for advice on arrival times prior to flight departures. The general rule of thumb is two hours prior to a domestic flight and three hours prior to an international flight. While this may seem like a generous amount of time, depending on your destination and the airport, operations and travel congestion may impact time needed prior to departure.

Using the airline app can be a convenient way to travel. If you plan to go paperless, be sure that you always have access to your phone to be able to show your ticket /boarding pass . Consider a paper boarding pass as a backup if you’re unsure if you’ll have phone access.

Following check-in instructions with your airline, it’s likely you’ll be dropping off at least one bag to check at the departures desk for your airline. If you have yet to check-in or need document verification, an agent will do so during this time, print a boarding pass, and verify your departure gate. Airline agents and signs will direct you to the actions you need to take. In most cases, your checked baggage is checked all the way to your final destination. If you have a layover at another airport, your checked baggage will automatically move to your next plane. If there are any exceptions, your airline should let you know.

• Security and Screening

All travelers at the airport will go through security and screening prior to arriving to their departure gate. In the US, this is commonly referred to as TSA, which stands for Transportation Security Administration, the government organization that oversees the security and screening at all US airports. Follow signs at the airport for security. There will likely be a line. At the head of the line, a TSA official will ask to see your valid government-approved travel ID and your boarding pass.

It is recommended to review the information on the TSA website to understand how the security and screening process works. Your carry-on luggage will be screened and you may be asked to remove bulky clothing layers and shoes. You will go through a security scanner – either full body or metal detector. TSA officials will direct you as you move through the process. If further screening is needed of your luggage or self, follow directions from TSA officials.

The TSA website also provides information on what can packed in your luggage and if so, where it should be placed, in your carry-on or checked baggage. There are restrictions on liquids that can be carried onto the plane; liquids larger than the allotted 3.4 ounces or 100 ml must go in checked baggage .

Consult the Transportation Security Administration (TSA) websites for details on the liquids rule (3-1-1), security screening , and what you can/cannot bring on international and domestic flights. Note that these rules apply for U.S. airports and that other countries may have different security and screening measures.

• Departure Gate

Once you are through security, you’ll head to your departure gate. In the airport terminal, you’ll have access to bathrooms, drinking water (bring an empty reusable water bottle), and typically food and any other entertainment offerings of the airport.

If you have time before your flight and prefer to move around, be sure to pay attention to the time so you do not miss your flight. Many airports will have large screens displaying flight information throughout the terminal area. There you can check to see if any information about your flight has changed, which may include delays, gate changes or boarding information. If you are traveling solo, never leave your luggage unattended, which means you’ll need to take it with you wherever you go.

When it comes time to board your flight, follow the announcements of the gate agent who will provide directions on the boarding process, done typically in groups, which are often assigned on your boarding pass.

• Customs on Arrival

When you make your first landing outside the US, you will likely go through some form of border or passport control. This varies by country and airport. You are typically given a customs declaration form prior to landing. They basically want to know your purpose for being there and what you are bringing in with you to screen for anything that is prohibited. At border or passport control, they will ask to see your passport and visa (if one was needed) and may ask your reason for entry or proof of departing flight or documentation for the program, so be sure to have those accessible.

Be sure to read about the customs laws for the countries you plan to visit. Some countries are very specific about what can and cannot be brought into the country – this includes food and prescription medication, among other items. The U.S. Department of State provides information regarding customs and import restrictions and recommends reviewing the foreign embassy website for your destination country to learn more about what may be prohibited.

If you have arrived at your final destination, it is time to pick up your checked baggage. Some airports have a customs screening after baggage claim before you exit to the arrival terminal. Follow airport signs for baggage collection and exit.

• Advice for Potential Travel Setbacks

Delayed Luggage

Bring important items with you in a carry-on bag so you’ll be set for a few days should your luggage be delayed. Delays can range from a few hours to multiple days. Be prepared as this takes the stress out of needing to immediately replace items. You may want to consider the purchase of a luggage tracking device (Apple AirTag or others sold online) that will show the location of your bag in case it is delayed or lost.

When luggage is delayed, you will need to file a claim at the airport, an office often in the baggage claim area, so they know where and how to reach you once your luggage is located. Be sure you have the program contact information readily available so that you can provide a delivery address and phone contact for luggage courier service. Your on-site staff support can assist you upon program arrival with directing you on how to obtain any other items for immediate needs until your luggage arrives.

Missed Flight/Unexpected Change in Travel Itinerary

If you miss your flight or experience a travel delay or flight change, it is important to share your new arrival information with your program faculty, the UC Davis Global Learning Hub , and your loved ones so we don’t worry about you and will know when to expect you on site. If you miss your flight, you will need to work with your airline for assistance to get on another flight to reach your destination.

Upon Arrival

The first few hours in a new location can be hectic. Slow down, ask questions and settle in. Your journey has just begun!

• Communication

Before you leave, make sure you know the plan for getting picked up at the airport or finding your way to your housing. Additionally, investigate options for using your cell phone service and data while traveling. Depending on the phone service, you may be able to use your phone without charge or for a fee. Talk to your provider before departure to explore the options available to you .

If your program plans to use a messaging app service (WhatsApp, Line, WeChat, Google) to communicate your arrival at the airport, set this up before you leave and ensure you have important numbers saved. Communication when you first arrive is extremely important! If you are delayed, lost or have any issues at the airport, it is important that you communicate this right away.

• Getting to Your Housing (Meeting Spot)

Before leaving the airport, make sure you have all your belongings. Whether you are being met at the airport by staff or faculty in your program at a prearranged meeting spot or you need to get to your housing on your own, have a plan before you arrive.

Meeting Spot

If your program has airport pickup arranged for you, you will be provided information on where, when and who you will be meeting at the airport. Connect with others in your program who will also be arriving at the airport on the same day or around the same time. Airports usually have free Wi-Fi but also check out the section above on communication to make sure you have a plan to get in touch with whoever you are meeting. It may be helpful to decide how you will reach out to others in your program before you leave by creating a WhatsApp, Line, or other online communication.

If you are delayed, be sure to contact the staff or faculty who has arranged the pickup. If you cannot find the meeting location, you can do a few things:     o   Reach out to the group if you have a group chat and ask for help     o   Go to the information booth in the airport and ask for help. The staff at these booths usually speak English.     o   Call or message the staff or faculty you are meeting and let them know you are unable to find the location.     o   Stay calm! Airports are busy and complicated places, but they are also self-contained. As long as you don’t leave, you will eventually find the meeting place.

Getting to Housing on Your Own

If you are expected to arrive at your housing or meeting place outside of the airport on your own, refer to the provided arrival instructions. It is a good practice to research transportation from the airport to your housing and plan for your arrival. That way you have the directions you need and access to tickets or currency necessary if taking a taxi or public transportation.

• Public vs. Private Transportation

Many major international airports are located outside of the city center and may require taking transportation to get to your housing or meeting location.

Public transportation from the airport can vary from buses to metro trains, some of which are designed for shuttling passengers to and from the airport quickly. If you are unsure, ask questions to ensure you are getting on the correct bus or train and will arrive in the exact location you need to go. If you need help, look for the information booth, show them the address of where you need to go written in the local language.

Private transportation may also be a good option to get from the airport to your housing. Research the options available in the location you are traveling to. Keep in mind that not all countries and locations have Uber. Some may rely on taxis or local rideshare companies. If taking a rideshare or taxi, take precautions. Take a taxi from the official taxi area only (should be marked by a sign), ride with another person from your program if possible and make sure you know where you are going, how long it should take and about how much it should cost. Your best precaution is preparation.

• Traveling Before Official Program Start

If you are planning to arrive early or travel before your program officially begins, be sure you communicate this to the program coordinator, faculty for your program and your loved ones. If there is airport pickup or arranged transportation to your housing, let them know whether you still plan to use this or not. If you will arrive at your housing on your own, follow the above advice, and ask the staff or faculty for your program if there is anything you need to know for your arrival.

Do your research. There may be different restrictions for entering the country, going through customs and immigration upon arrival . If you are arriving on a student visa, other type of visa or advanced parole, check on any restrictions for when or where you should arrive. Certain countries have restrictions on travel to other countries ahead of entering their borders. Check in with the program coordinator (or staff) if you plan to travel ahead of your planned program to ensure that you will not face any challenges for entry.

• Tips for a Smooth Arrival
•     o   Travel with others . This helps you coordinate upon arrival, potentially share some of the costs of transport, and there is confidence in numbers.     o   Communication is key! If there are any hiccups to your arrival, no matter how small, tell the group and most importantly, let your staff or faculty know.     o   Research and plan your transportation from the airport to housing/meeting place, especially if it requires you take private or public transportation.

Airline travel can be exhausting, especially when compounded with a multiple-hour time difference. You will likely feel less than refreshed when you arrive in your program location. Tips for beating jetlag :

    o  Set your phone time and/or watch to the time zone of your destination as soon as you board the plane. Start thinking in terms of the new local time as soon as possible.     o  When it is allowed by the cabin crew, try to stand up, stretch, and move around at regular intervals.     o  Avoid caffeinated and alcoholic beverages during the flight. Drink plenty of water.     o  Upon arrival, try to stay awake until a normal bedtime (in the local time) in order to make the quickest possible adjustment.     o  Try to get outside for fresh air upon arrival, if you have the opportunity.

• Responsible & Ethical Travel

We encourage you to be conscientious about the environmental, socio-cultural, and economic impacts you have on the host community by being a responsible traveler. As UC Davis’ Principles of Community extend beyond campus, being a responsible traveler helps foster and reinforce UC Davis’ relationships with the host community. As a responsible traveler you:

    o   value being culturally conscious .     o   value being environmentally responsible.     o   interact with mutual respect among communities you enter .     o   adapt to the place, rather than demanding a place adapt to you .

Ethical Photography

As social media and photo sharing are prevalent, it is important to recognize the power photos can have. Inform yourself about the ethics of travel photography, taking into consideration how your host community will feel about your portrayal of their culture, sacred sites, and the power dynamics that can be involved in taking someone's photo.

Returning Home

It can be bittersweet to leave a temporary home. Often preparing to go home will follow a similar protocol as preparing to travel in the first place.

• Preparing to Return
•     o   Pack smart – depending on how long you were away, you may want to purchase a second bag to check at the airport. Be sure to look into baggage restrictions with your departing airline, especially weight limits .     o   Souvenirs – buy small unique items or local treats to bring home to remind you of your time away.     o   Customs and immigration – the U.S and other countries you may return to will also have limitations on what you can bring back. Check the U.S. customs requirements .     o   Staying connected – If you met people, made friends or new colleagues, you may want to stay connected. Make a plan to stay in touch however possible .     o   Adjusting takes time – Know that you may have an adjustment period both physically and mentally. Prepare for the return home by taking self-care measures, eat well, drink lots of water and don’t rush back into daily life too quickly.     o   Arrange for pick up – even though you are likely to be familiar with transportation back home, there is nothing like being picked up by friends or family after time spent away.

Finance & Business

Internal control practices | travel, uc davis spends approximately $48 million on travel and travel-related expenses annually. .

Travelers must follow UC Davis travel policy requirements to be reimbursed for their travel. All travel must be properly authorized and all travel expenses must serve a business purpose. Per  UCOP BFB G-28 , under no circumstances shall expenses for personal travel be charged to, or temporarily funded by, the university, unless otherwise noted in the bulletin.

Before a person travels:

• Ensure that the travelers and travel preparers leverage the  training tools  available for AggieExpense.
• Review the  Travel Pages  and  travel policies .
• Use  Connexxus  and tools.

If you spend funds on university business travel, learn best practices for travel-related spending.

• Separation of duties

Your department is required to have different people involved in handling travel expenses. Have different people:

• Accountability, authorization, and approval

You maintain accountability when you properly authorize, review, and approve expenses that make the best use of public funds and comply with university travel policy. Requirements:

• Security of assets

Following best practices optimizes security for travelers and sensitive information. Best practices:

• Review and reconciliation

Timely reconciliation activities ensure that travel costs are accurate and appropriate. Perform monthly ledger reviews to confirm payment of approved charges. Best practices:

Travel & Entertainment

• UCD PPM 300-10, General Travel Policy
• UCOP BFB G-28, Travel Regulations

For questions on travel, contact  Travel & Entertainment .  For questions on internal control practices, contact  Controls & Accountability.

Global Affairs

Travel Tips and Resources

Tips and resources for safe and productive travels.

Safety and Security

Global Affairs considers the safety and security of UC Davis travelers of critical importance. Explore resources and tips for safe and secure travels. 

Communications

Reliable and redundant communications capabilities are critical to ensuring a safe and productive trip. Explore communications-related travel resources, to assist in trip planning.

Global Affairs has collected a variety of vital health-related resources and tips to assist in trip planning.

UC Davis and travel language tips and language resources available at UC Davis. 

Electronics

While cell phones, laptops, and other electronic devices have become necessities, traveling with such devices occasionally poses challenges. Explore tips and resources for traveling with electronic devices. 

LGBTQIA+ Travelers

Depending on destination and culture, LGBTQIA+ travelers may encounter unique challenges while in transit and abroad, including harassment, intimidation, discrimination, barriers to medical and law enforcement assistance, incarceration, and physical violence. Explore resources to help think through potential challenges and risk mitigation strategies before traveling.

More Information

For more information, see travel resources and tips related to communications , health , language , safety and security ,  traveling with electronic devices .

UC Davis travelers with general travel-related questions or concerns are encouraged to contact Global Affairs at (530) 752-4129 or [email protected] . 

METRO CLUSTER

Quick links +, before you travel:.

Travel Expense Credit Card: If you are a university employee you are encouraged to apply for a travel expense card to pay for your expenses while you are traveling. For details please go to : http://afs.ucdavis.edu/our_services/travel-e-entertainment/te-visa/index.html

Please note that any out of pocket expense will not be reimbursed until you return from your trip.

Conference Registration: can be paid for by the Metro Travel staff to the conference organizers, with your travel expense card, or with personal funds.

Airfare: can be paid through Connexxus within Aggie Travel, your travel expense card, or with personal funds. We cannot reimburse for airfare paid by a third party. (link for Connexus within Aggie travel: aggietravel.ucdavis.edu )

Car Rental: Travelers are expected to us UC System wide agreements when possible. (Hertz, Enterprise, and National). UC Travelers should decline any additional insurance. Any purchase of additional insurance is NOT REIMBURSABLE. Please be sure to read Best Practices: Renting a car : ( http://afs.ucdavis.edu/our_services/travel-e-entertainment/nubn/documents-nubn/best-practices/BP-Car%20Rental.pdf )

International Travel:

U.S. Department of State travel advisory list

Country security rating map

If you are traveling internationally it is important that you register with the university for insurance and safety purposes. Please register you travel here: Insurance Coverage - Register your business travel with UC Away

Non employees: If you are a non employee (including students who do not hold a payroll appointment at UC Davis) Please contact [email protected]

During your trip:

The rule of thumb is . . . “when in doubt, save the receipts.”

Conference Registration : If you registered prior to the trip and you did not get confirmation of payment, please obtain a receipt at the conference, which confirms receipt of payment and the amount paid.

Ground Transport (Rail, buses, and taxis): Save receipts. If you get handwritten receipts, be sure the date is filled in.

Keep Each Trip’s Expenses Separate: Each individual trip must be accounted for separately.

When you return:

SUBMIT YOUR TRAVEL EXPENSE REPORT AND RECEIPTS PROMPTLY: The quicker you turn in your receipts, the quicker you will be reimbursed. If you fill out the Travel Reimbursement form completely and accurately, you can help to speed up the reimbursement process.

Getting reimbursed:

If you are an employee please go to aggietravel.ucdavis.edu to complete a travel EXPENSE report (do not complete a travel expense request).

If you are a non employee please complete the form found here ( Travel Expense Request Form ) and send it to [email protected] .

Additional tips:

Meals & Incidentals: UC reimburses actual costs of meals, up to a maximum of $62 per day.

Lodging: The receipt must be in your name and itemized. While it may be convenient for one person to make two reservations, make sure that when you pay, the receipt lists you as the hotel guest.

Ground Transport: Save receipts. If you get handwritten receipts, be sure the date is filled in.

Don't Pay For Other Travelers : each traveler must pay for their own travel expenses and submit their own receipts with the request for travel reimbursement. Do not pay for someone else's meals, travel, lodging, etc., with either cash or credit.

Adding Delegates

If you would like assistance from the metro travel staff please add us as delegates. Instructions can be found here: http://afs.ucdavis.edu/systems/aggie-travel/docs-tools/desk-refs/delegate-setup.pdf

Please add the following delegates and give all of us "can prepare" and "can view receipts" access:

Alexis Arevalo-Phung Sondra Bryd Gillian Ceja Patricia Harlan Francisco Melgoza Josef Spridgen

If you have additional questions please visit the travel website here: http://afs.ucdavis.edu/systems/aggie-travel/index.html

Or contact [email protected]

Undergraduate Research Center

Undergraduate travel awards, spring travel award.

The Undergraduate Research Center Travel Award reimburses up to $500 of travel expenses for out-of-state travel and up to $250 for in-state travel for UC Davis undergraduate students who are presenting at research conferences, meetings of regionally, nationally or internationally recognized professional societies (or discipline specific equivalent-e.g. performance at nationally recognized festival).  Funds are disbursed through the department of the sponsoring Professor (UC Davis faculty).

By presenting at a conference/symposium/meeting, students gain experience communicating research to a wide and interested audience, get feedback on their work, learn from other presenters and broaden their professional network.

Eligibility

• Student must be an enrolled UC Davis undergraduate student in good standing at the time of travel.  (For Spring Travel Awards, students graduating in June will be considered if Travel occurs before June 30)  
• Faculty letter of support is required
• Travel must take place during the 2023-2024 Academic School Year.  Students may apply only once during an academic school year. 
• Deadline: 11:59 p.m. Monday, April 15th
• Letters of Recommendation Deadline: 11:59 p.m. Thursday, April 18th 

Please forward this information to the faculty sponsor who is writing your letter of recommendation: Travel Award Letters of Recommendation can by emailed as a PDF attachment to: [email protected] (BOX Folder) Please include the student applicants name in the file name.

The Travel Awards are co-sponsored by Undergraduate Education and the Office of Research

“attending the NCRC gave me the chance to present my research to interested students and professors, such as Dr. Vincenzo Bollettino, Director of the Resilient Communities Program at the Harvard Humanitarian Initiative. Third, attending the NCRC also provided the opportunity to learn more about career and graduate school options , as the NCRC organized workshops with academics and other professionals . Presenting at the NCRC was an incredibly valuable activity, and it wouldn't be possible without the support of the UC Davis Travel Award .”  - Brian Lee, Economics

Travel Reimbursement tips for Students

UC Davis CAES - Cluster 5

To Request a Travel and Entertainment Card:

1)     Take the online training

2)     Fill out the new application (you will receive an email notification with a link sometime in the next few weeks)

3) Please contact the business office for further instructions

 You must be an employee or contract staff to qualify.

Supply Chain Website

International Travel Registration Requirement

Travel Form -  Please use this form to electronically submit your travel report and receipts to the appropriate Business Processor for your Department.

Effective July 16, 2018 all international travel on university business must be registered for travel insurance coverage.  Travel booked via Connexxus/Aggie Enterprise is automatically registered.  Failure to register may result in delay or forfeiture of reimbursement.

When claiming airfare on an Aggie Enterprise report, you will need to complete “Trip Registration” verification.  There will be three options:

• Select option #1 if your airfare was purchased through Connexxus/Aggie Enterprise, STA Travel or Anthony Travel. No further action is needed.
• Select option #2 if you self-registered with UC Away ( ehs.ucop.edu/away ).  You will need to submit a copy of your registration confirmation with your travel report.
• Select option #3 if you did not register your international travel.  You will need to complete a “Failure to Register” form, which will need to be signed by the department head, chair, or dean and submitted with your travel report.

In addition, travel to high-risk destinations is now subject to review.  Graduate and undergraduate travel to "High Threat" destinations is subject to review.  Faculty and staff travel to "Very High Threat" destinations is subject to review.  More information about risk categories and process for notify when traveling to high risk areas is at https://globalaffairs.ucdavis.edu/travel/policy .

The new International Travel Policy is available at UC Davis Policy and Procedure Manual 300-32 .

International Travel Policy

Safety and Security for the Business Professional Traveling Abroad

Late Expense Reports Reported as Taxable Income. Policy (UC Policy G-28 and BUS-79) requires all employees to report travel and entertainment expenses within 45 days of the end of the trip or event.  However, there has been no real enforcement of this policy and no penalty for submitting late reports.  That has changed...

UCD employees must submit completed travel and entertainment claims within 60 days of the trip or event.  Expense reports submitted after 60 days will be reported as taxable income to employees.  This includes all expenses paid on the UCD Travel liability card, direct billing and out of pocket reimbursement requests. When submitting travel and entertainment reports for processing, please be mindful of time needed for staff to complete reports and time needed for approval routing.  Best practice is to submit receipts and reports for processing and approval immediately or soon after (within a week) of return from travel or the end of an event. 

To expedite travel and entertainment report processing, it is highly encouraged to do the following:

• Use the UCD Travel liability card for travel and entertainment expenses.  Expenses made on the corporate card upload automatically to Aggie Enterprise.  Information about obtaining a UCD Travel liability card is available at http://afs.ucdavis.edu/our_services/travel-e-entertainment/te-visa/index.html

For any questions about using the SAP Concur app please contact the business office.

A copy of the new expense reporting policy is found in the UC Davis Policy and Procedure Manual, Chapter 300, Section 10 .

If you have questions, please contact your Business Unit associate

ARE – Susan Sloan, [email protected]

ESP – Corina Lopez, [email protected]

LDA – Lauren Schroeder, [email protected]

HE – Galina del Carmen, [email protected]

Insider's Japan

11 nights’ accommodations: 10 nights in Deluxe and First Class hotels; 1 night in traditional Japanese  ryokan.

A truly fascinating land of rich traditions and dizzying modernity is revealed on this well-crafted 13-day small group tour.  See highlights of amazing Tokyo and cultural capital Kyoto, engage in local life, and head off the beaten path to alluring historic destinations. Japan’s pastoral side dazzles with magnificent Mt. Fuji and a cruise on Ashi Lake.  Overnight in a traditional ryokan inn and travel by express train to lovely Takayama in the Japanese Alps. A traditional tea ceremony and a cooking class offer hands-on Japanese cultural experiences.  Explore culturally rich Kanazawa.  Discover Hiroshima reborn with an optional 3-day/2-night post-tour extension.  

$7,584 air inclusive price from San Francisco [including airline taxes/fees of $689, which are subject to change]

Trip Details: 

Trip Brochure

For more information or to reserve your place on tour, please call the tour operator ODYSSEYS UNLIMITED toll-free at 1-888-370-6765. 

Physical level:.

Consistent amount of walking most days, about 2-4 miles per day. These trips feature long touring days and may include travel via various modes of transportation. Travelers are expected to board transportation without assistance as well as stand and walk over uneven terrain including cobblestones for extended periods of time. Some tours may include activities and travel at higher altitudes. Elevators are not always available at sights or all hotels.

Event Category

UC Davis Graduate Studies

Travel Awards

For travel to professional meetings.

Graduate Studies accepts applications for graduate travel to meetings of nationally and internationally recognized professional societies twice annually. Each award period allows nine months for future conferences and three months for conferences that have already taken place.

• Applications have moved from a PDF form to an online application.
• Spring Travel awards will be  for travel during the period of January 1, 2024 through December 31, 2024 .
• The Spring applications are due  Friday, March 15, 2024.

TRAVEL AWARD APPLICATION (Open)

Eligibility

Graduate students at or near the completion of their studies who have not previously received this award and who are presenting a research paper (acceptance of paper may be pending at time of application) are eligible. Students must be in good academic standing and are required to hold and maintain a minimum GPA of 3.0. Applicants must be registered graduate students. Students on PELP (Planned Educational Leave Program) and filing fee status are not eligible for this award. Travel must take place during the award period (see above) and prior to the student submitting their thesis or dissertation.

Award amounts vary depending on the destination of travel.  Any expenditure allowable under the UC Davis Policy and Procedure Manual on the Travel Expense Voucher is reimbursable.  

• All international travel - $1,500
• Domestic travel outside of California - $1,000
• Hawaii and Alaska (exception) - $1,500
• Travel within California and conferences held virtually - $500

Disabled student applicants whose disabilities require the assistance of a personal attendant may also request an award for the attendant’s travel.

Application Procedure

Graduate student must submit a completed application through InfoReady  with the following supporting materials:

• An abstract of the paper or presentation.
• A letter of acceptance, a formal invitation, or a printed program as evidence of acceptance. Indicate “Pending” on the application if written confirmation has not yet been received. Funds, if awarded, will be released when Graduate Studies has received evidence of acceptance.
• Documentation of overall academic record or transcript (an unofficial copy attached by your graduate program coordinator or MyUCDavis is acceptable). Unofficial transcripts from SISWEB will not be accepted.
• A Curriculum Vitae (CV) including a list of publications and/or awards.
• A letter of recommendation from a major professor.
• Please submit a separate application for each conference you are attending.

Award Announcement

• Spring awards will be announced the week of  May 13, 2024.
• Fall awards will be announced the week of TBD, 2024.

Please Note: This award is paid as a stipend. Depending on a student's individual tax circumstances, withholding tax may be deducted from stipends. F or a complete list of general fellowship regulations and for tax information please see the  Regulations for Graduate Students Receiving Fellowships (GS501)  and Student Accounting's Tax Information Page . 

FOR GRADUATE PROGRAM USE ONLY

Nomination and deadlines.

Nominations from the graduate program chair are due to be ranked in InfoReady  by:

• Spring nomination deadline: Applications must be received by 5:00 p.m. on April 10, 2024
• Fall nomination deadline: Applications must be received by 5:00 p.m. on TBD, 2024.

You can review the InfoReady Reviewer Guide  for information on how to review applications. If you have questions please contact Lauren McDiarmid at [email protected] .   

AggieTravel Scheduled to Replace MyTravel This Summer

• by Lauren Riebs
• April 11, 2016