Our team offers assistance with travel planning for guests of our Center-sponsored projects. We can help a little or a lot, depending on your preferences. The links below outline the policies and procedures we follow to help you plan your trip.
Information on reimbursements and honoraria is located on our Services page under ‘Payments‘.
Click on the + links below to expand or contract the page.
Once you have accepted your hosts’ invitation, please share some contact information with our travel coordinator, Jessica, through this online form. The form covers basic details and visa classification (in case you will be reimbursed later on.)
Your hosts’ invitation will have specified what travel services or expenses they can provide you. If not, it’s a good idea to pause before booking while you double check, in case the amounts they can provide affect your travel choices.
When you book and pay for your own flight:
We can reimburse you for the expense after the event. University of California policy limits us to reimbursing for the most economical and direct flights on U.S. Flag Carrier airlines.
Unless an upgrade is required for medical reasons or unusual circumstances, we can only reimburse non-economy flights at a comparable economy rate and you will be responsible for the difference in fare. Try to avoid purchasing bundled fares (flights + rental cars, for example), unless you have approval to be reimbursed for all items in the bundle or you can document the costs for each individual item in the bundle. Online travel providers typically do not itemize bundled tickets after the sale. Itemization of travel expenses is required by our campus accounting office.
After the flight is booked, please forward your itinerary and payment receipt to Jessica so that she can book hotel rooms and set up airport shuttles (if these are being provided.) She will keep the receipt for your reimbursement claim after the event.
If our travel agent books and pays for the flight:
If booking your own flight is not convenient for you, email our travel coordinator, Jessica, to request this service. She will connect you with a local agent who can help select flights for you. The agent will need your name (as it appears on your photo ID), your date of birth, and your flight preferences. After booking, the agent forwards the invoice to our office for payment. The limits listed above on economy flights and carriers apply.
Ontario International Airport (ONT): Closest and most convenient—about 20 mins by car
John Wayne International Airport (SNA): Allow 1-1.5 hours for drive time
Palm Springs International Airport (PSP): Allow 1-1.5 hours for drive time
Los Angeles International Airport (LAX): Plan for up to 3 hours by car through LA traffic
Most invitations include the offer of lodging, typically one or two nights. Once flights or travel dates are set, our office will book a room for you and forward the confirmation to you. Room rates + taxes are covered by our office, but you are responsible for miscellaneous charges like room service or parking.
We use the following hotels:
Mission Inn Hotel & Spa – 3649 Mission Inn Avenue, Riverside, CA 92501
Marriott Riverside at the Convention Center – 3400 Market Street, Riverside, CA 92501
Hyatt Place, Riverside Downtown – 3500 Market Street, Riverside, CA 92501
Guests who prefer to use local ride-sharing services or taxis can be reimbursed after their trip.
* UC Riverside Address: 900 University Ave, Riverside, CA 92521
If you prefer, Supershuttle shared-ride service from airports to hotel (or the return) can be booked by our office and charged to our accounts. A 10% tip is included in all our Supershuttle shared-ride bookings. Additional gratuity is at your discretion.
Driving to Riverside
If you will be driving to Riverside, your host may offer to reimburse you for mileage. Reimbursements for mileage are made at the current IRS rate. You will need to provide your vehicle license number and the start and end points of the trip.
All parking on the UC Riverside campus requires a paid permit. Jessica can arrange a guest permit for you, if you contact her in advance. (NOTE: Parking permits from other UC campuses are valid on UC Riverside lots.) View UCR’s Campus Map.
Local residents may prefer to use the Metrolink train system. The Riverside station on Vine is 1 mile from downtown hotels and 2.5 miles from campus.
With pre-approval, rental car expenses can be reimbursed after your trip. We are limited to reimbursing the most economical option for use on the days associated with your visit (i.e. not personal days or events unrelated to UCR). Original, itemized receipts and contracts are required for reimbursement.
Some hosts may agree to reimburse you for your meals during your stay. If this is the case, keep a list or a set of receipts to refer to when you submit your travel expense claim with our office after your trip. In most cases, meal receipts will not need to be submitted with the expense claim.
NOTE: Alcohol expenses cannot be reimbursed and certain meal limits apply.
Not finding what you need?
Contact our Travel Coordinator, Jessica DiFilippo, for more information.