What is the procedure of submitting travel reimbursement documents?

In order to minimize frustrating delays in receiving your reimbursement for various travel expenses, please follow the guidelines below:

1) A Travel Pre-Authorization Form MUST be complete, signed by your supervisor, and have an account and fund noted on the form. Nothing can be processed until this form is submitted. This form is available from Junko Cora at the front receptionist desk.

2) Attach receipts, bills, name badge, and program/agenda from the event you attended and give to Junko for processing via UCI's PayQuest Travel website.

3) When traveling overseas, please use a US carrier such as American Airlines or United Airlines. Most of our funding sources have restrictions on carriers used for travel. Using a non-US carrier can delay your reimbursement by weeks.

What happens after travel reimbursement documents are submitted?

After all the necessary forms are signed by the BLI Director and the employee, they are routed to the UCI Accounting Department for processing. Be advised, it can take up to two weeks for the UCI Accounting Department to process paperwork. After paperwork is processed, they are then routed to UCI Contracts & Grants Accounting for the final review and processing. This last step can take approximately one week.

Because of all the inherent delays in the process, you can see it is very important to complete and submit all paperwork as soon as possible. If you have the pre-authorization form completed and signed, and have all your receipts attached, BLI will process your request within 2 business days from submittal. Please remember that BLI has very little control of processing after forms are submitted, but we can streamline the process at BLI to get you a more timely reimbursement.

How do I get a building card key and/or key to lab?

First step is to complete all necessary paperwork. Then you need to complete safety training at UCI's Training and Employment Development (TED) website: www.ted.uci.edu

Once both of the above items are completed, you may obtain card key and/or keys by requesting them from Christine Fantone. Keys to lab space will require approval of Lab PI or Lab Manager. A security deposit of $25 is required for building security card key and $10 for each lab key requested.