Guest Speaker Information

Travel Arrangements

Visitors and guest speakers should make their own travel reservations for economy airfare and ground transportation to UC Santa Cruz. The IHR staff will reserve your hotel room and we will reimburse travel expenses that are within budget. We look forward to your visit and are happy to be of assistance to answer any questions you may have. We want to make sure your travel is as comfortable as possible.

Airports near Santa Cruz:  San Jose Airport (SJC) is a 45 minute drive and San Francisco International Airport (SFO) is a 1.5 hour drive. For ground transportation you can take Uber, rent a car, or take an airport shuttle. Shuttle companies we recommend are: Santa Cruz Tesla Shuttle (831) 421-9883; Early Bird Airport Shuttle (831) 462-3933; Ruben’s Airport Shuttle (831) 325-5836; Santa Cruz Airport Flyer shared ride shuttle (831) 423-5937. If you rent a car, we can reimburse you for an economy/compact model plus gas. Rental car insurance is not reimbursable.

**Important** UC policy requires that our visitors travel economy-class with no upgrades and no bundled travel packages, such as combined airfare and ground transportation packages through services like Travelocity and Expedia. We are unable to reimburse you for additional travelers or for personal travel extended beyond UCSC business dates. If you plan to extend your travel for personal or other business reasons please contact us so we can collect a comparison quote. (UCSC Travel Policy)

 

Reimbursement Paperwork

Travel expenses, receipts, and reimbursement paperwork are due within 15 days of travel completion (otherwise your payment may become taxable income). You will receive a welcome packet when you arrive with all the reimbursement forms. For reimbursement of business-related travel expenses you must submit original itemized receipts for airfare, rental car, and other travel expenses. An airfare receipt should include your travel itinerary, your full name, and show proof of payment. Usually this information is provided on the electronic ticket confirmation. The University will send your reimbursement payment within 4-6 weeks after you complete your travel and submit paperwork.

To expedite your payment please fill out the Payee Setup Form 204 before you arrive. The second page should be filled out if you want direct deposit to your bank account, which is the fastest means of payment. Please do not send the 204 to the accounting department referenced on the form – it must come to IHR first for processing. Please fax to our confidential fax number: 831-459-3291.

If you are not a U.S. Citizen please let us know because additional paperwork is required.

Required Forms:
Payee Setup Form 204 *Right click the form link (hold ctrl + click on Mac) and select “save target as” or “save link as” (or similar wording) to download the PDF form.
Post Travel Expense Form *Right click to download PDF
Consent to Release Recorded Audio/Video Material (optional)

Additional Forms for Foreign Visitors / Non-Residents:
Certification of Academic Activity 
Foreign National Required Documents Checklist *Right click to download PDF
Foreign Bank Wire Transfer Form *Right click to download PDF

*Note: Many of the PDFs found on financial.ucsc.edu contain advanced functionality and will work best if downloaded and opened using Adobe Acrobat Reader or Professional. Please right-click the PDF link and save the document to your computer. Detailed instructions on saving documents can be found here.

 

A/V Equipment

Let us know what your AV needs are. If you have Powerpoint slides please bring the presentation on a USB drive or your laptop. If you plan on showing any video clips it’s best if you send us the file first so we can test it on our equipment. Our conference rooms are fully equipped with a Macbook laptop, projector, screen, podium, microphone, speakers, remote clicker, laser pointer, DVD player, white board and chalkboard. We have multiple adapters including VGA, HDMI, and Mac adapters/dongles.

 

Recording

When possible we like to record events and provide the videos or audio podcasts on our website for educational purposes. Please let us know if you have any objections to recording your talk.

 

Directions & Parking

The campus address is 1156 High Street, Santa Cruz, CA 95064. Please let us know if you need a campus parking pass.
Click here for directions, airport shuttles, parking info and maps.

 

Publicity & Social Media

If your event is open to the public the IHR will create an event poster and publicize it through the following media channels. We invite you to share and promote events through your networks as well.

IHR Website & Events Calendar www.ihr.ucsc.edu
Twitter @UCSCIHR & #IHRevents
Facebook www.facebook.com/UCSCIHR
Soundcloud Podcasts UCSC IHR
Vimeo Videos IHR
LinkedIn UCSC Institute for Humanities Research

Questions

For more information or for travel recommendations, please contact Evin Guy at ecguy@ucsc.edu or (831) 459-5655.

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