Direct Billed Airfare and ConnexUC

ConnexUC (formerly Connexxus) is the UC systemwide website for booking business-related travel. It includes airfare, lodging and rental cars. There are many benefits to using ConnexUC like automatic enrollment in the UC Travel Insurance program or being able to charge airfare directly to the university instead of paying out of pocket. While only airfare can be directly billed, UC-negotiated rates are available for the services provided through ConnexUC. Please see the Controller’s page for ConnexUC Information and Resources and ConnexUC FAQs.

The instructions below are specific to direct billing airfare only; for any other services on ConnexUC, you can use a personal credit card to reserve and request reimbursement after your business travel has concluded. The approval process remains the same. Please review UC Berkeley travel policies as well as the specific section on airfare.

Approvals

All Library business travel requires approval from your supervisor, department head and AUL prior to incurring any expenses. This approval can be provided via email, on a Jira ticket, or using the Travel/Training Pre-Approval Form. Each department within the Library can choose the approval method they prefer as long as the approval request includes the details for that specific type of activity. Below is the template of information required for a travel reimbursement request.

Travel Approval Request Template

Below is the information that LBSF requires for approval methods 1 and 2. Feel free to copy and paste this into your email.

• Business Purpose 
• Start and End Date of Travel 
• Destination for Travel 
• Estimated total amount of travel expenses 
• To use professional development funding, please specify LAUC-B, Library or SDC. Provide a breakdown if using multiple sources of funding 
• Other funding/chartstring 
• Are you requesting direct billed items? If yes, please specify which one(s).

Instructions for Direct Billed Airfare: Before Traveling

1. Gather the information needed for the template above and get approval from your supervisor, department head, and AUL using one of these three methods:  
   • Method 1 - Email - Compose an email with the required information and send it to the appropriate parties for approval. After all approvals are received, forward that email to lbs@berkeley.edu to create a Jira ticket. 
   • Method 2 - Jira - Compose an email with the required information and send it to the appropriate parties for approval, including lbs@berkeley.edu. When people reply with their approvals, it will be captured on the Jira ticket. After all approvals are received, LBSF will generate the Direct Bill ID for you. 
   • Method 3 - Google Approval - You can use the Travel/Training Pre-Approval Form to gather the required approvals via Google. Please do not include the lbs@berkeley.edu email address on the Google approvals or sharing. Once the approvals are complete, send the link to that form to lbs@berkeley.edu to create a Jira ticket.. 
2. If you are a represented employee who wants to use SDC funding, you will also need approval from the Staff Development Committee, email address staff-development-committee@berkeley.edu. For method 1 and 2, please procure all other approvals prior to including SDC for approval. For method 3, you can add the SDC email when selecting the approvers in Google.  
3. If you are not using LAUC-B, Library Professional Development or SDC funding, please ensure you and your supervisor identify what chartstring will be used. If you don’t know how much professional development funding you have available, reach out to lbs@berkeley.edu. For LAUC-B funding, you can check the CalAnswers dashboard with your personalized Chartfield 2. LBS will need to enter the chartstring(s) when generating the Direct Bill ID.
4. Once LBSF received the request, we will provide a Direct Bill ID via the Jira ticket within 3 business days. You will use your Direct Bill ID like a promotional code to purchase your flight through ConnexUC. All UC faculty and staff should have access to ConnexUC with their CalNet credentials. You will be prompted to update your profile if it’s your first time logging in.
5. Explore flight options on ConnexUC and book your flight. Please ensure your flights comply with UC policy. For complex flights, call a UC Travel Center (UCTC) agent at 1-800-235-8252. Dedicated travel agents are available Monday through Friday 8 am-12 noon, 1 pm-5 pm PT. After Hours and Emergency Assistance is available at the same number; a higher transaction fee will apply. For more information, visit the Controller’s ConnexUC Information page.

Instructions for Requesting Reimbursement After Traveling

1. Starting January 2026, LBSF will input all your expense reports in the campus reimbursement system. You will still be responsible for submitting it after LBSF reviews and drafts it. This process change is in preparation for the new reimbursement system that is expected in the spring 2026. 
2. Within 30 days of completing your trip, please gather your required receipts and documentation. List all your reimbursable expenses on this Travel Reimbursement Form, as well as direct billed airfare if applicable. The Google Sheet will prompt you to make a copy for yourself. Direct billed membership or registration should not be included.
3. The Travel Reimbursement Form includes a place to provide the breakdown of funding to be used, whether it is LAUC-B, Library Professional Development, SDC, administrative or a combination of different chartstrings.
4. Create a Google folder with the completed Travel Reimbursement Form and include the receipts LBSF will need to upload to the campus reimbursement system. At minimum, ensure you include your flight itinerary and itemized receipts for: rental cars, conference registrations, lodging, and any single expense over $75.
5. Share the Google folder with Swati Shah, Lynn Tran, and Annie Somthida. Do not include the lbs@berkeley.edu address.
6. Email lbs@berkeley.edu with the link to the Google folder along with your pre-approval documentation. If you already have a pre-existing Jira ticket for this trip, you can send the link on the original ticket.
7. LBSF will review the submission and let you know if any additional documentation is required via the Jira ticket. LBSF will draft the expense report and upload the receipts. Once it is ready to be submitted, LBSF will prompt the reimbursement system to email you to log in and submit your expense report. LBSF will monitor it through the approval stages and confirm with you when it’s approved for payment. Generally, once approved, a reimbursement will be issued within 3-5 business days.

If you have any questions, please email LBSF at lbs@berkeley.edu.