UCSD Blink: MyTravel: Approver's Checklist

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MyTravel: Approver's Checklist

Summary: As an authorized departmental approver for travel, use this checklist when reviewing and approving a MyTravel submission for a traveler in your area.

In the right place? See instructions, for using MyApprovals with MyTravel.

Checklist		What to look for in MyApprovals, MyTravel Detail
	Expenses	Ensure that all expenses are in line with UCSD travel policy. In addition, confirm these key points: Expenses are the most economical for the travel situation. Any amounts for meals and incidental expenses (M&IE) follow M&IE policy and do not include any entertainment expense. Any non-business amounts have been identified.
	Items highlighted for special attention	Pay special attention to any items in red text. Red text indicates a system-identified high risk condition. Review any items in red text. Review any explanatory notes that appear below items in red text.
	Receipts	Ensure that all required original receipts have been provided by the traveler. Required receipts are to be collected from the traveler and retained by the appropriate departmental authority. (This is essential for accoutability and to ensure that the traveler has not incurred a taxable event.) For any missing required receipts, click Send for Review and select UCSD Travel to request approval for policy exception.
	Federal funding	Ensure that all costs assigned to a federally sponsored agreement meet the following allowability criteria as per OMB A-21: The costs must be reasonable and: Allocable to the sponsored agreement on project (i.e., relate to and benefit the sponsored agreement) Allowable per the specific terms and conditions of the particular sponsored agreement Given consistent treatment through application of generally accepted accounting principles (GAAP) appropriate to the circumstances
	Travelers who are not U.S. citizens	Ensure that information about visa type or other required documentation (such as Certification of Academic Activity, if applicable) is on file.
	Reimbursement by a non-UCSD source	Ensure that any reimbursement by an outside source has been deposited to the appropriate index. In MyTravel, an amount entered as Reimbursement by a Non-UCSD Source is a memo item only. The amount must be deposited to the appropriate index in a timely manner. Otherwise, the amount charged to the index will be overstated.
	Policy exception	Forward for review and request approval. Ensure that any known exception to policy is directed for review and approval. Click Send for Review and select UCSD Travel to arrange appropriate review and approval.
	Vice chancellor or chancellor travel	Forward for review and approval. Note: This UCSD policy is to meet the UC segregation of responsibility requirement. Click Send for Review and select UCSD Travel to arrange appropriate review and approval.