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Paying for UCSD Associate Agencies Service Fees
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Summary: Associate Agencies charge service fees when airfare is ticketed, voided, or refunded and occasionally for hotel and car reservations. Service fees also apply when itineraries change. Follow the steps below when paying for service fees. |
| What you, the travel preparer, should do |
How you should do it |
| 1 |
Determine the airfare method of payment. |
- If you billed airfare to the corporate Travel Card account issued to the travel agency, the agency will mail or fax you an invoice for the service fee. Proceed to step 2.
- If you purchased airfare with a personal credit card or your UCSD Travel Card, proceed to step 3.
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| 2 |
Process the service fee invoice provided by the agency. |
- Complete the Hotel/ Registration/ Service Fee Prepayment screen in TravelLink. You will need to know the agency's vendor ID and address type:
- If you do not have access to TravelLink, contact your department business office or administrator. See TravelLink demos.
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| 3 |
Report expenses after the travel is over. |
- Use MyTravel, the preferred method, to report expenses online.
- If you completed step 2, or if you used your Travel Card, the UCSD-paid service fee will automatically display on the Air tab.
Note: The service fee is generally added to the airfare amount. The UCSD Prepaid airfare total would reflect the combined amount.
- If you charged the service fee to your own personal credit card, enter it on the Air tab as a traveler-paid expense.
- Only if the event is outside the scope of MyTravel, complete a Travel Expense Voucher (TEV) after the trip.
- If you billed airfare to the corporate Travel Card account issued to the agency or to your Travel Card, list the service fee on the TEV as a miscellaneous expense and in the advance/ prepayment box.
- If you purchased airfare with a personal credit card, list the service fee on the TEV as a miscellaneous expense.
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Notice: UCSD travel policy, as published in Blink, is decisive. It has been adapted to UCSD's organization, delegation of authority, terminology, chart of accounts, and processing applications. The source for UCSD travel policy is UC Travel Policy and Regulations. |
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