UCSD Blink: Travel Process: The Essentials

Related Links
Travel FAQ
Glossary Terms
	Continental U.S. travel
	Travel Card
	Travel preauthorization
	TravelLink
	University business travel
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	Travel

Blink Home > Travel > Travel Process: The Essentials

Travel Process: The Essentials

Summary: If you're new to travel at UCSD, use this checklist to navigate travel preparation, processing, and reimbursement.

Process		Essentials
	Getting started	Get acquainted with travel policy and procedures through these training resources: Online tutorial Online training demos Menu of training resources
	Preauthorization	Learn about travel preauthorization and get access to UCSD's online travel processing applications, TravelLink (before travel) and MyTravel (after travel): Learn about establishing a travel account Preauthorization instructions and information on why preauthorization is required How to get access to TravelLink and MyTravel About the approval process and how to ensure that appproval templates are in place Go directly to TravelLink, where you can preauthorize travel before paying for airfare or other expenses
	Travel accident insurance	Learn about the registration requirement for Business Travel Accident Insurance coverage for UC travelers. Register for coverage
	Visitors and visas	Review federal regulations before arranging travel. UCSD considers any travel to the continental U.S. to be domestic travel, regardless of the incoming visitor's origin. However, for federally funded travel for foreign visitors traveling to the U.S., the account code must comply with federal requirements. Reimbursement requirements for non-U.S. citizens Note: Visa information is available through UCSD's International Center.
	Federal funds	Review federal regulations that must be followed when using federal contract funds or grants for travel: Comply with the Fly America Act. Use the proper account code to comply with federal requirements.
	Arranging travel	Review options for airfare, car rental, and lodging: Travel Agency Program - Book travel through either: Connexxus Travel Program Connexxus providers Setting Up a Connexxus Traveler Profile Associate agencies Airfare: Review Airfare: Discounted Rates Through Connexxus Purchasing airfare and best practices Car rental: Review Rental Cars: Discounted Rates Through Connexxus Renting a car Lodging: Review Hotels: Discounted Rates Through Connexxus Guidelines for lodging, meals, and expenses: Domestic short-term travel (29 days or less) Long-term domestic travel (30 days or more) Foreign travel Travel to Alaska, Hawaii and U.S. possessions, or to multiple destinations
	Prepaying expenses	Learn which expenses can be prepaid. Use any of the following methods: Airfare: UCSD prepays airfare when you: Reserve via Connexxus Reserve via an associate travel agency Charge to a UCSD Travel Card (only for the employee cardholder's official business travel expenses) Conference registration: Use TravelLink to request prepayment. Charge to a UCSD Travel Card (employees only) if payment is no more than 21 days in advance. Hotel deposit: Review Paying for hotel deposits Use TravelLink to request prepayment. Charge to a UCSD Travel Card (employees only) if payment is no more than 21 days in advance. Service fee for airfare purchased through a UCSD associate agency: Use TravelLink. Other travel expenses for official business: Employees can charge to their UCSD Travel Card within 21 days of travel. (See next section for details.) Cash advances for non-employees can be requested for ground transportation and meals: Use TravelLink.
	Paying expenses during travel	Learn about your options, including the UCSD Travel Card: UCSD employees: Charge your own expenses, or withdraw cash to pay them, with your UCSD Travel Card. Note: Due to the Travel Card payment cycle, don't charge expenses more than 21 days in advance. See responsibility and late fee guidelines. Non-employees: They are usually reimbursed after travel concludes. Cash advances can be requested for meals and ground transportation using TravelLink.
	Reporting expenses Note: The required timeframe to report expenses is within 21 days of the trip end date.	Learn how to report expenses after travel concludes, depending on the situation: Use MyTravel for travel that is within the continental U.S. and less than 30 days. Travel to a foreign destination or complex events (such as group travel): Use a paper TEV form. Note: Before completing a TEV, use TravelLink Event Summary to see prepayment information.
	Researching transactions	Find detailed information using online travel tools: Use TravelLink Event Summary to see details for: Preauthorization Prepayments Reconciliation status, particularly if a paper TEV was used Use the MyTravel query to see details about a processed MyTravel expense claim.

Questions? Contact UCSD Travel or an individual Travel Team member.

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.