UCSD Blink: Travel: Paying for Shuttle Service

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Travel: Paying for Shuttle Service

Summary: Find out how to pay for taxi or shuttle service for an individual or group as part of a travel event.

In the right place? For charter service that is not related to a travel event, use a High Value Purchase Order.

What to do		How to do it
1	Preauthorize travel.	Complete Going on a Trip in TravelLink. For a group, follow the instructions in steps 1 and 2 of Paying for Group Travel. Note: Preauthorization is required regardless of your method of payment or reporting expenses.
2	Arrange service.	Contact a taxi or shuttle service provider to arrange the transport. Do not sign an agreement (also known as a contract) as you risk personal liability. Contact Purchasing to approve agreements with service providers. Note: Because Purchasing has approved an agreement does not mean a purchase order will be used.
3	Arrange payment.	The traveler can use a personal form of payment and request reimbursement after completing travel. Note: To request reimbursement, use MyTravel. Or Use TravelLink's prepay feature to request payment using the event you created in step 1. For the prepayment document text enter: Reason Route Number of passengers Choose bill type: Service Fee Allow 4 business days, after the final department approval, for UCSD Travel to issue payment. Note: To claim expenses for a group, see step 10 of Paying for Group Travel. If payable by invoice to your department, prepare a paper Travel Expense Voucher (TEV) with the vendor as the payee.