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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.
  1. Complete Going on a Trip in TravelLink.
  2. 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.
  1. Contact a taxi or shuttle service provider to arrange the transport.
  2. 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.
  1. 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.
  2. If payable by invoice to your department, prepare a paper Travel Expense Voucher (TEV) with the vendor as the payee.


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


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Last reviewed/updated on June 01, 2007 (see more info)
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