1. Review the Personal Notification Statement before you begin completing the TEV.
2. After you have read the statement, open the TEV (Excel) file and begin filling it out electronically. First, check the "Yes" box at the top of the form.

Gather information to complete the TEV.

As you gather receipts, review the expenses being claimed for policy compliance. If you see expenses that may not be eligible for reimbursement, please contact UCSD Travel for guidance.

1. See a sample TEV (PDF) with expenses indicated correctly.
2. Collect all required original receipts for applicable expenses.
3. For meals and incidental expenses (M&IE), review the traveler's daily log of meal expenses as described in M&IE recording and reporting guidelines or review receipts if your area requires them.
4. Prepare in advance to have all the required signatures on the TEV after it is completed:
   • Authorizing signature (to approve travel funding at the department level)
   • Traveler's signature (to certify that the expenses are accurate and all required receipts have been submitted)
   • Approval for entertainment signature (if official business entertainment was incurred concurrently with the event)
   All required signatures must appear on the TEV to comply with policy.

   If the traveler is a UCSD employee or student, the signature must be obtained.

   If the traveler is not a UCSD employee or student, and the signature cannot be obtained by any reasonable means, the person who provided the authorizing signature must indicate "Not available," then enter his or her initials in lieu of the traveler's signature, and indicate the reason the traveler's signature cannot be obtained.

1. Verify that the traveler is enrolled in direct deposit:
   • E-mail Disbursments Direct Deposit
     
   or
   • Call Disbursements, (858) 534-4080

   If the traveler is not enrolled, follow the instructions on How to Enroll in Disbursements Direct Deposit. then complete the rest of the TEV.

2. If the traveler is not an employee or student, a one-time reimbursement by paper check will be arranged.

Travelers are assigned a UCSD Financial ID number.

1. Enter the traveler's name and mailing address.
2. If the traveler is an employee, enter one of the following:
   • UCSD Employee ID number
   • UCSD Financial ID number
   If the traveler is a non-UCSD employee, enter one of the following:
   • UCSD Financial ID number
   • Last 4 digits of the traveler's Social Security number.
3. Enter the event number.
   • The event number was generated when you preauthorized travel, as is required, using TravelLink.
4. Complete the remaining boxes in the top portion of the TEV:
   • Visa type (for non-U.S. citizens)
     Note: If the visa type is B-2 or WT, complete and submit the Certification of Academic Activity form.
   • City of residence
   • Purpose and destination of event/ entertainment
   • Your name, phone extension, e-mail address, and Mail Code

1. Enter the departure time. This will be your first line entry as you work across the columns to list expenses.

1. Enter the date the expense was incurred. As you work through the form, list expenses by the day they are incurred, as demonstrated in the sample TEV (PDF).

If you are requesting reimbursement for entertainment only, and no travel is involved, do NOT complete a TEV. Instead, follow entertainment guidelines payment/ reimbursement.

1. If entertainment was required during travel, enter the type and nature of the expense(s).

   Indicate:

   • Type of expense, for example:
     • Breakfast
     • Lunch
     • Dinner
     • Light refreshment
   • Nature or purpose of expense (see allowable entertainment expenses)
   • Names of participants

1. Enter the itemized cost(s), keeping entertainment expenses separate from M&IE.

   For M&IE, follow the M&IE guidelines to calculate cost. Note that the amount you claim can be only what was actually spent up to the maximum allowable.

   You may not claim entertainment and M&IE for the same meal, or claim entertainment plus the maximum amount for M&IE.

1. Indicate the cost of the room only, including tax(es). For more details, see Lodging for Short-Term Domestic Travel.
2. If phone calls are charged to the room, list any business calls as a miscellaneous expense in Box 9 of the TEV.
3. Extra charges, such as an in-room movie or more than one personal call per day, are not eligible for reimbursement.

1. Indicate the city and state where the expense was incurred.

1. If you used your own car for travel, enter the number of miles in Box 7.
2. In Box 16 "Remarks," indicate the mileage reimbursement rate you used and list any passengers who are UCSD employees.

1. Enter the transportation cost(s) and type(s) using abbreviations such as:
   • A or Air for airfare
   • PC for private car
   • RC for rental car
   • R for rail
   • B for bus
   • SH for shuttle
   • TX for taxi
2. If you list mileage, enter the amount you calculated using the mileage reimbursement rate appropriate for the date(s) of travel.
3. If you list airfare, note that any class other than coach is an exception to policy and may require advance approval.
4. If you list a rental car, note that optional damage coverage is generally not eligible for reimbursement.

1. List cost(s) and type(s) of miscellaneous expenses using abbreviations such as:
   • SF for service fee
   • RF for registration fee
   • ATM for ATM fees
   • TP for phone
   • FX for fax

1. The TEV calculates totals automatically for all expenses entered across the columns for each day of travel.

1. If you had more than one day of travel, start a new entry in Box 2 for each day, repeating the instructions in steps 6–13, above.
2. For the last day of travel, start the entry in Box 1 with the return time.

1. Indicate any reimbursement amount you have requested or received from a non-UC source.
   
   This amount will be subtracted from your total expenses.

1. The TEV automatically calculates the total expenses.

• Airfare charged to UCSD through Balboa Travel, an Alliance Agency, or paid using the employee-held UCSD Travel Card
• Registration fee requested via TravelLink
• Hotel deposit requested via TravelLink

1. Check the View Event Summary screen in TravelLink to verify the prepayments and any cash advance that must be included on the TEV. There may be a delay in prepaid airfare displaying in TravelLink, so determine if you need to include airfare as a prepaid expense.
2. Indicate the date and amount of any prepaid airfare expense.
3. Enter the date and amount of any prepaid registration fee.
4. Indicate any other prepaid expense or cash advance and define it, such as "Service Fee," along with the date and amount of the expense.
   If you are listing a service fee for airfare, enter it in this box if the service fee was charged by Alliance Agency for which payment was arranged through TravelLink.
5. Do not include:
   • Expenses paid using a personal form of payment
   • Expenses other than airfare paid using the employee-held UCSD Travel Card

1. By entering an amount on the Travel/ Host line, you are requesting reimbursement directly to the traveler or host for that amount.
   If the traveler paid for a service fee using a personal form of payment, include it in the amount on this line.
2. By entering an amount on the Direct Payment Corporate Card line, you are requesting that the Travel team forward payment to the traveler's UCSD Travel Card directly.
   If the traveler paid for a service fee using the employee-held UCSD Travel Card, the fee was not stripped off the bill along with the airfare, so you may include it on this line.
3. By entering an amount on the UC Regents line, you are indicating that advances and prepayments exceeded the expenses or have been refunded and that you are including a check payable to UC Regents.

1. If any personal travel occurred within the time period indicated on the TEV, clearly indicate the date(s) when it occurred.
2. If you are claiming mileage, indicate the rate you used to calculate the amount you entered in Box 7 and note any passengers that were UCSD employees.
3. If you are requesting review for an exception to policy, such as a missing receipt, missing traveler signature, or claim of the maximum amount for M&IE, indicate the request and the reasons for it.

1. Obtain required signatures as outlined in step 2d above.
2. Complete the funding information. If you indicate an index that differs from the index used during preauthorization, the TEV will be processed using the new index on the TEV. To help ensure the new number is noted during processing, highlight the new number on the TEV.

1. Avoid the delay and inconvenience of having an incorrectly completed TEV returned to you for correction.
   • Review the TEV before submitting it.
   • See guidelines for avoiding TEV return.
   • Compare your TEV to the way the sample TEV (PDF) has been completed.

1. Make a copy of the TEV and retain it for recordkeeping.
2. Send the original completed TEV to your department's business office (if required) or directly to:
   UCSD Travel
   Mail Code 0955
3. Allow 4 working days for the TEV to be processed.
4. Check the status of the TEV by using the View Event Summary screen in TravelLink.