• View a training demo.
• See an overview for employee travelers
or travel preparers.

• Summary and Distribution
• Receipts
• Submit

• The amount(s) checked as applied to Travel Card (UCSD employees only)
• The amount to pay traveler's UCSD Travel Card account

If you leave the Review and Submit tab and then return after changing:

• An amount(s) for which you had checked Travel Card Used
• A checkbox indicating Travel Card Used

Here is what will happen:

• Amount checked as applied to Travel Card will automatically update.
• Amount to pay traveler's UCSD Trave Card will NOT automatically update.

• Airfare payment by UCSD, such as charges to a UCSD Travel Card
• Airfare and service fee paid directly by UCSD (if airfare was arranged through UCSD's partner agency or an associate agency authorized to bill UCSD)

• Note: This amount will automatically update if you make changes and return to this tab.

• You may change this amount.
• This amount will not automatically update if you make changes and return to this tab, so you may need to adjust it.
• Be aware of timing issues:
  • Travel makes payments to Travel Cards on a weekly basis.
  • Your request can be completed only after your MyTravel claim has been approved for final processing by the appropriate departmental approval authority.
  • You can help facilitate timely payment to the traveler's Travel Card and timely reimbursement to the traveler by accurately completing MyTravel and attending to MyTravel e-mail notification(s).

• The event number
• The description entered during preauthorization (typically the destination)
• The start date

• When an amount is due from the traveler, follow the guidelines on the Submit page as noted below.

• Enter any amount that will be paid by a non-UCSD source and deposit the amount to the appropriate index. This is a memo field only.

• Index(es)
• Account code(s)
• Amount(s)

Index: You may change the index from the one(s) used during preauthorization:

• If the same index is used, the encumbrance automatically lifts when the event becomes reconciled. (Even if you add a line with a new index, the encumbrance will lift if the original index is used for any amount.)
• If a different index is entered, and the index used during preauthorization is not retained for any amount, the encumbrance does not automatically lift. In this case, you may use the Encumbrance Lifter tool.

Account: You may change the account code(s) being used. Use the account that is appropriate to the expense(s). For example, if supplies were purchased during travel, indicate the amount and account for supplies.

• Note: Certain account codes, such as for entertainment, are recognized as inappropriate for the current phase of MyTravel.

Amount: The total must accurately reflect the total that MyTravel automatically calculates for the event.

• You may need to adjust the amount if the event was preauthorized using more than one index.

• If notes are required, MyTravel provides a message near the top of the page after you have entered data and completed the tab by clicking Next. Otherwise, you may use the Summary Notes field to enter information that you determine would be important for review by the approver.

1. Note the required receipts listed by expense description and amount
2. Click on the checkbox indicating Have or Do not have for each receipt
3. Enter an explanation in the Receipts Notes field for any required original receipt that you do not have
4. Provide the required receipts to your departmental approval authority for review
   • Note: For any required original receipt(s) that you indicated Do not have the MyTravel claim requires additional review by the Travel Manager for exception to policy. (Your departmental approval authority requests this exception to policy during the final approval process.)

• If notes are required, MyTravel provides a message near the top of the page after you have entered data and completed the tab by clicking Next. Otherwise, you may use the Receipts Notes field to enter information that you determine would be important for review by the approver.

Direct deposit is used for all MyTravel reimbursements to UCSD employees, as it is paperless, streamlined, and efficient. In general, employee travelers are set up to receive reimbursements if they:

• Are enrolled in direct deposit for payroll
• Have received a payment from Disbursements or a reimbursement from Travel through direct deposit
• Have not changed any banking information used for direct deposit

Note: If MyTravel recognizes that an employee traveler is not enrolled in direct deposit, an error message will provide guidance about how to proceed. If this occurs, please ensure that the traveler enrolls in direct deposit prior to using MyTravel in future.

Reimbursement for non-employees is by direct deposit (if enrolled) or a paper check sent to the traveler's residence or business address (not a UCSD Mail Code). Use TravelLink to add or change an address for a non-employee.

• If you are ready to submit, click on I Agree.
• If you are not ready to sumbit, your options are:
• Return to any of the tabs, by clicking on it using the tabs along the top.
• Return to the Receipts page, by clicking Previous.
• Click I Do Not Agree (for the traveler who is reviewing a MyTravel submission prepared by another person). The person who prepared your MyTravel claim will be notified and advised to contact you to address any issue(s).

• If the traveler owes an amount to UCSD, you will need to follow these guidelines so that UCSD Travel may complete your MyTravel claim:
  • Print the form
  • Attach the check made payable to UC Regents to the deposit form
  • Mail the check and form to:
  
  UCSD Travel
  Mail Code 0955