UCSD Blink: Paying for Conference Registration or Hotel Deposit (Foreign Currency)

Related Links
Menu: Meals, Lodging, and Per Diem
Glossary Terms
	Event number
Departments
	Travel

Blink Home > Travel > Paying for Conference Registration or Hotel Deposit (Foreign Currency)

Paying for Conference Registration or Hotel Deposit (Foreign Currency)

Summary: Use this step-by-step guide to pay for conference registration or a hotel deposit in foreign currency.

In the right place? There are also instructions for how to pay in U.S. currency.

What you, the travel preparer, should do		How to do it
1	Preauthorize travel.	Complete Going on a Trip in TravelLink. Note: Preauthorization is required regardless of your method of payment or reporting expenses.
2	Complete a foreign wire form.	Complete a foreign wire form (Excel) for each prepayment for each traveler, following the instructions. Write the event number and traveler ID on the top of the wire form and fax it to UCSD Travel, (858) 822-1546. For registration, include a copy of the completed conference registration form. Note: The copy of the conference registration will be used for documentation purposes only and not accompany the wire to the banking institution.
3	Reserve lodging and/ or register for the conference.	Reserve a room for the duration of stay. Mail or fax the completed conference registration form directly to the conference vendor. Retain a copy of the form to submit with the Travel Expense Voucher (TEV) (Excel) after completing the trip.
4	Check the status of the wire.	The turn-around time for UCSD Travel to approve and issue wires is generally four days. You can check the status of your wire at any time by viewing the Event Summary screen in TravelLink. Note: Calculating the number of days it takes for a wire to reach a foreign banking institution is difficult and depends upon many factors. Please consider time zones, weekends, holidays (including those specific to a given country or region), and bank processing times. Note: Contact the conference vendor or hotel directly to confirm that the payment has been received and properly credited to the traveler. This confirmation is particularly important when payment is being made via wire, since banking institutions may or may not include traveler information when depositing the monies in the conference vendor or hotel's account.

To claim an expense or request reimbursement, see a demo for completing a Travel Expense Voucher (TEV) (Excel).

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.