Paying for Conference Registration or Hotel Deposit

• UC San Diego Travel & Entertainment Card:  Conference registration fees, hotel deposits, and required prepayments should be paid using the traveler's UC San Diego Travel & Entertainment Card.
• Out of Pocket Expenses: (e.g., personal credit card)
• Request check
  • Employee travelers should use their Travel & Entertainment Card expenses are easiest to track and reconcile.
  • Non-employee travelers or when Travel & Entertainment Card is not an option, use Concur or foreign wire, depending on the destination (e.g., domestic or foreign)
• UC San Diego Procurement Card:  Use your Procurement Card to prepay conference registration only under these certain constraints.:
  • When no additional travel expenses will be incurred (i.e., parking, mileage, meals, etc.); or
  • When the attendee is a non-UCSD employee or a student (Non-employee)
  • Accepts credit card as the only payments method and is due within less than 3 weeks.
    • Reasons these constraints are in place.
      1. If the student has a valid employee ID they can be paid through Concur and they can also apply for a Travel & Entertainment Card.
      2. The Procurement Card program is located in a different department from Travel who has their own set of policies and procedures.

*Using your Procurement Card to pay for conference registration when Travel expenses are incurred is a violation of policy.

Create a Travel Request in Concur. For more guidance on this process, please reference this Knowledge Base Article.

Note: Creating a Travel Request is required for preauthorization, regardless of the method of payment or how expenses are reported. Mileage only expenses do not require a Travel Request.

• UC San Diego Travel & Entertainment Card:
  
  • Provide the card number and ask for a confirmation number.
    Note: Travel merchants sometimes use non-travel merchant codes. If your transaction is declined, submit a case via Services & Support. Requests can take up to 24 business hours.
  • All Travel & Entertainment Card Charges are centrally billed and paid for by the University and uploaded to Concur Travel. Please reference this Knowledge Base Article to learn more about how to reconcile Travel & Entertainment Card transactions.
• Personal credit card:
  • Provide the card number and ask for a confirmation number.
  • You must complete the trip before requesting reimbursement.

• UC San Diego Procurement Card (for registration only):
  • If the circumstances defined in step 1 apply, provide the card number and ask for a confirmation number.
    Note: Additional information about the Procurement Card, including processing information, can be found on the overview page.