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MyTravel: Preauthorizing Travel and Obtaining a Trip Number

Find out how to preauthorize travel and obtain a trip number using MyTravel.

Follow the step-by-step instructions below to create a new trip, which authorizes travel, generates a trip number and associates the trip with funding. (You can also see a demo of the preauthorization process.)

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1. Start a new trip.

  • Go to MyTravel and log in
  • Click Create a new trip under Available Actions

2. Select traveler.

  • Click Search for Traveler:
    • Enter traveler name into the search field, click Search
    • Select traveler from the results list
    • If traveler is not a UC citizen, uncheck the US Citizen box and enter visa type

3. Enter trip details.

  • Trip Number: Leave this field blank (you should see the word Next)
  • Type of Trip: Select from the drop-down menu
  • Dates: Enter the start and end dates in a mm/dd/yyyy format
  • Origin/ Destination:
    • Enter City, State (if domestic)
      OR
    • City, Country (if foreign)
  • Trip Description: Enter brief description of the trip 
  • Purpose of Trip: Enter the business purpose of the trip. There should be enough detail to clearly establish the UC San Diego business purpose for the trip connected to the traveler and the traveler type. Do not use acronyms.
  • Estimated Expenses: Enter the total estimated expenses for the trip, including:
    • Lodging
    • Ground transportation
    • Registration
    • Meals and incidentals
    • Any official entertainment

Note: When entering the amount, do not include the dollar sign.

4. Enter fund source information.

After entering required information, the index is leined rather than charged. The index will be charged when you report travel expenses after the trip has concluded.

  • Index: Enter the index number(s) to be encumbered for the travel expenses
  • Account:  Choose the appropriate account number from the drop-down menu
  • Amount: This number will populate from the amount entered as Estimated Expenses (step 3)
  • Multiple fund sources?: Click Add Another Fund Source and repeat the above process

5. Assign authorization details.

  • Approval routing: Select the desired approval routing template from the drop-down menu
    Note: Most campus departments have a simple approval routing and use the AAA default template. If you need help selecting the appropriate template, contact your Departmental Security Administrator (DSA)
  • Check the box next to, "I agree that the information I provided is valid"
  • Click Submit. As the screen refreshes, read the system message(s) at the top of the screen, it will inform you if your submission is successful or if additional information is required.
  • You will receive a message "trip 00123456 requested successfully." The trip will be routed to the approver for preauthorization and will be available in MyApprovals.

Note: You cannot make changes to a document after you approve it. If you have questions about a document you have completed, contact a specialist through BFSupport.

6. Add supporting documentation.

Once the trip request is complete you can add supporting documentation, such as an agenda, conference brochure, or invitation letter. While this documentation may be added to the trip at any time, it's recommended you attach information immediately upon the trip’s set up so it's available to department approvers when reviewing the trip for preauthorization.

  • Select Attachments from the Available Options
  • Click Add an attachment
  • Select the attachment type as "Trip Attachment"
  • Click Browse to identify and attach the document
  • Provide a description of the attachment

Note:  Not all trip types will readily have supporting documentation; however, whenever available, it should be provided.

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Notice: UC San Diego travel policy, as published in Blink, is decisive. It has been adapted to UC San Diego's organization, delegation of authority, terminology, chart of accounts and processing applications. The source for UC San Diego travel policy is UC Travel Policy and Regulations (PDF).