Faculty and Staff

TravelLink: Preauthorizing Travel and Obtaining an Event Number

Last updated October 28, 2009 3:11:20 PM PDT
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Follow the step-by-step instructions below for completing Going on a Trip, which authorizes travel, generates an event number, and associates the trip with funding.

Background: TravelLink is UCSD's Web-based application for preauthorizing travel and requesting prepayment for hotel, registration, or cash advance. See an overview, or view a training demo.

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1. Go to TravelLink and log in.

  • Click Going on a Trip from the TravelLink home page. A login screen will appear.
  • Enter your Integrated Financial Information System (IFIS) user ID and password.

    If you do not have an IFIS user ID and password, see guidelines for gaining access to TravelLink.

2. Enter the Traveler ID.

  • Traveler ID: Enter one of three traveler ID numbers:
    • UCSD Employee ID, if the traveler is a UCSD employee
    • Financial ID (FID)
    • Social Security number (to protect privacy, this number is replaced by the FID as soon as you submit it)
  • If you do not know the traveler's ID, click the spyglass icon next to the Traveler ID field:
    1. Enter the traveler's last name in the Name Search field.
    2. Click Search.
    3. Click the appropriate traveler's ID.
    4. Notice that the Going on a Trip screen now displays with the Traveler ID you chose from the list.
  • If you search for a traveler and cannot find the ID on the list, you may need to establish a traveler account:
    1. Click Add/ Change Travelers on the left side bar.
    2. Follow the instructions to request a traveler account.
    3. Allow one working day for account set up.

3. Skip the Event Number field.

  • Event Number: Leave this field blank.
  • You should see the word NEXT.

  • After you finish entering the required information on the screen and click Submit, the system will assign the next available event number.

4. Enter event information.

  • Location/ Destination: Enter the traveler's destination as:
    • City, State (if domestic)
      OR
    • City, Country (if foreign)
  • Event Dates: Enter the start and end dates of travel in a mm/dd/yy format.
  • Estimated Expenses: Enter the total estimated expenses for the event, including:
    • Lodging
    • Ground transportation
    • Registration
    • Meals and incidentals
    • Any official entertainment
    When entering the amount, do not use a dollar sign.
  • Will airfare be billed to the University?: Click Yes or No to indicate whether or not UCSD Travel will be providing prepayment. In general you will:
    • Select Yes if the traveler will:
      • Use his/ her UCSD Travel Card
      • Charge airfare directly to UCSD through the partner travel agency, Balboa Travel, or through an associate agency that is equipped to bill UCSD directly
    • Select No if the traveler will:
      • Use a personal form of payment
      • Have the airfare paid directly by an outside source

5. Complete the Event Funding table.

  • Index: Enter the index number(s) to be encumbered for the travel expenses.
  • Account: Click the drop-down menu button to the right of the field and select the appropriate account(s) from the list.
  • Amount: Enter the total estimated expenses. When entering the amount, do not use a dollar sign.
    • If you are using a single index, the amount must match the amount you entered in the Estimated Expenses field in Step 4c.
    • If you wish to distribute funding across multiple indexes, you can complete multiple rows of the Event Funding table, provided all amounts total the amount you entered in the Estimated Expenses field in Step 4c.

    At this point the index is being liened rather than charged. The index will be charged when you report travel expenses after the trip has concluded by using either MyTravel online or a paper TEV.

6. Select an approval template in the Authorization Information section.

  • Approval Template: Click the drop-down menu button to the right of the field and select the appropriate approval template.

  • Most campus departments have simple approval routing and use the AAA default template. If you need help selecting the appropriate template, contact your Department Security Administrator (DSA).

7. Submit the document.

  • Click Submit.
  • As the screen refreshes, read the system message(s) at the top of the screen.
  • If you see a blue text message indicating your submission was successful and reminding you to add document text, proceed to Step 8.

    If you see a red text message, read it carefully to see if you have entered an item incorrectly, correct it, and then click submit again.

    If you see a red text message that indicates a mainframe error, try clicking the back button of your browser window, or click the Did You Get What You Wanted frowny face to advise the appropriate personnel.

8. Add Document Text.

  • Scroll down to the Document Text box and enter the required information.

9. Complete and approve the document.

  • Click the Complete check box that appears at the bottom of the page.
  • Click the Approve check box that appears at the bottom of the page.
  • Click Submit to finalize your approval.

  • Note: You cannot make changes to a document after you approve it. If you have questions about a document you have completed, contact UCSD Travel.

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Need an expert? Check the UCSD Travel Staff Directory to find a contact who can help you.

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.