Faculty and Staff

Paying for Local Conference Registration

Last updated September 24, 2009 10:51:20 AM PDT
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Follow these guidelines to pay for a conference in the San Diego area.

A UCSD employee attending a conference in the San Diego area is not on travel status. The employee:

  • May request reimbursement for conference registration fees, mileage, and parking costs (retain receipts)
  • May not claim subsistence expenses, such as lodging, meals, and incidental expenses

Note: If official entertainment expenses are incurred, see guidelines for requesting reimbursement.

See payment options, in order of preference, and instructions for each:

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Express Card (preferred)

Use the Express Card to pay registration fees. It's restricted to conference registration and doesn't cover additional travel expenses (mileage and parking).

  • In ECManager, select account code 652010 (In-state conferences).
  • After the conference, if you need to request reimbursement for mileage and parking (retain receipts), complete an online Payment Authorization.

UCSD Travel Card

Use your UCSD Travel Card to pre-pay for registration, only if the conference will take place within 21 days.

  • After the conference, request reimbursement via MyTravel. (If you need to request mileage and parking expenses, retain receipts and request via MyTravel.)

Personal form of payment (cash, check, credit card)

If you cannot pay using one of the options above, you can pay for registration, mileage, and parking using a personal form of payment (retain receipts).

  • After the conference, request reimbursement via online Payment Authorization. Complete one online Payment Authorization for registration expenses, and a separate one if you need to claim mileage and parking expenses.

Payment Authorization

At least a week before the conference, complete an online Payment Authorization to pre-pay for registration. (UCSD will send a check directly to the conference. Payment normally takes 2 to 3 working days.)

  • After the conference, if you need to request reimbursement for mileage and parking (retain receipts), complete an online Payment Authorization.

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For more information, 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.