Travel: Requesting a Wire or Draft
Last updated
October 29, 2009 11:39:47 AM PDT
Use the following step-by-step instructions to request a wire or draft for travel prepayments or reimbursements.
In the right place? For non-travel wires and drafts, see Disbursements.
Before requesting a wire, be aware that sending a wire has inherent risk and is costly. Use it if there is no other option (e.g., reimbursing a non-employee traveler who resides overseas). See preferred options for Paying for Conference Registration or Hotel Deposit.
If you are a travel preparer, banking information must be obtained in writing from the traveler and attached to the wire request form.
See the following links for instructions on requesting a wire or draft for travel prepayments or reimbursements.
Requesting a wire in U.S. dollars for travel
- Gather the following information:
- Payee name
- Payee bank account number
- Bank name
- Bank address
- Dollar amount of the wire
- Locate the American Bank Association (ABA) routing number associated with the payee's checking or savings account.(The ABA routing number is generally the first 9 digits displayed on the bottom left of a check or deposit slip.)
- Complete a Wire Transfer Request (Excel), using the information gathered above.
- Prepare supporting documentation for submission by either scanning to PDF or making copies:
- For a travel reimbursement, include a copy of the Travel Expense Form (TEF) and attachments, including bank information (provided in writing by the payee).
- For a prepayment, such as a conference registration fee, include a copy of the registration form.
- Send the form and a copy of supporting documentation to UCSD Travel:
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Requesting a wire in foreign currency for travel
- Gather the following information:
- Payee name
- Payee bank account number
- SWIFT code (Bank ID number)
- CLABE number
- IBAN
- Sort Code
- Bank name
- Bank address
- Amount of the wire
- Currency type
If you are unfamiliar with the various bank codes, refer to Bank Code Definitions for Requesting Wires (PDF).
- Complete a Wire Transfer Request (Excel), using the information gathered above.
Note: The exchange rate will be determined at the conversion when the form is processed by UCSD Travel.
- Prepare supporting documentation for submission by either scanning to PDF or making copies:
- For a travel reimbursement, include a copy of the TEF and attachments, including bank information (provided in writing by the payee).
- For a prepayment, such as a conference registration fee, include a copy of the registration form.
- Send the form and a copy of supporting documentation to UCSD Travel:
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Requesting a draft in foreign currency for travel
- Verify that the country accepts drafts. Review the "accepts drafts" section of the Foreign Currency Requirements (Excel).
- Gather the following information:
- Payee name
- Payee address
- Currency type
- Amount of foreign currency
- Currency type
Note: Euros may be required instead of traditional currencies in countries that participate in the Economic Monetary Union (EMU).
- Complete the Draft Request Form (Excel) using the information gathered above.
- Prepare supporting documentation for submission by either scanning to PDF or making copies:
- For a travel reimbursement, include a copy of the TEF and attachments, including bank information (provided in writing by the payee).
- For a prepayment, such as a conference registration fee, include a copy of the registration form.
- Send the form and a copy of supporting documentation to UCSD Travel:
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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.
