Faculty and Staff

Paying for UCSD Associate Agencies Service Fees

Last updated September 24, 2009 10:51:47 AM PDT
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UCSD Associate Agencies charge service fees when airfare is ticketed, voided, or refunded and occasionally for hotel and car reservations. Service fees also apply when itineraries change. Travel preparers, follow the steps below when paying for service fees.

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1. Determine the airfare method of payment.

  • If you billed airfare to the corporate Travel Card account issued to the travel agency, the agency will mail or fax you an invoice for the service fee. Proceed to step 2.
  • If you purchased airfare with a personal credit card or your UCSD Travel Card, proceed to step 3.

2. Process the service fee invoice provided by the agency.

  • Complete the Hotel/ Registration/ Service Fee Prepayment screen in TravelLink. You will need to know the agency's vendor ID and address type:
    Associate Agencies Agency Vendor ID Address Type
    Business As Usual 00098334E D1
    Kahala Travel 00081871E U2
    Universal Travel 00040876E QB
  • If you do not have access to TravelLink, contact your department business office or administrator. See TravelLink demos.

3. Report expenses after the travel is over.

  • Use MyTravel, the preferred method, to report expenses online.
    • If you completed step 2, or if you used your Travel Card, the UCSD-paid service fee will automatically display on the Air tab.
      Note: The service fee is generally added to the airfare amount. The UCSD Prepaid airfare total would reflect the combined amount.
    • If you charged the service fee to your own personal credit card, enter it on the Air tab as a traveler-paid expense.
  • Only if the event is outside the scope of MyTravel, complete the Travel Expense Form (TEF) after the trip.
    • List airfare and services fees under Air Travel.
      Note: Airfare and service fees billed to the corporate Travel Card account issued to the agency or to your Travel Card must also be entered under Less UCSD Prepaid.

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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.