Faculty and Staff

Paying for Group Travel

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Use this guide to pay for and reconcile group travel when 3 or more people are traveling to the same destination for approximately the same duration.

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1. Designate a group leader.

Designate a UCSD employee as a group leader. The group leader is generally also one of the travelers.

2. Preauthorize the travel, including a participant list in the document text.

  • Use the Going on a Trip feature in TravelLink to preauthorize travel.

    Note: Complete the first portion of "Going on a Trip" using the traveler ID of the group leader designated in step 1.

  • Include a participant list in the document text, indicating:
    • Traveler names
    • Traveler citizenship and visa status

    If you do not have access to TravelLink, find out about access and training or contact your department business administrator.

3. Determine the types of expenses.

  • For airfare, follow steps 4-5, and complete steps 9 and 10 after the trip has concluded.
  • For a hotel deposit, follow step 6, and complete steps 9 and 10 after the trip has concluded.
  • For registration, follow step 7, and complete steps 9 and 10 after the trip has concluded.

4. Determine the destination.

Follow the guidelines on best airfare buying practices.

If the destination is serviced by Southwest Airlines, book a flight online. If the travel is not serviced by Southwest Airlines, or if the itinerary is complex or subject to change, proceed to step 5.

5. Contact a travel agency.

  • Call the UCSD reservation desk at Balboa Travel, (858) 678-3752. Or contact an associate agency.
  • Request flight options and select one that is appropriate.
  • When you're ready to ticket the airfare:
    • Give the agent the event number generated in step 2 and request that airfare be billed to UCSD.
    • Inform the agent that you are arranging "group travel" and that the event number will be the same for all travelers.

6. Request prepayment for hotel deposit.

  • Complete the prepayment feature in TravelLink using the group leader's traveler ID and the event number genrated in step 2.
  • For Bill Type, select Hotel Deposit from the drop-down menu.

7. Request prepayment for registration fees.

  • Complete the prepayment feature in TravelLink using the group leader's traveler ID and the event number generated in step 2.
  • For Bill Type, select Registration Fee from the drop-down menu.
  • Write the event number and document number you generate in TravelLink on the top right of the registration forms and fax them to (858) 822-1546. UCSD Travel will attach the registration information you fax with the payment that is sent to the conference.

8. Check the status of your prepayment request.

  • Allow up to 4 working days for the request to be processed and the payment to be issued. UCSD Travel processes hotel and registration prepayment requests beginning the day they are received.
  • You can check the status of your request at any time by viewing the "Event Summary" screen in TravelLink.

9. Obtain the receipts from the group leader.

Obtain original receipts that are required for claiming expenses, including:

  • Airfare receipt/ itinerary
  • Itemized hotel receipt
  • Rental car

Note: If you have purchased an electronic ticket, the itinerary / invoice serves as the receipt. Receipts for ticketless travel may also be requested at the airline gate.

10. Report expenses after trip completion.

  • Complete a Travel Expense Form (TEF) (PDF), rather than MyTravel online, on behalf of the designated group leader established in step 1.
  • Attach a copy of the participant list created in step 2.
  • Attach required receipts.
  • Acquire appropriate signatures.
  • Submit the completed TEF to:

    UCSD Travel
    Mail Code 0998

Note: A traveler who incurs expenses that are not reimbursed on the group leader's TEF (e.g., personal mileage, shuttle, incidental expenses) may submit an individual TEF to UCSD Travel to request reimbursement. Reference the group event number in the "Remarks" section on the TEF.

11. Check the status of the TEF.

  • Allow up to 4 working days for a TEF to be audited and reconciled. UCSD Travel processes TEFs beginning the day they are received.
  • You can check the status of a TEF at any time by viewing the "Event Summary" screen in TravelLink.

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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.