MyTravel: Approver's Checklist

Ensure that all expenses are in line with UCSD travel policy.

In addition, confirm these key points:

• Expenses are the most economical for the travel situation.
• Any amounts for meals and incidental expenses (M&IE) follow M&IE policy and do not include any entertainment expense.
• Any non-business amounts have been identified.

Pay special attention to any items in red text. Red text indicates a system-identified high risk condition.

• Review any items in red text.
• Review any explanatory notes that appear below items in red text.

Ensure that all required original receipts have been provided by the traveler.

• Required receipts are to be collected from the traveler and retained by the appropriate departmental authority. (This is essential for accoutability and to ensure that the traveler has not incurred a taxable event.)
• For any missing required receipts, click Send for Review and select UCSD Travel to request approval for policy exception.

Ensure that all costs assigned to a federally sponsored agreement meet the following allowability criteria as per OMB A-21:

The costs must be reasonable and:

• Allocable to the sponsored agreement on project (i.e., relate to and benefit the sponsored agreement)
• Allowable per the specific terms and conditions of the particular sponsored agreement
• Given consistent treatment through application of generally accepted accounting principles (GAAP) appropriate to the circumstances

Ensure that information about visa type or other required documentation (such as Certification of Academic Activity, if applicable) is on file.

Ensure that any reimbursement by an outside source has been deposited to the appropriate index.

• In MyTravel, an amount entered as Reimbursement by a Non-UCSD Source is a memo item only. The amount must be deposited to the appropriate index in a timely manner. Otherwise, the amount charged to the index will be overstated.

Forward for review and request approval.

• Ensure that any known exception to policy is directed for review and approval. Click Send for Review and select UCSD Travel to arrange appropriate review and approval.
• Include explanation as to why the exception to policy is necessary and unavoidable. Examples and requirements:
  • Original receipt missing: Include information about attempts made to obtain the receipt.
  • Expense paid on behalf of another person: Indicate citizenship of the person whose expense was paid, and if a non-US citizen include visa type and confirmation that a copy of the I-94 is on hand.

    Note: If the expense is for a non-entertainment meal and one traveler paid as a matter of convenience, it is up to the travelers to settle and each claim their own individual cost for the meal.

Forward for review and approval.

Note: This UCSD policy is to meet the UC segregation of responsibility requirement.

• Click Send for Review and select UCSD Travel to arrange appropriate review and approval.

Review and respond within 1 week to claims selected by UCSD Travel for a MyTravel post-audit.