MyTravel Overview

See step-by-step instructions for Using MyTravel to create trips, request traveler/ vendor accounts, create payments and report business travel expenses.

1. The employee traveler or travel preparer logs into MyTravel, enters expense information, and submits the claim. If a travel preparer submits a claim on behalf of a traveler, the traveler will receive an e-mail request to review and certify the claim.
2. The travel approver receives an e-mail request to review and approve the MyTravel submission using MyApprovals.
3. Reimbursement for an event processed in MyTravel is issued via direct deposit to employees. Non-employees are reimbursed via paper check to their residence or direct deposit (if enrolled).

• Employee travelers:
  • You need a ucsd.edu e-mail address and a Single Sign-On user ID and password.
  • Enroll in direct deposit for Travel/ Disbursements. (Most employees are already enrolled. If not, see How to Enroll in Disbursements Direct Deposit.)
  • Verify with your business office that you're set up to use MyTravel. (You don't need your own TRP template unless you'll also initiate travel preauthorization using MyTravel.)
• Travel preparers:
  • Ensure your departmental security administrator (DSA) set up your electronic approval templates. You need a preauthorization approval hierarchy template (TRP) set up with the person delegated authority to approve travel at Level 1. (To meet the UC requirement for separation of duties, you cannot be both the preparer and the approver for a transaction.)
  • You need a ucsd.edu e-mail address and a Single Sign-On user ID and password.
  • For employee travelers, enroll them in direct deposit for Travel/ Disbursements. (Most employees are already enrolled. If not, see How to Enroll in Disbursements Direct Deposit.)
  • For non-employee travelers, create new traveler accounts for them using Add/ Change Traveler Account in MyTravel. Non-employee travelers are reimbursed by paper check mailed to their residence. If travelers will travel more than once for UCSD, set up direct deposit for reimbursement.
• Travel approvers:
  
  • Review Using MyApprovals With MyTravel and a MyTravel: Approver's Checklist.

Traveler certification of claimed expenses is accomplished electronically.

• Travelers who complete their own claims in MyTravel certify the data during submission.
• Travelers who have MyTravel claims completed for them by travel preparers receive a verification e-mail with a unique URL for verifying the data. (This request is for the traveler only and should not be forwarded.) Be sure the traveler's e-mail address is current in the system.
  
  • UCSD employee travelers:  Confirm, via e-mail certification, the claimed expenses are accurate and the required receipts were provided to the appropriate departmental contact.
  • Non-UCSD employee travelers:  Do not certify their own travel, this is done by the travel preparer during submission.

Once the required receipt(s) is uploaded, the attachment remains with the MyTravel claim online and departments are not required to retain an additional copy of the receipt(s).

Receipt review and certification are accomplished in MyTravel by:

• Electronic certification to verify:
  • Expenses claimed are accurate.
  • Required, original receipts were provided.
• Final approval by the travel approver of the expenses.

Travel approvers approve claims via MyApprovals, following the IFIS approval hierarchy for travel authorization. For travel authorization and encumbrance template (TRP):

• The person with delegated authority to approve travel must be the final approver (Level 1). See MyTravel: Approver's Checklist.
• The travel preparer is included in the template (Level 2).

MyTravel assesses risk conditions and flags some submissions for approvers. Examples of risk conditions MyTravel flags are:

• Expenses over a certain dollar threshold
• Missing receipts (to be sent for review and approval by the Director of UCSD Travel)
• Travel durations that are different from what was preauthorized
• Change to an index or account from what was encumbered during preauthorization

Travel preparers and approvers, find details of processed MyTravel claims by using MyTravel Query.

For a simple search:

• Enter the event number.
• Submit the query with default selections.
• Click the event number that displays in the summary results to see full claim details.

For more in-depth research, explore the MyTravel query criteria and use drop-down menus to fit your research needs.