MyTravel Help: Hotel Tab

Use these guidelines to complete the Hotel tab in MyTravel, UCSD's online tool for reporting travel expenses.

Use MyTravel to report expenses for official business travel. For additional MyTravel guidance, see:

• MyTravel Overview
• MyTravel training demo

Certain headings on the Hotel tab are linked to glossary definitions and will appear in a new browser window when clicked:

• Travel Card Used?
• Less Non-Business Hotel

Travel Dates listed on the Hotel tab are those that were defined on the Start, Select Date/ Time tab. Enter the amount for single room rate (and tax) by day. You can enter dollar amounts in any of the following formats:

• $125.00
• $125
• 125.00
• 125

For convenience, if the rate was the same for each day of travel, you can enter the amount once and click the AutoFill Values Down button.

This additional heading and amount will appear only if a hotel amount was prepaid: Note: UCSD Paid Hotel

Hotel Total will be automatically calculated. If you wish to see an updated total reflecting changes you have made, use the Tab key or click somewhere on the page.

Note: Claim the hotel expense (single room rate and tax only) in full on the Hotel tab. If a deposit or other expense was prepaid by UCSD, this amount will be reflected on the Review and Submit tab.

Hotel Notes field: After you complete a tab and click to continue, MyTravel may prompt you to provide an explanation in this field before proceeding. If so, a message appears near the top of the page. You can also use this field to enter any information that you determine is important for the approver.

Completing the Hotel tab: Click Next or click on the tab along the top that you wish to use next. If you click Next, you will see the question appear:

• Do you need to enter any amount(s) for Meals?
  • Answer Yes if any meal expenses were incurred for the event.
  • Answer No if no meal expenses were incurred.

If you are proceeding to the Meals tab, see Meals tab help.

If you need to clear all the data you entered on the Hotel tab, click Reset Form.

If you need to return to the Ground tab, click Previous.

More information:

• Link to guidelines in Blink using:
  • The Policy Guidelines link near the bottom of the page
  • Search tools at the top of the page (above the MyTravel tabs)
• See Travel contacts if:
  • You need help with a special situation
  • You have a specific policy question
  • You need assistance in claiming a particular expense(s) using MyTravel

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.