Faculty and Staff

MyTravel Help: Start Tab

Last updated October 28, 2009 4:29:30 PM PDT
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Use these guidelines to complete the Start tab in MyTravel, UCSD's online travel expense reporting tool.

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

The MyTravel Start tab has several topics that must be completed in succession:

Welcome

If this is your first time using MyTravel:

  1. Review the text on the Welcome page.
  2. Review essential information about using MyTravel by clicking on Click here for guidance on getting started.
  3. Note that all MyTravel reimbursements for UCSD employees are issued via direct deposit. Employees without an account set up through Payroll, and non-employees who will travel for UCSD more than once, should enroll in direct deposit.
  4. Click Next.

Note: The Welcome page will appear even if it is not your first time using MyTravel. Important updates appear here, so please review it each time you use MyTravel. (You do not need to review the guidance for getting started every time you use MyTravel.)

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Select Traveler (for preparers or approvers)

Note: If you are a traveler completing your own expense claim, you will not see the Select Traveler page.

Travelers listed are those with outstanding events who are associated with your TravelLink approval hierarchy (you are either the primary approver or one of the alternate approvers).

Select the traveler from the list provided.

If the traveler is not on the list, you can search:

  1. Enter the last name, or last name and first initial, into the search field.
  2. Click Search.
  3. Select the traveler from the results list.

    Note: If you receive an error message stating that no travelers were found, try your search again, ensure that the event was preauthorized, or check with your department business officer to make sure the traveler is included in your approval hierarchy.

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Select Event

Events are listed by event start date (from earliest to most recent).

Event information is automatically displayed from TravelLink preauthorization data such as:

  • Event ID, also known as event number
  • Start date
  • End date
  • Description, known as destination in TravelLink
  • Travel contact
  • Due date, which is the date by which expenses should be reported and the event reconciled as required by UC policy (21 days from the travel end date)
  • Status, which you can click to see a list of actions and dates for the MyTravel claim

Select the event by clicking on Event ID.

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Select Date/ Time

Event information appears near the top of page for your confirmation.

Follow these steps:

  1. Answer the question: Did this trip occur within the continental U.S.? by selecting Yes or No. (Phase One of MyTravel is for travel within the continental United States only.)
  2. Note the Travel Start and Travel End dates, which were preauthorized in TravelLink.
    You can change the dates as needed for the actual travel situation; however, this will not change the preauthorized dates. If you need to change the start or end dates:
    1. Click on the calendar icon.
    2. Select a date.
  3. Choose a start time on the Travel Started line by clicking on the Choose a time drop-down menu and selecting a time from the list.
  4. Choose an end time by repeating Step 3 for Travel Ended.
  5. Note the Travel Contact for your confirmation.
  6. Note the Due Date.
  7. Enter the official business purpose and any important notes about the event in the Business Purpose/ General Event Notes text field.
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Completing the Start tab

If you click Next after completing the last page of the Start tab you will see the question:

  • Do you need to enter any amount(s) for Air Travel?
    • Click Yes if there were any out-of-pocket air travel expenses, such as a charge to a personal credit card.
    • Click No if:
      • Airfare was billed to UCSD by using the partner agency
      • Airfare was billed to the traveler's UCSD Travel Card (automatically paid by UCSD Travel)
      • No airfare was included in the event
      Note: You may wish to click Yes even if airfare was billed to UCSD, or applied to the traveler's UCSD Travel Card, in order to ensure that the UCSD-paid amount appears correctly on the Air tab.

If proceeding to the Air tab see Air tab help.

If you need to clear all the data you entered on the Select Date/ Time page, click Reset Form.

If you need to return to the Select Event page, click Previous.

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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.

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