Completing a Travel Expense Voucher (TEV) for Domestic Long-Term Travel

• Review the Personal Notification Statement before you begin completing the TEV.
• After you have read the statement, open the TEV (Excel) file and begin filling it out electronically. First, check the "Yes" box at the top of the form.

Note: To comply with policy, all required signatures must appear on the TEV.

• Collect all required original receipts for applicable expenses.
  • As you gather receipts, review the expenses being claimed for policy compliance. If you see expenses that may not be eligible for reimbursement, contact UCSD Travel for guidance.
• Prepare in advance to have all the required signatures on the TEV after it is completed:
  • Authorizing signature (to approve travel funding at the department level)
  • Approval for entertainment signature (if official business entertainment was incurred concurrently with the event)
  • Traveler's signature (to certify that the expenses are accurate and all required receipts have been submitted)
    • If the traveler is a UCSD employee or student, the signature must be obtained.
    • If the traveler is not a UCSD employee or student, and the signature cannot be obtained by any reasonable means, the person who provided the authorizing signature must indicate "Not available," then enter his or her initials in lieu of the traveler's signature, and indicate the reason the traveler's signature cannot be obtained.

• Verify that the traveler is enrolled in Direct Deposit:
  • E-mail Disbursments Direct Deposit
  • or
  • Call Disbursements, (858) 534-4080
  
  If the traveler is not enrolled, follow the instructions on How to Enroll in Disbursements Direct Deposit. then complete the rest of the TEV.
• If the traveler is not an employee or student, a one-time reimbursement by paper check will be arranged.

Travelers are assigned a UCSD Financial ID number.

If a traveler who is a UCSD employee is not listed in TravelLink, use the "Add Traveler" link in TravelLink to request travel account set up. If you need to request a travel account for a non-U.S. citizen, contact UCSD Travel, (858) 822-0202.

• Enter the traveler's name and mailing address.
• If the traveler is an employee, enter one of the following:
  • UCSD Employee ID number
  • UCSD Financial ID number
  If the traveler is a non-UCSD employee, enter one of the following:
  • UCSD Financial ID number
  • Last 4 digits of the traveler's Social Security number.
• Enter the event number.
  • The event number was generated when you preauthorized travel, as is required, using TravelLink.
• Complete the remaining boxes in the top portion of the TEV:
  • U.S. citizen?
  • Visa type (for non-U.S. citizens)
    Note: If the visa type is B-2 or WT, complete and submit the Certification of Academic Activity form.
  • City of residence
  • Purpose and destination of event/ entertainment
  • Your name, phone extension, e-mail address,and Mail Code

Enter the departure time. This will be your first line entry as you work across the columns to list expenses.

First enter the dates of the entire long-term assignment. Then for each expense, indicate the date it was incurred.

If you are requesting reimbursement for meeting or entertainment expenses only and no travel is involved, do NOT complete a TEV. Instead, follow guidelines for online entertainment payments/ reimbursements.

• If entertainment was required during travel, enter the type and nature of the expense(s).

  Indicate:

  • Type of expense, for example:
    • Breakfast
    • Lunch
    • Dinner
    • Light refreshment
  • Nature or purpose of expense (see allowable entertainment expenses)
  • Names of participants

Per diem includes lodging, meals, and incidentals.

• Calculate per diem for the travel event.
• Enter the total amount.

Indicate the city and state where the expense was incurred.

If requesting reimbursement for mileage, or for mileage and parking fees only, do NOT complete a TEV. Instead, follow the guidelines for requesting reimbursement of mileage expense.

• If you used your own car for travel, enter the number of miles in Box 7.
• In Box 16 "Remarks," indicate the mileage reimbursement rate you used and list any passengers who are UCSD employees.

• Enter the transportation cost(s) and type(s) using abbreviations such as:
  • A or Air for airfare
  • PC for private car
  • RC for rental car
  • R for rail
  • B for bus
  • SH for shuttle
  • TX for taxi
• If you list mileage, enter the amount you calculated using the mileage reimbursement rate appropriate for the date(s) of travel.
• If you list airfare, note that any class other than coach is an exception to policy and may require advance approval.
• If you list a rental car, note that optional damage coverage is generally not eligible for reimbursement.

• List cost(s) and type(s) of miscellaneous expenses using abbreviations such as:
  • SF for service fee
  • RF for registration fee
  • ATM for ATM fees
  • TP for phone
  • FX for fax

The TEV calculates totals automatically for all expenses entered across the columns for each day of travel.

• If you had more than one day of travel, start a new entry in Box 2 for each day, repeating the instructions in steps 6–13, above.
• For the last day of travel, start the entry in Box 1 with the return time.

Indicate any reimbursement amount you have requested or received from a non-UC source. This amount will be subtracted from your total expenses.

The TEV automatically calculates the total expenses.

• Expenses prepaid by UCSD Travel could include:
  • Airfare charged to UCSD through Balboa Travel, Alliance Agency, or paid using the employee-held UCSD Travel Card
  • Registration fee requested via TravelLink
  • Hotel deposit requested via TravelLink
• Check the View Event Summary screen in TravelLink to verify the prepayments and any cash advance that must be included on the TEV. There may be a delay in prepaid airfare displaying in TravelLink, so determine if you need to include airfare as a prepaid expense.
• Indicate the date and amount of any prepaid airfare expense.
• Enter the date and amount of any prepaid registration fee.
• Indicate any other prepaid expense or cash advance and define it, such as "Service Fee," along with the date and amount of the expense.
  If you are listing a service fee for airfare, enter it in this box if the service fee was charged by an Alliance Agency for which payment was arranged through TravelLink.
• Do not include:
  • Expenses paid using a personal form of payment
  • Expenses other than airfare paid using the employee-held UCSD Travel Card

• By entering an amount on the Travel/ Host line, you are requesting reimbursement directly to the traveler or host for that amount.
  If the traveler paid for a service fee using a personal form of payment, include it in the amount on this line.
• By entering an amount on the Direct Payment Corporate Card line, you are requesting that Travel forward payment to the traveler's UCSD Travel Card directly.
  If the traveler paid for a service fee using the employee-held UCSD Travel Card, the fee was not stripped off the bill along with the airfare, so you may include it on this line.
• By entering an amount on the UC Regents line, you are indicating that advances and prepayments exceeded the expenses or have been refunded and that you are including a check payable to UC Regents.

• Indicate the number of days on travel status and the per diem rate used in your calculation.
• Add a note to explain if this is one of a series of TEVs for the entire long-term assignment.
• If any personal travel occurred within the time period indicated on the TEV, clearly indicate the date(s) when it occurred.
• If you are claiming mileage, indicate the rate you used to calculate the amount you entered in Box 7, and note any passengers that were UCSD employees.
• If you are requesting review for an exception to policy, such as a missing receipt or missing traveler signature, indicate the request and the reasons for it.

• Obtain required signatures as outlined in step 2b, above.
• Complete the funding information. If you indicate an index that differs from the index used during preauthorization, the TEV will be processed using the new index on the TEV. To help ensure the new number is noted during processing, please highlight the new number on the TEV.

Avoid the delay and inconvenience of having an incorrectly completed TEV returned to you for correction.

• Review the TEV before submitting it.
• See guidelines for avoiding TEV return.
• Compare your TEV to the way the sample TEV (PDF) has been completed.

• Make a copy of the TEV, and retain it for recordkeeping.
• Send the original completed TEV to your department's business office (if required) or directly to:
  UCSD Travel
  Mail Code 0998
• Allow 4 working days for the TEV to be processed.
• Check the status of the TEV by using the "View Event Summary" screen in TravelLink.