Completing a Travel Expense Form (TEF) for Move/ Transfer Expenses

• Review the Personal Notification Statement before you begin completing the TEF.
• After you have read the statement, check the Yes box at the top of the TEF.

As you gather receipts, review the expenses being claimed for policy compliance.

Collect the following items to attach to the TEF:

• Original itemized receipt(s) for any moving expense(s) that are eligible for reimbursement
• A copy of the moving van company's invoice for transportation of household goods as approved by the department
• A copy of the signed move approval form
• A copy of the exception to policy approval, if applicable
• A personal check from the employee, payable to University of California Regents, to pay back any advances that exceed total costs

Prepare in advance to have all the required signatures on the TEF after it is completed:

• Authorizing signature (approving the move/ transfer at the department level)
• Employee's signature (verifying all items listed on the TEF)

All required signatures must appear on the TEF to comply with policy.

• Enter the person's name, title, and mailing address.
• Enter the Employee ID number.
• Enter the event number. The event number was generated when you preauthorized travel using TravelLink. If no event number was established, and the person is eligible for reimbursement, UCSD Travel will assign an event number upon receipt of the TEF.
• Complete these remaining boxes in the top portion of the TEF:
  • U.S. citizen?
  • Visa type (for a non-U.S. citizen)
  • City of residence prior to move/ transfer
  • Purpose: Enter "Move to San Diego"
  • Private car used? (If so, include the license plate number and information on liability insurance.)
  • Your name, phone extension, e-mail address, and Mail Code

Note: All original receipts are required for move/ transfer expense reporting.

• List detailed expenses following the guidelines for completing a TEF for domestic short-term travel except, rather than following general receipt requirements, include all original receipts for move/ transfer.
• Contact UCSD Travel for guidance if international travel is involved.
• In box Other, in section Less UCSD Prepaid, include the amount to be paid on a purchase order to a van line, by UCSD, for transporting household effects.

• Indicate the purchase order number, if applicable.
• If any personal travel occurred within the time period covered by the TEF, clearly indicate the date(s) when it occurred.
• If you are claiming mileage, please indicate the special rate for move/ transfer purposes, that you used to calculate the amount you entered in Ground transportation.

• Avoid the delay and inconvenience of having an incorrectly completed TEF returned to you for correction.
• Review the TEF before submitting it and see guidelines for avoiding TEF return.

• Send your completed TEF to UCSD Travel, Mail Code 0998, either directly or via your department's business office (as required by your department).
• Allow at least 10 working days for requests to be processed.
• If you used TravelLink to set up the event, you can check the status of the TEF by using the View Event Summary screen in TravelLink.