Faculty and Staff

Purchasing Airfare for UCSD Business Travel

Last updated October 29, 2009 2:29:53 PM PDT
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Use this step-by-step guide to purchase airfare for UCSD business travel.

To report travel expenses, follow MyTravel guidelines or start with the menu for claiming expenses.

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1. Make pre-travel arrangements.

  • Obtain trip and traveler information, including citizenship. If a non-citizen, see requirements to meet Immigration and Naturalization Service (INS) rules. If you need help, contact UCSD Travel before the traveler arrives.
  • Preauthorize travel using TravelLink's Going on a Trip feature to generate an event number. (You can see an online training demo.)
  • If funding is from federal grants and contracts, review the Fly America Act.

2. Make reservations.

  • Purchase airfare through Connexxus to receive UC-negotiated discounted airfare rates. Use the event number generated in step 1 when booking.
  • To purchase airfare from an alternate provider, follow one of these methods:
    1. Use a UCSD Travel Card as payment. UCSD Travel will pay the airfare for you as an advance. Enter the billing address as follows:
      • First line: 9500 Gilman Drive
      • Second line: Mail Code 0998
      • Third line: La Jolla, CA 92093
    2. Use a personal form of payment. Print a receipt for reimbursement after the travel.

3. Retain the receipt.

  • The original receipt is required for reimbursement. If you have an electronic ticket, the itinerary or invoice serves as the receipt. You can also request receipts for ticketless travel at the airline gate.

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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.