Faculty and Staff

Travel: Paying for Shuttle Service

Last updated October 29, 2009 2:42:32 PM PDT
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Find out how to pay for taxi or shuttle service for an individual or group as part of a travel event.

In the right place? For charter service that is not related to a travel event, use a High Value Purchase Order.

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1. Preauthorize travel.

  • Complete Going on a Trip in TravelLink.
  • For a group, follow the instructions in steps 1 and 2 of Paying for Group Travel.

  • Note: Preauthorization is required regardless of your method of payment or reporting expenses.

2. Arrange service.

  • Contact a taxi or shuttle service provider to arrange the transport.
  • Do not sign an agreement (also known as a contract) as you risk personal liability. Contact Purchasing to approve agreements with service providers.

  • Note: Because Purchasing has approved an agreement does not mean a purchase order will be used.

3. Arrange payment.

  • The traveler can use either:
    • A personal form of payment and request reimbursement after completing travel.
      • For the prepayment document text enter:
        • Reason
        • Route
        • Number of passengers
      • Choose bill type: Service Fee
      • Allow 4 business days, after the final department approval, for UCSD Travel to issue payment.
        Note: To request reimbursement, use MyTravel.
  • If payable by invoice to your department, prepare a paper Travel Expense Voucher (TEV) with the vendor as the payee.

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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.