Travel Process: The Essentials

Get acquainted with the travel process and policy and procedures through these resources:

• Online tutorial
• Online training demos
• Travel Training
• Travel process at a glance

Learn about travel preauthorization and get access to UCSD's online travel processing applications, TravelLink (before travel) and MyTravel (after travel):

• Learn about establishing a travel account
• Preauthorization instructions and information on why preauthorization is required
• How to get access to TravelLink and MyTravel
• About the approval process and how to ensure that approval templates are in place
• Go directly to TravelLink, where you can preauthorize travel before paying for airfare or other expenses

Learn about the registration requirement for Business Travel Accident Insurance coverage for UC travelers.

• Register for coverage

Review federal regulations before arranging travel. UCSD considers any travel to the continental U.S. to be domestic travel, regardless of the incoming visitor's origin. However, for federally funded travel for foreign visitors traveling to the U.S., the account code must comply with federal requirements.

• Reimbursement requirements for non-U.S. citizens

  Note: Visa information is available through UCSD's International Center.

Review federal regulations that must be followed when using federal contract funds or grants for travel:

• Comply with the Fly America Act.
• Use the proper account code to comply with federal requirements.

Review options, including discount rates, for airfare, car rental, and lodging:

• Book travel through either:
  • Connexxus: UC's Travel Program
  • UCSD Associate Agencies
• Airfare: Purchasing airfare and best practices
• Car rental: Renting a car
• Lodging:
  • Domestic short-term travel (29 days or less)
• Per diem for:
  • Foreign travel
  • Alaska, Hawaii, or U.S. possessions travel
  • Long-term travel (30 days or more) in the continental U.S.

Learn which expenses can be prepaid. Use any of the following methods:

• Airfare: UCSD prepays airfare when you:
  • Reserve via Connexxus
  • Reserve via an associate travel agency
  • Charge to a UCSD Travel Card (only for the employee cardholder's official business travel expenses)
• Conference registration:
  • Use TravelLink to request prepayment.
  • Charge to a UCSD Travel Card (employees only) if payment is no more than 21 days in advance.
• Hotel deposit:
  • Review Paying for hotel deposits
  • Use TravelLink to request prepayment.
  • Charge to a UCSD Travel Card (employees only) if payment is no more than 21 days in advance.
• Service fee for airfare purchased through a UCSD associate agency: Use TravelLink.
• Other travel expenses for official business:
  • Employees can charge to their UCSD Travel Card within 21 days of travel. (See next section for details.)
  • Cash advances for non-employees can be requested for ground transportation and meals: Use TravelLink.

Learn about your options, including the UCSD Travel Card:

• UCSD employees: Charge your own expenses, or withdraw cash to pay them, with your UCSD Travel Card.

  Note: Due to the Travel Card payment cycle, don't charge expenses more than 21 days in advance. See responsibility and late fee guidelines.

• Non-employees: They are usually reimbursed after travel concludes. Cash advances can be requested for meals and ground transportation using TravelLink.

Note: The required timeframe to report expenses is after travel concludes, within 21 days of the trip end date.

Learn how to report expenses after travel concludes, depending on the situation:

• Use MyTravel to report expenses for:
  • Continental U.S. travel
  • Long-term travel
  • Alaska, Hawaii, and U.S. possessions travel
  • Foreign travel
• Use the Travel Expense Form (TEF) for special travel circumstances (e.g., group travel and travel including business-related entertainment), employee candidate interviews, and moves/ transfers.

  Note: Before completing a TEV, use TravelLink Event Summary to see prepayment information.

Find detailed information using online travel tools:

• Use TravelLink Event Summary to see details for:
  • Preauthorization
  • Prepayments
  • Reconciliation status, particularly if a paper TEV was used
• Use the MyTravel query to see details about a processed MyTravel expense claim.