Using TravelLink: Overview

Find out why, when, and how to use TravelLink online for official UCSD business travel.

Background: TravelLink is a Web-based tool for official UCSD business travel. It provides a streamlined way to preauthorize travel and request prepayment of travel expenses.

Why use TravelLink?

Use TravelLink to preauthorize travel, a requirement for official UCSD business travel. TravelLink also allows for prepayment of certain expenses, keeping out-of-pocket expenses to a minimum. With TravelLink you can:

• Get an event number (required before purchasing air fare or incurring any expenses).
• Request prepayment for hotel deposit and conference registration.
• Request payment of a service fee if an agency other than Balboa Travel is used.
• Use MyTravel online to report expenses after travel is over, instead of a paper Travel Expense Voucher (TEV), for most travel events.
• Improve record keeping by obtaining an event number for each travel event.

When to use TravelLink

Use TravelLink before travel begins. Set up the travel event and obtain an event number by completing Going on a Trip as soon as you have the following information:

• Traveler name
• Dates of travel
• Destination
• Whether or not airfare will be billed to UCSD. UCSD-paid airfare is purchased:
  • Through Connexxus, UC's travel program
  • Through a UCSD Associate Agency equipped to bill UCSD directly
  • With an employee-held UCSD Travel Card
• Index number(s) to encumber
• Estimated amount of all travel expenses for this event
• Business purpose

• Note: You can request prepayment of certain expenses as soon as you have completed Going on a Trip.

How to use TravelLink

Before you use TravelLink, learn about the approval process for online travel transactions. You will need to contact your Departmental Security Administrator (DSA) to assist you with access and approval setup.

See step-by-step instructions or a training demo for using TravelLink.

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.

Travel

Training

• Interactive Training
• The Essentials
• FAQ
• Online Processing
• Using TravelLink
• TravelLink Access