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MyTravel: Preauthorizing Move/ Transfer, Temporary Housing or House-hunting Trip

Find out how to preauthorize academic and staff employee move/ transfer, temporary housing or house-hunting trip.

Follow these step-by-step instructions to create a new move/ transfer trip, temporary housing or house-hunting trip. The trip number authorizes travel and for moves, the direct billing from UC contracted moving companies (move/ transfer) generates a trip number and associates the move with funding.

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1. Start a new trip.

  • Go to MyTravel and log in 
  • Click Create a new trip under Available Actions

2. Select traveler.

  • Click Search for Traveler:
    • Enter traveler name into the search field, click Search
    • Select traveler from the results list
    • If traveler is not a US citizen, uncheck the US Citizen box and enter visa type

3. Enter trip details.

  • Trip Number: Leave this field blank (you should see the word Next)
  • Type of Trip: Select Move or Transfer from the drop-down menu
  • Add another traveler:
    • Move/ transfers: Enter family member’s names, if applicable.
      Note: Move/ transfer events often include the employee's family. Family member's expenses, if any, must be claimed under the employee's name. If family member names are not available at trip preauthorization the names may be added during the MyTravel Claim Expenses process.
    • House-hunting: Enter spouse’s name, if applicable.
    • Temporary housing: Enter family member’s names, if applicable.
      Note: Move/ transfer events often include the employee's family. Family member's expenses, if any, must be claimed under the employee's name. If family member names are not available at trip preauthorization the names may be added during the MyTravel claim expenses process.
  • Moving Company Name:
    • Move/ transfers: Enter UC contracted moving company name, invoice number, invoice date and invoice amount, when available.
    • House-hunting: Leave blank
    • Temporary Housing: Leave blank
  • Move/ transfers: Enter UC contracted moving company name.Invoice number, invoice date and invoice amount, when available.
    • House-hunting: Leave blank
    • Temporary Housing: Leave blank
  • Employee Type: Select appropriate staff or academic employee type
  • Dates: Enter the start and end dates in a mm/dd/yyyy format
  • Origin/ Destination:
    • Enter City, State (if domestic)
      OR
    • City, Country (if foreign)
  • Trip Description: This field will automatically populate (you should see Move to San Diego)
  • Purpose of Trip: Enter description that will be easily understood throughout the approval process.
  • Estimated Expenses: Enter the total estimated expenses for the trip, including:
    • Travel to San Diego (air or mileage and lodging)
    • Ground transportation, including moving company estimate:
      • Move/transfer: Include moving company estimate
      • House-hunting: Add any incidental ground transportation fees, such as car rental, taxi or shuttle fees
    • Meals and incidentals
    • Note: When entering the amount, do not include the dollar sign.

Note: For house-hunting trips add “House-hunting” to the description.  For temporary housing add “Temporary housing” to the description.

4. Enter fund source information.

After entering required information, the index is leined rather than charged. The index will be charged when you report travel expenses after the trip has concluded.

  • Index: Enter the index number(s) to be encumbered for the travel expenses
  • Account:  This field will automatically populate (you should see 652700-Moves and Transfers)
  • Amount: This number will populate from the amount entered as Estimated Expenses (step 3)
  • Multiple fund sources?: Click Add Another Fund Source and repeat the above process

5. Assign authorization details.

  • Approval routing: Select the desired approval routing template from the drop-down menu
    Note: Most campus departments have a simple approval routing and use the AAA default template. If you need help selecting the appropriate template, contact your Departmental Security Administrator (DSA)
  • Check the box next to, "I agree that the information I provided is valid"
  • Click Submit. As the screen refreshes, read the system message(s) at the top of the screen, to attach required move approval and complete the trip approval process.

6. Attach required move approval.

  • Click link found in system message to add required attachment
  • Click Add an attachment
  • Type: Select Move/ Transfer Approval Form from drop down list
    Note: System requires the Move/ Transfer Approval attachment type to complete the trip approval
  • Attachment: Add a copy of the move/ house-hunting approval
  • Note: House-hunting and temporary housing are  exceptions for certain employees.  If an exception, the specific approval from the authorized approval authority must be attached.
  • Description: Enter optional description
  • Click Add attachment
  • Under Available Actions, Click View Trip and scroll down to the bottom of the page to verify the Trip has been approved by you.
    Note: You should see 'Approved' with date and time next to your name. If approval stamp is missing use MyApprovals to complete the approval process.

Note: You cannot make changes to a document after you approve it. If you have questions about a document you have completed, contact Chrissy Smith.

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Notice: UC San Diego travel policy, as published in Blink, is decisive. It has been adapted to UC San Diego's organization, delegation of authority, terminology, chart of accounts and processing applications. The source for UC San Diego travel policy is UC Travel Policy and Regulations (PDF).