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Cash Advances for Non-UC San Diego Employee on Business Travel

Find out how a non-UC San Diego employee traveling on official UC San Diego business can request a cash advance from UC San Diego Travel.

Cash advances issued by UC San Diego Travel are limited to exceptional situations.   

  • If a cash advance has been issued by Travel, it must be substantiated before making a new request.
  • Cash advances should be kept at a minimum by using Connexxus for airfare and local hotels and prepayments for registrations and hotels.
  • All cash advances must be reconciled within 21 days after travel concludes.
  • A cash advance may not be requested as a means to reimburse a traveler for out-of-pocket expenses prior to trip completion and expense reconciliation.
  • Unsubstantiated cash advances are treated as taxable to the traveler.

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1. Review information regarding eligibility, amount, timing, and cancellation.

  • Foreign travelers: Immigration and Naturalization Service (INS) guidelines can restrict payments to foreign visitors, depending on the traveler's visa type. Review the reimbursement requirements for foreign visitors to see if the traveler is eligible for a cash advance, or contact Travel prior to hosting the visitor.
  • Appropriate amount: A cash advance is generally for meals, incidental expenses, and ground transportation. The requested amount must be appropriate for the nature and duration of the travel.
  • Timing:  Cash advances are not issued to the traveler more than 2 weeks before a travel event commences.  If an advance is issued as a direct deposit into the traveler's personal bank account, the bank may take up to 72 hours to process the deposit.
  • Cancellation: If a travel event is canceled or indefinitely postponed, the cash advance must be returned immediately to Travel. The traveler can return the issued check or write a check to UC Regents for the amount of the advance.

2. Determine the traveler's citizenship.

  • If the traveler is a U.S. citizen, proceed to step 3. If the traveler is from a foreign country, determine the traveler's visa status.If the traveler has a B-2 visa or a WT classification, have the traveler complete the Certification of Academic Activity form (PDF).

3. Preauthorize the travel by acquiring a trip number, if you have not already done so.

  • Review background information on Travel Preauthorization.
  • If you have access to MyTravel, complete Create a new trip to generate a trip number. Proceed to step 4.
  • If you do not have access to MyTravel, contact your department business office or administrator.

4. Request a cash advance.

  • Log onto MyTravel, select Create Prepayment, complete the form using the trip number created when travel was preauthorized in step 3.

5. Review your request.

You can review the status of your cash advance request at any time in MyTravel.

  • Cash advances are not issued to the traveler more than 2 weeks before a travel event commences.
  • If an advance is issued as a direct deposit into the traveler's personal bank account, the bank may take up to 72 hours to process the deposit.

6. Reconcile the cash advance.

  • Use MyTravel, to reconcile a cash advance.
    • It automatically deducts the cash that was advanced when you report expenses.

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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).