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Paying for Conference Registration or Hotel Deposit

Use this step-by-step guide to pay for an out-of-town conference registration or a hotel deposit for university business travel.

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1. Determine payment method.

Choose from the following:
  • UC San Diego Travel Card:  Conference registration fees, hotel deposits and required prepayments should be paid using the traveler's UC San Diego Travel Card.
  • Personal form of payment (e.g., personal credit card)
  • Request check
    • Employee travelers should use their Travel Card as payments are easiest to track and reconcile.
    • Non-employee travelers or when Travel Card is not an option, use MyTravel or foreign wire, depending on the destination (e.g., domestic or foreign)
  • UC San Diego Express Card:  Use your Express Card to prepay conference registration in the following situations:
    • When no additional travel expenses will be incurred (i.e., parking, mileage, meals, etc.); or
    • When the attendee is a non-UCSD employee and the registration fee can only be made online.

2. Preauthorize the travel.

Complete Create a new trip in MyTravel.

Note: Preauthorization is required, regardless of the method of payment or how expenses are reported.

3. Reserve lodging and/ or register for the conference.

Follow the appropriate instructions for the payment method:
  • UC San Diego Travel Card:
    • Provide the card number and ask for a confirmation number.
      Note: Travel merchants sometimes use non-travel merchant codes. If your transaction is declined email travelcard@ucsd.edu to request the merchant code is made available. Requests can take up to 24 business hours.
    • Use the Travel Card prepayment option in MyTravel to generate a payment to the traveler's Travel Card.  Log onto MyTravel, select Create Prepayment, choose Travel Card from the drop down menu and complete the fields using the trip number created when travel was preauthorized in step 2.
  • Personal credit card:
    • Provide the card number and ask for a confirmation number.
    • You must complete the trip before requesting reimbursement.
  • Request prepayment for domestic travel (MyTravel):
    Employees should use their Travel Card and the Travel Card Prepayment option in MyTravel for all trip-related payments and advances. Use a check only if there is no other option (e.g., conference or hotel does not accept credit cards or for non-employee travelers).
    • Request the hotel's and/ or conference vendor's Federal Employer Identification Number (FEIN) and billing address.
    • For hotel only:
      • Reserve the room and ask for the amount of the room rate and any applicable taxes.
      • Provide a personal credit card number to hold the room and ask for a confirmation number. In most cases, the account will not be charged as UC San Diego Travel will issue a payment to the hotel after you complete the request in MyTravel.
    • Use MyTravel to request a prepayment.
    • Complete individual prepayment requests in MyTravel for:
      • Hotel deposit
      • Conference registration
  • Request prepayment for foreign travel (foreign wire):
    Employees should use their Travel Card and the Travel Card Prepayment option in MyTravel for all trip-related payments and advances. Use a wire only if there is no other option (e.g., conference or hotel does not accept credit cards or for non-employee travelers) and be aware that sending a wire has inherent risk and is costly. Reserve a room for the duration of stay. Retain a copy of the completed conference registration form for your records.
    • Follow requesting a wire instructions to complete a foreign wire form (PDF) for each prepayment for each traveler.
    • Write the trip number and traveler ID within the wire form, scan and save as a PDF, then submit using ASK (login required). For registration, include a copy of the completed conference registration form.

Note: The copy of the conference registration will be used for documentation purposes only and not accompany the wire to the banking institution.

  • UC San Diego Express Card (for registration only):
    • If the circumstances defined in step 1 apply, provide the card number and ask for confirmation number.
    • Once the charge appears in ECManager, select account code 652010 (In-state conferences).
      Note: Additional information about the Express Card, including processing information, can be found on the overview page.

4. Check the status of a prepayment request.

The turn-around time for UC San Diego Travel to approve and issue a prepayment or wire is generally 4 days.

Check the status of a prepayment or wire at any time by viewing the Trip Summary screen in MyTravel.

Notes when requesting prepayment using a foreign wire:

  • Calculating the number of days it takes for a wire to reach a foreign banking institution is difficult and depends upon many factors. Please consider time zones, weekends, holidays (including those specific to a given country or region), and bank processing times.
  • Contact the conference vendor or hotel directly to confirm that the payment has been received and properly credited to the traveler. Confirmation is important when payment is being made via wire, since banking institutions may or may not include traveler information when depositing the monies in the conference vendor's or hotel's account.

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Note: This page has a friendly link that's easy to remember: http://blink.ucsd.edu/go/hotels

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).