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Paying for Local Conference Registration

Follow these guidelines to pay for a conference in the San Diego area.

When a UC San Diego employee attends a local conference, they are not on travel status (no lodging or meal expense is eligible for reimbursement). However, the attendee:

  • May request reimbursement for conference registration fees, mileage and parking costs (retain receipts)
  • May not claim subsistence expenses, such as lodging, meals and incidental expenses

A UC San Diego employee working at a conference (e.g., a/v support, setup/teardown) may be eligible for a lodging expense. See Lodging and Meals.

Note: If official entertainment expenses are incurred, see guidelines for requesting reimbursement.

Follow the appropriate instructions for the payment method:

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UC San Diego Travel Card

Use your Travel Card to prepay registration (for the cardholder only).

  • Create a trip in MyTravel.
  • Register using your Travel Card and ask for a confirmation number. If declined, email travelcard@ucsd.edu to request availability of the conference merchant code and allow up to 24 business hours.
  • Arrange timely payment to your Travel Card
    • If you registered well in advance, when the reg fee posts to your Travel Card account use the Travel Card prepayment option in MyTravel which initiates payment to the card.
      • In MyTravel, select Create Prepayment, choose Travel Card from the drop down menu and complete the fields using the trip number created when the trip was set up.
    • If you attend the conference within 30 days of registering and you’ll claim expenses timely, you don’t need to create a prepayment to the Travel Card. Just complete your MyTravel claim and indicate that your Travel Card was used for the reg fee, which allows the Travel Team to forward that amount to your card.

Personal form of payment (cash, check, credit card)

If you cannot pay using the Travel Card, you can pay for registration, mileage and parking using a personal form of payment (retain receipts).

  • After the conference, request reimbursement for the conference fees and related expenses, if any, (i.e., mileage, parking) through MyTravel.

UC San Diego Express Card

Use your Express Card to prepay 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.

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.

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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).