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Travel: Requesting a Wire or Draft

Use the following step-by-step instructions to request a wire or draft to a foreign banking institution for travel reimbursement.

Before requesting a 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., reimbursing a non-employee traveler who resides overseas) and be aware that sending a wire has inherent risk and is costly.

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Requesting a travel reimbursement or prepayment to be paid via wire in U.S. dollars (for an electronic fund transfer to a payee's banking institution outside the U.S.)

  • Gather the following information:
    • Payee name
    • Payee bank account number
    • Bank name
    • Bank address
    • Dollar amount of the wire
    • Department accounting information
    • Department approval signature
  • Locate the SWIFT or BIC code routing number associated with the payee's checking or savings account. (The SWIFT code is generally 8 or 11 characters long.)
  • Complete a Wire Transfer Request (PDF), using the information gathered above.
  • For a travel reimbursement, complete a MyTravel claim and attach the wire form:
    • Select the attachment type “Wire Request Form”
    • Include the communication you received from the traveler as to banking information
  • For a prepayment to be paid via wire:
    • Follow requesting a wire instructions (above) to complete a Wire Transfer Request (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.

Requesting a wire in foreign currency (for an electronic fund transfer to a payee's banking institution outside the U.S.)

  • Gather the following information:
    • Payee name
    • Payee bank account number
    • SWIFT code (Bank ID number)
    • CLABE number
    • IBAN
    • Sort Code
    • Bank name
    • Bank address
    • Amount of the wire
    • Currency type
    • Department accounting information
    • Department approval signature

    If you are unfamiliar with the various bank codes, refer to Bank Code Definitions for Requesting Wires (PDF).
  • Complete a Wire Transfer Request (PDF), using the information gathered above.
  • For a travel reimbursement, complete a MyTravel claim and attach the wire form:
    • Select the attachment type “Wire Request Form”
    • Include the communication you received from the traveler as to banking information
  • For a prepayment to be paid via wire:
    • Follow requesting a wire instructions (above) to complete a Wire Transfer Request (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.

Requesting a draft in foreign currency (if a paper check is required)

  • Verify that the country accepts drafts. Review the "accepts drafts" section of the Foreign Currency Requirements (Excel).
  • Gather the following information:
    • Payee name
    • Payee address
    • Currency type
    • Amount of foreign currency
    • Currency type
    • Department accounting information
    • Department approval signature

    Note: Euros may be required instead of traditional currencies in countries that participate in the Economic Monetary Union (EMU).
  • Complete the Draft Request Form (Excel) using the information gathered above.
  • For a travel reimbursement, complete a MyTravel claim and attach the draft form:
    • Select the attachment type "Wire Request Form"
    • Include the communication you received from the traveler as to banking information.
  • For a prepayment to be paid via draft:
    • Complete the Draft Request Form (Excel) using the information gathered above.
    • Write the trip number and traveler ID within the draft 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 draft to the banking institution.

Requesting a wire to a domestic bank

Wires to domestic banks may be requested if they meet all of the following requirements:

  • A foreign individual or vendor has a domestic bank; and
  • An electronic transfer of funds in U.S. currency is required; and
  • The payee's banking institution is inside the United States

Processing wires

  • Allow 10 business days for the wire process, once the request is received, Travel:
    • Creates a wire reference number for internal tracking purposes.
    • Submits the wire request to University of California Office of the President (UCOP).
    • Receives an email from UCOP confirming funds have been transmitted (not received).
    • Sends department preparer an e-mail confirming funds have been transmitted (not received).
    • Retrieves the document number and wire date, then enters the information into the financial system to process the funds.

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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).