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Travel Policy and Procedures

Last Updated: January 28, 2025 2:31:49 PM PST
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Learn about UC San Diego's Travel Policy and Procedures

POLICY UPDATE

Effective for travel dates after 11/01/2024, the daily CONUS (Continental US) Meals & Incidentals maximum rate is changing from $79 to $92. Refer to the Meals & Lodging and Receipts pages for more information. 

Be Informed

It is the policy of the University of California San Diego to reimburse a traveler for reasonable and necessary expenses incurred during business travel. 

Follow these guidelines and expectations:

  • The traveler will incur and report actual travel expenses in a responsible and ethical manner.
  • Travel expenses must be economical and reasonable for the business trip.
  • The traveler will make choices that demonstrate good stewardship of university resources. Spending decisions will not be extravagant or lavish.
  • Transportation expenses will generally be reimbursed based on the most economical and commonly used mode of conveyance taking the most direct route, unless otherwise justified.
  • Only request for reimbursement if you have not already been reimbursed by another party.
  • The traveler is expected to follow the university's Travel Process which encompasses travel pre-authorization, booking through the official Travel Booking platform and post-trip reconciliation process.

Before traveling and reporting expenses, review the below documents to stay informed:

 

Reminder - The Importance of Providing a Clear & Detailed Business Purpose

A key component of a successful Travel & Entertainment expense report is a strong and valid Business Purpose.The T&E Office has recently seen an influx of expense reports with business purposes that are lacking in details which cause a delay in the review and approval process. When providing a business purpose, it is important to present how attending the business trip or hosting the event is beneficial to the University and aligns with the major functions of teaching, research, patient care or public service, or to any other substantial and bona fide University activity. The more detailed and compelling the justification in the initial submission, the less likely that our office would need to reach out to obtain clarification or send the report back. Below are examples of well-documented business purposes that departments have included in their expense reports. These concise but detailed explanations helped move the process along more efficiently. 
  • Attended the XYZ Conference to present our research findings and collaborate with other investigators in the field of XYZ.
  • Trip to assist colleagues in training preparation and observe provider training for research purposes.
  • The traveler flew from Chicago since they were there for personal time (comparable airfare attached). They then flew to Paris to meet with a potential donor and flew to Berlin to present at the XYZ Conference before returning to San Diego.
  • Travel from San Diego to Orlando Florida for conference (insert conference name) to bring professionals together from across the country to share ideas and create connections.
  • Invited to the ABC Conference as the keynote speaker in City A. We then learned of an unexpected opportunity to meet with a potential donor in City B thus needed to purchase last minute airfare which was slightly higher in cost due to the lack of advanced notice.
  • Traveled to New York for donor cultivation to meet with Mr. and Mrs. ABC for substantial campaign funding for art at UC San Diego. Redacted medical note included for airfare.
Find answers, request services, or get help from our team at the UC San Diego Services & Support portal.
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).