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How to Pay Expenses When Offering a UC San Diego-Sponsored Conference

See how to issue a payment when organizing a UC San Diego-sponsored conference.

Also see information on how to pay a conference registration (for an individual) and How to Plan at Conference at UCSD.

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Coordinate event and gather information.

  • Determine your budget and conference requirements:
    • Date(s) and approximate number of attendees
    • Identify and book appropriate venue
    • Audiovisual equipment
    • Catering and Venue arrangements
    • Lodging arrangements
    • Parking arrangements
    • Marketing needs
  • Determine any guest speakers
    • Arrange for travel and lodging
      • Use MyTravel to have the trip(s) pre-approved, prepay any expenses, and reimburse the traveler for out-of-pocket expenses
  • Ask your department fiscal office for an index number to use for expenses and recharges, if applicable
  • Ensure any contracts are signed by Procurement & Contracts
  • Gather any invoices or statements for payment

Request payment.


This information is designed to help you determine which policies and process to follow. Your specific event may not be addressed. If you have questions, contact:

  • Travel and Entertainment Team
  • For questions about expenses for personal reimbursement, contact ASK (login required).
  • For questions about a contract with a service provider or insurance for non-UC San Diego food service brought onto campus property, contact Purchasing's Housing, Dining and Hospitality via ASK (login required).

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