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Travel and Entertainment Approval Process for Business Affairs Senior Managers

Learn the special approval process for travel and entertainment expense claims for Business Affairs Senior Management Team (SMT).

The following instructions apply to these SMT titles:

  • Assistant Vice Chancellor, IT Services
  • Assistant Vice Chancellor, Housing, Dining, and Hospitality Services
  • Assistant Vice Chancellor, Human Resources
  • Controller and Assistant Vice Chancellor, Business & Financial Services

If you have the delegated authority to approve travel or entertainment, you cannot approve your own expenditures or those of your direct supervisor.

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  1. UC San Diego Travel Director: Receives email notification, reviews claim, and enters a comment(s).
  2. Departmental approver: Receives email notification of UC San Diego Travel director's review and selects the vice chancellor – Business Affairs (VCBA) as a reviewer using MyApprovals.
  3. VCEBA: Receives email notification and enters a comment(s) to indicate approval.
  4. Departmental approver: Receives email notification of VCBA's review and updates status to Approve using MyApprovals.

    Note: MyApprovals retains the history of review details, including comments, for all MyTravel claims.

Entertainment

  1. Entertainment preparer: Reports meeting and entertainment expenses using MyPayments (login required). For more information, see MyPayments Overview.
    • MyPayments guides the preparer as to which level(s) of approvals is required, depending on the event type and how policy questions are answered in the application.
  2. Meeting coordinator/ host (if required): Receives email notification and certifies expenses.
  3. Departmental approver: Receives email notification, reviews claim, and enters a comment(s), if needed, then approves.
  4. Travel: Audits claim and enters comment(s).
  5. Travel Director: Receives email notification, reviews claim, provides secondary approval, and enters a comment(s).
  6. VCBA: Receives email notification and enters a comment(s) to indicate approval.
  7. Travel: Receives email notification and approves.

    Note: MyApprovals retains the history of review details, including comments, for all MyPayments claims.

Example approval workflow

Senior Management Team (SMT) travel and entertainment is first reviewed at the departmental approver's level, then forwarded to the UC San Diego Travel director for review, and finally sent for final approval to the vice chancellor – Business Affairs (VCBA) or controller.

Note: For chancellor and VC travel, review and secondary approval is automatic in MyTravel by virtue of their titles.

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Notice: UC San Diego policy for meetings, entertainment, and hosted events, 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 is UC Expenditures for Business Meetings, Entertainment, and Other Occasions.