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Travel and Entertainment Approval Process for Chancellor and Vice Chancellors

Learn the special approval process for travel and entertainment expense claims for the Chancellor and Vice Chancellors (VCs).

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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Travel

  • Travel preparer: Reports travel expenses using MyTravel (login required). For more information, see Using MyTravel.
  • Traveler: Receives e-mail notification and certifies travel expenses.
  • UC San Diego Travel Director: Receives e-mail notification, reviews claim, and updates status or enters a question for the departmental approver.

    Note: By virtue of their titles, Chancellor and VC, MyTravel claims are automatically routed for review by the UC San Diego Travel Director on behalf of the Controller.

Entertainment

  • 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.
  • Meeting coordinator/ host (if required): Receives email notification and certifies expenses.
  • Departmental approver: Receives email notification, reviews claim, and enters a comment(s), if needed, then approves.
  • Travel: Audits claim and enters comment(s).
  • Travel Director: Receives email notification, reviews claim, provides secondary approval, and enters a comment(s).
  • Chancellor or VC: Receives email notification and enters a comment(s) to indicate approval.
  • Travel: Receives email notification and approves.
  • Note: MyApprovals retains the history of review details, including comments, for all MyPayments claims.

Example approval workflow

Chancellor and VC 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.