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MyTravel: Approver's Checklist

If you are an authorized departmental approver for travel, use this checklist when reviewing and approving MyTravel submissions in MyApprovals.

As an authorized departmental approver for travel, use this checklist when reviewing and approving a MyTravel submission for a traveler in your area.

Instructions for using MyApprovals with MyTravel.

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Expenses

Ensure that all expenses are in line with UC San Diego travel policy.

In addition, confirm these key points:

  • Expenses are the most economical for the travel situation.
  • Any amounts for meals and incidental expenses (M&IE) follow M&IE policy and do not include any entertainment expense.
  • Any non-business amounts have been identified.

Items highlighted for special attention

Pay special attention to any items in red text. Red text indicates a system-identified high risk condition.

  • Review any items in red text.
  • Review any explanatory notes that appear below items in red text.
    • Special approval by the vice chancellor is required for a spouse/partner to accompany a candidate for faculty or high-level administrative positions (including Manager and Senior Professional positions) on final interviews.  This approval is in the form of a letter or email that is to be uploaded to MyTravel.

Receipts

Ensure that all required original receipts have been provided by the traveler.

  • Required receipts are to be collected from the traveler and retained by the appropriate departmental authority. (This is essential for accountability and to ensure that the traveler has not incurred a taxable event.)
  • For any missing required receipts, click Send for Review and select UC San Diego Travel to request approval for policy exception.

Federal funding

Ensure that all costs assigned to a federally sponsored agreement meet the following allowability criteria as per OMB A-21:

The costs must be reasonable and:

  • Allocable to the sponsored agreement on project (i.e., relate to and benefit the sponsored agreement)
  • Allowable per the specific terms and conditions of the particular sponsored agreement
  • Given consistent treatment through application of generally accepted accounting principles (GAAP) appropriate to the circumstances

Travelers who are not U.S. citizens

Ensure that information about visa type or other required documentation (such as Certification of Academic Activity, if applicable) is on file.

Reimbursement by a non-UCSD source

Ensure that any reimbursement by an outside source has been deposited to the appropriate index.

  • In MyTravel, an amount entered as Reimbursement by a Non-UCSD Source is a memo item only. The amount must be deposited to the appropriate index in a timely manner. Otherwise, the amount charged to the index will be overstated.

Policy exception

If the traveler is requesting an exception to policy, follow these steps:

  • Pre-approval
    • Use ASK (login required) to request an exception to policy prior to a trip. If approved, attach a copy of the ASK case email approving the exception to the trip.
  • Approval post trip
    • When claiming expenses in MyTravel, use the “Request Exception to Policy” option under the Review and Submit tab.
    • Include explanation as to why the exception to policy is necessary and unavoidable. Examples and requirements:
      • Original receipt missing: Include information about attempts made to obtain the receipt.
      • Expense paid on behalf of another person: Indicate citizenship of the person whose expense was paid, and if a non-US citizen include visa type and confirmation that a copy of the I-94 is on hand.

Note: If the expense is for a non-entertainment meal and one traveler paid as a matter of convenience, it is up to the travelers to settle and each claim their own individual cost for the meal.

Vice chancellor or chancellor travel

Forward for review and approval.

Note: This UC San Diego policy is to meet the UC segregation of responsibility requirement.

  • Click Send for Review and select UC San Diego Travel to arrange appropriate review and approval.

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Note: This page has a friendly link that's easy to remember: http://blink.ucsd.edu/go/mytravelapprover

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).