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Using MyTravel

Travelers and travel preparers, find out how to claim travel expenses using MyTravel, UC San Diego's Web-based application for online travel expense reporting.

Note: For employee move-related travel expenses, see Move Payments/ Reimbursements.

See additional guidance:

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1. Log on to MyTravel.

Go to MyTravel.

  • If you're logged on to a Business Systems account, the My Travel welcome screen appears. Proceed to Step 2.
  • If you're not logged on to SSO, you'll see the SSO screen. Log on with your user ID and password.

Note: If you don't have a SSO user ID and password, see How to Get Access to UCSD Business Systems.

2. Select the trip to reconcile.

  • This page shows all available options based on your travel preauthorization approval hierarchy.
  • Find the trip and select Claim expenses in the Actions column.

    If the traveler isn't listed, click Search for a trip, payment or traveler under Available actions. Search by:

    • Name
    • Identification number (traveler account number or employee ID)
    • Trip number
    • Preparer ID

3. Select the event.

  • Locate the event from those listed.
  • Click Claim expenses in the Actions column.

4. Complete event information.

  • Check where the travel took place:
    • Continental U.S. (CONUS)
    • Non-Continental U.S. (OCONUS/ Alaska, Hawaii, and U.S. Possessions)
    • Foreign
    Note:
    • If you're claiming short-term, continental U.S. travel, complete the Hotel and Meal tabs.
    • If you're claiming long-term travel, non-continental U.S. travel, or foreign travel, complete the Per Diem tab.
  • If the actual travel dates differ from the preauthorized travel dates, click the calendar symbol to select a date, or type over the existing date.
    Note: Changing dates in MyTravel provides actual travel dates for accurate expense reporting, but doesn't change the dates that were entered during preauthorization.
  • Select the Travel Started and Travel Ended times by using the drop-down menu.
  • Complete the Business Purpose/ General Event Notes field.
    • Depending on the nature of the trip, substantiating documentation such as an agenda, conference brochure, or invitation letter associated with the business reason should be attached.
      Note: For qualifying trips the Quick Entry Wizard option appears here allowing for faster entry of basic CONUS claims.
  • Click Next.

5. Complete the Air tab.

UC San Diego Paid amount: The amount either directly paid through UC San Diego’s partner agency or stripped from your (the traveler’s) Travel Card.

Note: Airfare paid by UC San Diego may be delayed showing in MyTravel as UC San Diego Paid. Do not enter airfare charged to an employee-held Travel Card, or billed through Balboa Travel, as Traveler Paid, rather allow a few days and try again.

Enter dollar amounts for applicable traveler-paid expenses. You may enter a dollar amount in any of the following formats:

  • $125.00
  • $125
  • 125.00
  • 125
Less non-business air: Use this field to enter any non-reimbursable expenses, including those paid using the UC San Diego Travel Card or via Connexxus. Examples include, but are not limited to:
  • Early check-in
  • Priority boarding
  • Personal leg of a trip

Air Notes: You may be prompted to enter an explanation in this field. If notes are required, MyTravel provides a message near the top of the page after you have entered data and completed the tab by clicking Next or by clicking on a new tab. Otherwise, you can use the Air Notes field to enter information that you determine to be important for review by the approver.

Click Next or click on the tab along the top that you wish to use next. If you click Next, you will see this question appear:

  • Do you need to enter any amount(s) for Ground Travel?
    • Answer Yes if any ground travel expenses were incurred for the event.
    • Answer No if no ground travel expenses were incurred. You will then see the next question.

If you need to clear all the data you entered on the Air tab, click Reset Form.

If you need to return to the Select Date/ Time page, click Previous.

6. Complete the Ground tab.

Enter dollar amounts for applicable traveler-paid expenses. You may enter a dollar amount in any of the following formats:

  • $125.00
  • $125
  • 125.00
  • 125

Other Ground Transportation Expenses: Use the drop-down menus for Day and Expense Type to report expenses for items such as:

  • Bus fare
  • Shuttle fare
  • Parking costs
  • Taxi fare
  • Train fare
  1. Click Choose a Day and select a date from the list (the listed dates are those that were defined on the Start, Select Date/ Time page).
  2. Click Choose a Type and select a type from the list.
  3. Enter the dollar amount.

If you have more ground transportation expenses to report, click Click here to enter data for more days and expense types.

If you have mileage expenses, enter the number of miles driven, The system automatically calculates the rate for reimbursement.

Ground Notes field: After you complete a tab and click to continue, MyTravel may prompt you to provide an explanation in this field before proceeding. If so, a message appears near the top of the page. You can also use this field to enter any information that you determine is important for the approver.

Click Next or click on the tab along the top that you wish to use next. If you click Next, you will see this question appear:

  • Do you need to enter any amount(s) for Hotel?
    • Answer Yes if any hotel expenses were incurred.
    • Answer No if no hotel expenses were incurred.

If you need to clear all the data you entered on the Ground tab, click Reset Form.

If you need to return to the Air tab, either click the Air tab from the selection of tabs along the top, or click Previous.

7. Complete the Hotel tab.

  • $125.00
  • $125
  • 125.00
  • 125
For convenience, if the rate was the same for each day of travel, you can enter the amount once and click the AutoFill Values Down button.

This additional heading and amount will appear only if a hotel amount was prepaid: Note: UC San Diego Paid Hotel

Note: Claim the hotel expense (single room rate and tax only) in full on the Hotel tab. If a deposit or other expense was prepaid by UC San Diego, this amount will be reflected on the Review and Submit tab.

Hotel Notes field: After you complete a tab and click to continue, MyTravel may prompt you to provide an explanation in this field before proceeding. If so, a message appears near the top of the page. You can also use this field to enter any information that you determine is important for the approver.

Click Next or click on the tab along the top that you wish to use next. If you click Next, you will see the question appear:
  • Do you need to enter any amount(s) for Meals?
    • Answer Yes if any meal expenses were incurred for the event.
    • Answer No if no meal expenses were incurred.
If you need to clear all the data you entered on the Hotel tab, click Reset Form.

If you need to return to the Ground tab, click Previous.

8. Complete the Meals tab.

For policy on meals during travel, read Meals for Short-Term Domestic Travel. Note: Meals that are part of university-sponsored entertainment are not claimed using MyTravel. Follow guidance provided in MyTravel for claiming entertainment.

Enter the exact amount for applicable meal expenses by day following the policy guidelines provided.

Do not include meals:

  • That were included in conference registration fees
  • That were incurred for a travel event that lasted fewer than 24 hours

Meals Notes field: After you complete a tab and click to continue, MyTravel may prompt you to provide an explanation in this field before proceeding. If so, a message appears near the top of the page. You can also use this field to enter any information that you determine is important for the approver.

Click Next or click on the tab along the top that you wish to use next. If you click Next, you will see this question appear:

  • Do you need to enter any amount(s) for Registration?
    • Answer Yes if any traveler-paid registration expenses were incurred for the event.
    • Answer No if no traveler-paid registration expenses were incurred. You will then see the next question.

If proceeding to the Registration tab: Registration tab help

If you need to clear all the data you entered on the Meals tab, click Reset Form.

If you need to return to the Hotel page, click Previous.

9. Complete the Per Diem tab.

  • Select the first trip location using the search link which displays the published allowable per diem rate in dollars.
  • Enter the number of days spent in this location.
  • To opt out of the extended stay adjustment for, click the appropriate box. Opting out of the extended stay adjustment changes the recommended per diem rate of 55% to 100% of the published per diem rate. This option is only applicable if the duration is 30 days or more.
  • Make any adjustments needed in the white fields. (The gray fields display automatic calculations.)
    • To claim actual expenses because they exceed the allowable rate, enter the amount in the Exception to Per Diem field.
      • Exception to per diem is used for:
        • Travel outside the continental U.S. when actual expenses exceed per diem and specific circumstances apply. When claiming an exception, the maximum rate is 300% of the published rate.
        • Claiming actual expenses for only a portion of travel (1 or more days) within the continental U.S. for trips that have a destination outside the continental U.S.
    • To claim expenses less than the per diem amount, select the box to opt out of the extended stay adjustment and overwrite the published per diem rate with a lesser amount.
      • Only claim less than the published per diem amount if the:
        • Intent is to cut costs
        • Traveler is aware of the adjustment
    • Note: Exception to Per Diem field should not be used to claim amounts less than the per diem amount.

  • If you need to add multiple locations, click Add another location at the bottom of the page.

    Note: For non-continental U.S. travel or foreign travel that includes more than 1 day traveling in a continental U.S. destination, use the Per Diem tab and claim the continental U.S. travel actual expenses only (up to the maximum allowable for meals). If the continental U.S. travel portion is less than 1 day, use the per diem rate of the non-continental U.S. or foreign location.

  • After you enter the per diem information, click Continue.

    Note: MyTravel may prompt you to provide an explanation in the Per Diem Notes field before proceeding. If so, a message appears near the top of the page. You can also use this field to enter any information that you determine is important for the approver.

  • Click Next or click on the tab along the top that you wish to use next. If you click Next, you will see this question appear:
  • Do you need to enter any amount(s) for Registration?
    • Answer Yes if any traveler-paid registration expenses were incurred for the event.
    • Answer No if no traveler-paid registration expenses were incurred. You will then see the next question.

10. Complete the Registration tab.

UC San Diego Paid amount: If an amount is displayed under this heading, it means that a registration amount was prepaid by UC San Diego Travel.

Enter dollar amounts for applicable traveler-paid expenses. You may enter a dollar amount in any of the following formats:

  • $125.00
  • $125
  • 125.00
  • 125

Training: If there were conference-related training expenses that were not included in the conference fee, enter them here.

Non-Business Registration: If there were conference-related expenses (such as for optional activities) that were not included in the conference fee, enter them here. They will be subtracted from the total.

Were meals included in the registration amount? You would not claim meal expenses if meals were included in the registration fee.

Registration Notes field: After you complete a tab and click to continue, MyTravel may prompt you to provide an explanation in this field before proceeding. If so, a message appears near the top of the page. You can also use this field to enter any information that you determine is important for the approver.

Click Next or click on the tab along the top that you wish to use next. If you click Next, you will see this question appear:

  • Do you need to enter any amount(s) for Other expenses?
    • Answer Yes if any other out-of-pocket travel expenses were incurred by you (the traveler).
    • Answer No if no other out-of-pocket travel expenses were incurred by you (the traveler). You will then see the next question.

If you need to clear all the data you entered on the Air tab, click Reset Form.

If you need to return to the Select Date/ Time page, click Previous.

11. Complete the Other tab.

Enter amounts for each applicable expense using one of these methods:

  • Enter the total of the expense, by type, for the entire event using the labeled fields
  • Enter the expense by day, or by occurrence, using the blank fields that appear below the labeled fields

Note: This section will display any UC San Diego credits/ refunds. (Example: Airfare or hotel refund.)

You can enter dollar amounts in any of the following formats:

  • $5.00
  • $5
  • 5.00
  • 5
Claim expenses according to policy. Generally, miscellaneous expenses to accomplish official business are eligible for reimbursement. These type of expenses include:
  • Telephone usage (including one personal call of reasonable length per day)
  • Fax usage
  • Internet access
  • Photocopying
  • ATM fees (if the Travel Card was used to withdraw cash to pay for reimbursable travel expenses)

Note: A receipt is required for any single expense of $75 or more.

For supplies purchased during travel that were necessary for the official business purpose of the event, use the blank fields to enter the type of expense and the amount.

Note: If you enter an expense(s) for supplies, remember to designate the appropriate account code when you go to the next tab (Review and Submit).

Other Notes field: After you complete a tab and click to continue, MyTravel may prompt you to provide an explanation in this field before proceeding. If so, a message appears near the top of the page. You can also use this field to enter any information that you determine is important for the approver.

Click Next or click on the tab along the top that you wish to use next. If you click Next, you will go to the Summary and Distribution page on the Review and Submit tab.

If you need to clear all the data you entered on the Other tab, click Reset Form.

If you need to return to the Registration tab, either click on the Registration tab from the selection of tabs along the top, or click Previous.

12. Complete the Review and Submit tab.

Summary and Distribution

Totals are automatically calculated for the amounts entered on MyTravel tabs. If you go back and make changes, be aware of the following:

Amount to be paid directly to the traveler's Travel Card account (UC San Diego employees only): The first time you see Summary and Distribution, the total of amounts for which you have checked Travel Card Used is automatically calculated and displayed as:

  • The amount(s) checked as applied to Travel Card (UC San Diego employees only)
  • The amount to pay traveler's Travel Card account

Note: You may change the amount to be paid directly to the traveler's Travel Card account.

  • If you leave the Review and Submit tab and then return after changing:
    • An amount(s) for which you had checked Travel Card Used
    • A checkbox indicating Travel Card Use
  • Here's what will happen:
    • Amount checked as applied to Travel Card will automatically update.
    • Amount to pay traveler's Travel Card will NOT automatically update.

Summary: The total amount is calculated for each tab.

Totals

Total to be Distributed: The total of all expenses associated with the event.

Less Prepayments: The total of prepaid amounts, such as for hotel deposit or conference registration.

Less Advances: The total of advances, including:

  • Airfare payment by UC San Diego, such as charges to a Travel Card
  • Airfare and service fee paid directly by UC San Diego (if airfare was arranged through a Connexxus agency)

Less Cash Advances: The total of any cash advance amount(s) issued due to a preauthorized exception to policy.

Amount(s) checked as Applied to Travel Card: The total of any amount(s) that you indicated as Travel Card Used for this event.

  • Note: This amount will automatically update if you make changes and return to this tab.

Less Amount to be Paid Directly to the traveler’s Travel Card: The amount that will be paid to the employee's Travel Card account, by Travel, as a courtesy.

  • You may change this amount.
  • This amount will not automatically update if you make changes and return to this tab, so you may need to adjust it.
  • Be aware of timing issues:
    • Travel makes payments to Travel Cards on a weekly basis.
    • Your request can be completed only after your MyTravel claim has been approved for final processing by the appropriate departmental approval authority.
    • You can help facilitate timely payment to the traveler's Travel Card and timely reimbursement to the traveler by accurately completing MyTravel and attending to MyTravel email notification(s).

Amount to be Paid to the Traveler: The amount to be reimbursed to the traveler by direct deposit. The notification to the traveler will indicate:

  • The event number
  • The description entered during preauthorization (typically the destination)
  • The start date

Amount Due from the Traveler: The amount that is owed to UC San Diego by the traveler.

  • When an amount is due from the traveler, follow the guidelines noted in the Submit portion of the page below.

Reimbursement by Non-UC San Diego Source: Any amount collected must be deposited to the appropriate index in a timely manner. If not, the charge to the index number(s) will be overstated.

  • Enter any amount that will be paid by a non-UC San Diego source and deposit the amount to the appropriate index. This is a memo field only.

Preauthorization Accounting Information: The data that was entered during the preauthorization process for:

  • Index(es)
  • Account code(s)
  • Amount(s)

Actual Accounting Distribution: Preauthorization data automatically displays. If needed, you may adjust it following these guidelines:

  • Index: You may change the index from the one(s) used during preauthorization:
    • If the same index is used, the encumbrance automatically lifts when the event becomes reconciled. (Even if you add a line with a new index, the encumbrance will lift if the original index is used for any amount.)
    • If a different index is entered, and the index used during preauthorization is not retained for any amount, the encumbrance does not automatically lift. In this case, you may use the Encumbrance Lifter tool.
  • Account: You may change the account code(s) being used. Use the account that is appropriate to the expense(s). For example, if supplies were purchased during travel, indicate the amount and account for supplies.
    • Note: Certain account codes, such as for entertainment, are recognized as inappropriate for the current phase of MyTravel.
  • Amount: The total must accurately reflect the total that MyTravel automatically calculates for the event.
    • You may need to adjust the amount if the event was preauthorized using more than one index.

    Summary Notes: You may be prompted to enter an explanation in the Summary Notes field in certain situations.

    • If notes are required, MyTravel provides a message near the top of the page after you have entered data and completed the tab by clicking Next. Otherwise, you may use the Summary Notes field to enter information that you determine would be important for review by the approver.

Receipts

  1. Note the required receipts listed by expense description and amount
  2. Click on the checkbox indicating Have or Do not have for each receipt
  3. Enter an explanation in the Receipts Notes field for any required original receipt that you do not have
  4. Upload the required receipts by clicking Attach
Note: For any required original receipt(s) that you indicated Do not have the MyTravel claim will be routed to the Travel Team for exception to policy.

Receipt Notes: You may be prompted to enter an explanation in the Receipts Notes field in certain situations.

  • If notes are required, MyTravel provides a message near the top of the page after you have entered data and completed the tab by clicking Next. Otherwise, you may use the Receipts Notes field to enter information that you determine would be important for review by the approver.

Submit

Follow the guidelines in bold at the top of the Submit page.

If any reimbursement is due to the traveler, MyTravel searches for existing direct deposit information.

  • Direct deposit is used for all MyTravel reimbursements to UC San Diego employees, as it is paperless, streamlined, and efficient. In general, employee travelers are set up to receive reimbursements if they:
    • Are enrolled in direct deposit for payroll
    • Have received a payment from Disbursements or a reimbursement from Travel through direct deposit
    • Have not changed any banking information used for direct deposit

Note: If MyTravel recognizes that an employee traveler is not enrolled in direct deposit, an error message will provide guidance about how to proceed. If this occurs, please ensure that the traveler enrolls in direct deposit prior to using MyTravel in future.

Reimbursement for non-employees is by direct deposit (if enrolled) or a paper check sent to the traveler's residence or business address (not a UC San Diego Mail Code).

If the traveler owes an amount to UC San Diego, use the following format to indicate the amount and reason on the "Other" tab:

  • "The traveler would have owed $____ to UC San Diego due to_____ (reason). This amount is being included as an expense. It will be collected from the traveler and deposited to the department index, via Central Cashier. The deposit will indicate this trip number for the purpose of a cross-reference.”

Review the data and read the statement preceding the I Agree button.

  • If you are ready to submit, click on I Agree.
  • If you are not ready to submit, your options are:
    • Return to any of the tabs, by clicking on it using the tabs along the top.
    • Return to the Receipts page, by clicking Previous.
    • Click I Do Not Agree (for the traveler who is reviewing a MyTravel submission prepared by another person). The person who prepared your MyTravel claim will be notified and advised to contact you to address any issue(s).

After you click I Agree, read the message that displays.

13. Receive an email from MyTravel and research reconciliation.

  • If you're an employee traveler, you certified the expense claim when you submitted it by clicking I Agree.
  • If you're a travel preparer arranging travel for:
    • UC San Diego employee traveler: MyTravel will send an email request to the traveler to certify the claim. You'll receive an email when the traveler has certified the expenses. After traveler certification, the approver will receive an email request to review the claim using MyApprovals.
    • Non-UC San Diego employee traveler: The claim is certified once you click I Agree. The approver will receive an email request to review the claim using MyApprovals. (No traveler certification is required.)
  • Final processing depends on claim details, timely submission of receipts to the approver, and the time required for the approver to review it.

    Reimbursements will be issued on the business day following approval.

  • To view the status of an event, including reconciliation information, review the Status column in MyTravel.

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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).