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Travel Process

If you're new or planning to travel soon, use this checklist to navigate the travel pre-authorization, booking, and reconciliation process at UC San Diego.

For a simplified version of the Travel Process and for links to our resources, please review this Travel & Entertainment Resource Guide spreadsheet. The trip process infographic is under the Travel Process tab and the links that are relevant to travel policy/processes are under the Travel Resources tab.  

Trip Planning & Request (Before the Trip)

Before the trip occurs, get acquainted with Travel Policy. Once you have become familiar with the do's and don'ts of travel reimbursements, follow the steps listed below:

Note: Once a Travel or Event Request is approved, it becomes active and can be attached to an Expense Report. The Request will stay active until one of two things happen:

  • The Request is manually closed by the Concur user or their delegate
  • 120 days pass after the Business Travel End Date or Event Date that was listed on the Request

Per policy, all expenses must be submitted within 45 days of the trip or event. If you need assistance reopening a Request, please contact us via Services & Support.

During the Trip

The traveler should retain all applicable receipts for expenses related to UCSD business:
  • Mileage
  • Car rental 
  • Meals & Incidentals
  • Hotel folio
  • Airfare
For employee travel, receipt images can be uploaded to the Concur Mobile App. Using the Concur Mobile App will make the reconciliation process easier as the receipt images will already be available in the Traveler's Concur profile in the Expense tab under Available Receipts.

Expense Reconciliation (After the Trip)

Once the trip has concluded and you have collected all the necessary information, you can begin the reimbursement reconciliation process by creating a Concur Travel Expense Report and linking it to the approved Travel Request (not applicable to mileage-only trips). Here is a checklist that you can reference when creating the Travel Expense Report to ensure that you are providing the required information/documentation. 

If you are going to create the Expense Report on behalf of the Concur user (i.e. employee traveler), make sure that the traveler/user has first added you in Concur as their delegate. Concur users and delegates have the ability to claim different expenses within a single Expense Report. Some examples of expenses claimed in Concur are: 

Once the Expense Report has been prepared by a delegate with all required documentation, the employee traveler must log in to Concur to certify the accuracy of expenses and select Submit Report to finalize submission. You can find a quick guide to this process here

Find answers, request services, or get help from our team at the UC San Diego Services & Support portal.