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Using MyTravel: Move Payments/ Reimbursements

Find out how to claim academic and staff employee move-related travel expenses and authorize payments to UC contracted moving companies using MyTravel.

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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 Business Systems account user ID and password, see How to Get Access to UCSD Business Systems.

2. Select the trip to reconcile

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 Move trip

  • Locate the move trip 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
  • 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.
  • Add a traveler: Enter family members names, if applicable
    Note: Move/ transfer events often include members of the appointee/ employee household. Members of the household expenses, if any, must be claimed under the appointee/ employee's name.  Names must be added in order to claim expenses.
  • Click Next.

5. Complete the Air tab

Choose a traveler: Claims that includes appointee/ employee and members of the household must report expenses for each traveler individually.

Choose expense type: Use dropdown list to identify the expense type, when necessary.

UCSD Prepaid amount: The amount either directly paid through Connexxus, via Balboa Travel, or stripped from your (the traveler’s) UC San Diego Travel Card.

Note: Airfare paid by UC San Diego may be delayed showing in MyTravel as UCSD Prepaid. Do not enter airfare charged to an employee-held  Travel Card, or billed through Connexxus, 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

Click Add another air expense to report additional expenses, as needed.

Air Notes field: 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 or moving company expenses were incurred for the event.
    • Answer No if no ground travel or moving company 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

The Ground Tab is used to claim all moving company invoices, including invoices paid directly to the UC contracted carrier. 

Note: Follow the specific instructions to claim moving company invoices reimbursed to the appointee/ employee or paid directly to the UC contracted moving company.

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

  • Moving Company invoices to be reimbursed to the appointee/ employee.  Moving company invoices do not have to be broken down by daily cost.

Note: UC Policy requires appointee/ employee moves are handled through the UC contracted carrier.  If the appointee/ employee did not use a UC contracted carrier request an exception to policy in the Ground Notes detailing the justification and/or benefit to UC San Diego.

  • 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. 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

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 move mileage rate for reimbursement.

Ground Notes field: Enter notes when required.  Note: 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.

Moving Company (memo only)

Moving company invoices to be paid directly to the UC contracted carrier are reported in this section.  Reminder! All moving invoices entered in the memo section must be attached to the move trip claim.

Click Add another item found under Moving Company Name to enter invoice details, including moving company name, invoice number, invoice date and invoice amount.  Add invoices, as needed.

NOTE: Invoices entered in this section are not included in the total claim expenses but are entered to authorize payment to the carrier and to record as part of the total moving expenses for the appointee/employee.

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

For policy on hotel nights, read Reimbursable Move/Transfer Expenses for Staff or UCSD Policy: Moving Expenses for Academic Employees.  Certain titles require an exception to policy approval, which must be attached to the move claim.  Please note, temporary housing is taxable to the appointee/ employee.

Travel Dates listed on the Hotel tab are those that were defined on the Start, Select Date/ Time tab. Enter the amount for single room rate (and tax) by day. You can enter dollar amounts in any of the following formats:

  • $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: UCSD 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 UCSD, 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, read Reimbursable Move/Transfer Expenses for Staff or UCSD Policy: Moving Expenses for Academic Employees.  Please note, meal reimbursements are taxable to the appointee/ employee.

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

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 No.  

Click on the Other tab to skip forward.

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

MyTravel displays the Per Diem tab, however it does not apply to reimbursement of employee move-related travel expenses.

10. Complete the Registration tab

MyTravel displays the Registration tab, however it does not apply to reimbursement of employee move-related travel expenses.

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 UCSD 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)
  • Miscellaneous shipping
  • ATM fees (if the UCSD 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.

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 UCSD Travel Card account (UCSD 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 (UCSD employees only)
  • The amount to pay traveler's UCSD 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 UCSD 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 UCSD, such as charges to a UCSD Travel Card
  • Airfare and service fee paid directly by UCSD (if airfare was arranged through UCSD's partner agency or Connexxus)

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 UCSD Travel Card: The amount that will be paid to the employee's UCSD 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 e-mail 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 UCSD 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-UCSD 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-UCSD 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: 652700
  • 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 not change the account code(s) being used. All moves are automatically charged to 652700.
  • 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
    Reminder!
    All moving invoices entered in the memo section must be attached to the move trip.

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 UCSD 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 UCSD Mail Code).

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

  • "The traveler would have owed $____ to UCSD 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 e-mail 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:
    • UCSD employee traveler: MyTravel will send an e-mail request to the traveler to certify the claim. You'll receive an e-mail when the traveler has certified the expenses. After traveler certification, the approver will receive an e-mail request to review the claim using MyApprovals.

Reimbursements will be issued on the business day following final 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).