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Travel: Paying for Shuttle Service

Find out how to pay for taxi or shuttle service for an individual or group as part of a travel event.

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1. Preauthorize travel.

  • Create a new trip in MyTravel.
  • For a group, follow the instructions in steps 1 and 2 of Paying for Group Travel.

    Note: Preauthorization is required regardless of your method of payment or reporting expenses.

2. Arrange service.

  • Contact a taxi or shuttle service provider to arrange the transport.
  • Do not sign an agreement (also known as a contract) as you risk personal liability. Contact Procurement & Contracts to approve agreements with service providers.

    Note: Because Procurement & Contracts has approved an agreement does not mean a purchase order will be used.

3. Arrange payment.

  • The traveler can use either:
    • UCSD Travel Card:  Prepay or pay at the time of service.
    •  A personal form of payment and request reimbursement through MyTravel after completing travel.
    •  Prepayment: Use MyTravel to request prepayment to the trip you created in step 1.
      • For the prepayment document text enter:
        • Reason
        • Route
        • Number of passengers
      • Choose the bill type: Service Fee
      • Allow 4 business days, after the final department approval, for UCSD Travel to issue payment.
      • Note: To claim expenses for a group, see step 10 of Paying for Group Travel.

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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).