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Travel Process: The Essentials

If you're new to travel at UC San Diego, use this checklist to navigate travel preparation, processing, and reimbursement.

New: Business offices, use the Customizable Essentials form (Excel) to communicate your department's specific travel requirements beyond UC San Diego's travel policy.

Getting started

Get acquainted with the travel process and policy and procedures through these resources:

Travel Requests

Learn more about Travel Requests and get access to UCSD's online travel processing application, Concur:

Travel accident insurance

Learn about the registration requirements for Business Travel Accident Insurance coverage for UC travelers, which is automatic when Concur Travel is used to book travel.

Visitors and visas

Review federal regulations before arranging travel. UC San Diego considers any travel to the continental U.S. to be domestic travel, regardless of the incoming visitor's origin. However, for federally funded travel for foreign visitors traveling to the U.S., the account code must comply with federal requirements.

Federal funds

Review federal regulations that must be followed when using federal contract funds or grants for travel:

Arranging travel

Review options, including discount rates, for airfare, car rental, and lodging:

Prepaying expenses

Learn which expenses can be prepaid. Use any of the following methods:

Paying expenses during travel

Learn about your options, including the UC San Diego Travel & Entertainment Card:

  • UC San Diego employees: Charge your own expenses, or withdraw cash to pay them, with your Travel & Entertainment Card.
  • Non-employees: Pay their own expenses and are reimbursed after travel concludes. Cash advances can be requested for meals and ground transportation using Concur.

Researching transactions

Find detailed information using online travel tools:

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

Note: this page has a friendly link that's easy to remember:

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).