Travel

The University will reimburse faculty, staff, students, and non-UCSD travelers for allowable expenses incurred when traveling on official University business.

Pre-Travel

Before booking any travel, your trip should be preauthorized by creating an event number.  An event number allows you to book airfare through Connexxus, UC's travel program and charge the expense directly to your fund source rather than pay out of pocket.  Other expenses such as hotel and registration can also be pre-paid via the event number rather than using a personal credit card.

  1. Dates:  Actual travel dates to/from San Diego
  2. Origin/ Destination: City and State or City and Country – if multiple destinations, please include all locations.
  3. Purpose of Trip:  Provide the business purpose of the trip. There should be enough detail to clearly establish the UC San Diego business purpose for the trip connected to the traveler and the traveler type. Do not use acronyms. (eg presenting paper entitled “ XYZ” at American Sociological Association Conference, conducting field research for XYZ, invited guest speaker at XYZ on ABC topic, etc.)
  4. Total Estimated Expenses: Please provide the total estimated cost for the trip including any Lodging, Ground transportation, Registration (if any), Meals and Incidentals, etc.
  5. Fund Source(s): Please provide index/fund source to be liened/reimbursed on. If multiple please provide estimates on each source.
  6. Supporting Documentation: Please include any documentation of the trip, such as an agenda, conference brochure/schedule, or invitation letter/email. This can be an attachment or link to the webage.

Post-Travel

All faculty, graduate students and staff should fill out the Travel reimbursement form [PDF] and submit to Fiscal Support Jillian Tracy.  Receipts must be submitted to the Fiscal Support before the payment will be authorized. All travel receipts are due within 21 days of trip completion.

Travel Resources & FAQ

Additional information on UCSD Travel:

How do I pay for pre-conference expenses such as registration and hotel deposit?

If you have to pre-register for a conference or hotel stay more than 21 days in advance of your travel, you have a few options for payment.

  1. You can pay on a personal card. (You will not be reimbursed until after the trip.)
  2. You can request UCSD submit a check on your behalf. Please notify Fiscal Support Jillian Tracy at a minimum of 30 days in advance before the check is due.
  3. You can put the registration or hotel deposit on your UCSD travel card. Please notify Jillian Tracy if you do this so late fees are not incurred. 
  4. You can put the registration on your express card or the departmental express card - preferred method.

Faculty Travel

For Faculty who frequently travel, it is recommended that they apply for a UCSD Travel Card. To apply, please download the application below and submit to Fund Manager Kristen Walker.

Intercampus Exchange Program for Travel

The Intercampus Exchange Program for Travel program provides reimbursement for airfare or mileage only for Academic Senate members to travel to other UC campuses for research. It is not to be used to attend seminars, conferences and university-wide UC meetings. Reimbursement will not be approved unless the name of the faculty consulted and title of the research component/project is recorded on the travel reimbursement form. Funding for one to two trips per year up to available funds.

General Campus Funding for Travel to Scholarly Meetings

The General Campus Funding for Travel to Scholarly Meetings funding program provides reimbursement for airfare expenses for Academic Senate members. 

Graduate Student Travel

All UCSD Graduate Students must complete the following additional steps:

  • Prior to taking the trip, complete the UCSD Student Certification for Business-Related Travel form. Be sure to check the first box "Directly supports the faculty/PI project or research program" or the second box "Presenting at a conference." If second box is checked, attach a copy of the program listing your name and UCSD. Obtain your faculty advisor's signature.
  • Submit receipts showing proof of purchase to Jillian Tracy. Original receipts or electronic submissions are acceptable.

Prior to submitting any reimbursement request, please note what is and what is not reimbursable by referring to the Resources page under the "Research and Travel Funds" section .