Booking Travel and Prepaying Expenses

The Sociology Department has provided the following guidance and resources for UCSD business travel and information on how to setup prepayments and information on long-term travel.

Before you travel...

If you have not already done so, please setup a trip number before booking any travel by following the instructions below and reaching out to Fiscal Assistant Rick Clarke.

Booking Airfare

  • The UCSD preferred method of booking University related travel is by charging the airline ticket to an index number (not pay out of your pocket), by making your airline reservations with UCSD's preferred travel agency, Connexxus.
  • Though you are discouraged from doing so, in the event of an unforeseen travel plan, you may still purchase your airline ticket on your credit card and submit the receipt after the trip has concluded. All receipts are processed after your trip unless you are a travel card holder.
  • In order to pre-pay for an airline ticket by charging it directly to an index number (not pay out of your pocket) you must make your airline reservations with UCSD's preferred travel program, Connexxus . Connexxus will not let you book without creating a Traveler Profile.
  • Travel Card Holders: You may book outside of Connexxus when using a UCSD Travel Card. When airfare is charged, it is automatically removed from your account and billed to UC San Diego Travel. This feature is called strip billing.

 

Coach and Economy Class Travel & Exceptions

Coach fare or the equivalent should be used whenever available and practical. Reimbursement will be based on the actual fare. 

Exceptions
  • Business and first class airfare is allowed only under the following conditions when:
    • Business or first-class service is the only service offered between two points;
    • Coach class would be more expensive or time consuming (such as when scheduling difficulties would require an unnecessary hotel expense, circuitous routing, or an unduly long layover when making connections);
    • An itinerary involves overnight travel without an opportunity for normal rest before the commencement of working hours
    • A medical need or disability requires accommodation. The need/ disability must be certified by a physician and chronic conditions updated annually, except in the case of permanent conditions which require a certification stating such.
    • For additional information please see UCSD's Exceptions to Coach and Economy Class Travel
  • Fees for early check in, priority boarding, or seat selection are reimbursable only when the original ticket is booked in Connexxus or with the Travel Card and there is no change to the class of travel.  A business purpose for the purchase is required.
  • Consider the fund source. Some fund sources may restrict first class, business, or other higher cost service of travel. In cases where the fund source policy is more restrictive than UC/ UC San Diego policy, the more restrictive policy applies.

Lodging and Conference Fees

Lodging within the Continental U.S. and for travel that last fewer than 30 days

  • Before you book a room, find out how to get discounted hotel rates through Connexxus. Note that:

    • Effective October 15, 2017, the UC maximum lodging rate for reimbursement is $275 before taxes and mandatory hotel fees.
    • You won’t be reimbursed for in-room charges such as gym or movie fees.
    • An expense for lodging within the vicinity of your home or headquarters is generally not eligible for reimbursement unless an early start time is combined with a distance greater than 40 miles from the headquarters or home, whichever is closest. 
  • If checks are accepted, a hotel deposit may be submitted under your trip number.  In order to process, the department will need at least 30 days notice to submit payment.
  • Travel Card Holders: Please submit lodging receipts to the Department within 10 business days of the transaction so that a prepayment may be submitted if necessary. It is the travel card holder's responsibility to submit any receipts in a timely manner for processing or you may be subject to late fees by U.S. Bank.

Conference Registration Fees

  • If checks are accepted, a registration fee prepayment may be submitted directly to the organization under your trip number.  In order to process, the department will need at least 30 days notice to submit payment. 
  • Travel Card Holders: Please submit conference registration receipts to the Department within 10 business days of the transaction so that a prepayment may be submitted if necessary. It is the travel card holder's responsibility to submit any receipts in a timely manner for processing or you may be subject to late fees by U.S. Bank.
  • Express Card: If no other travel will be claimed for reimbursement, no trip number is required and the conference registration fee may be paid for using the department's express card. Please contact Fiscal Assistant Rick Clarke. if you are only requesting reimbursement for conference registration. 

 

Additional 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 Assistant Rick Clarke 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 Rick Clarke if you do this so late fees are not incurred. 
  4. You can put the registration on the departmental express card if no other travel expenses are being claimed.

Per Diem/Long Term Travel

Per-Diem for Travel

Sociology faculty and students may claim per diem expenses (refleciting actual costs) for certain types of travel. To see if your travel qualifies, please visit UCSD's Per Diem For Travel.

Claiming Actual Expenses

The claim should reflect the traveler's actual costs up to the per diem rate. Travelers can claim:

  • Actual expenses that are less than the per diem rate (best option).
    • To claim actual expense less than per diem does not require receipts and can be rounded to the nearest whole dollar. For example, a traveler may keep a log of expenditures and use it to calculate expenses.
  • The per diem rate (only if actual expenses are equal to the per diem rate).
  • An exception to per diem when actual expenses exceed per diem and required conditions are met.

Cash Advance

If you are traveling to a remote location and/or conducting long-term travel, please reach out to Fiscal Assistant Rick Clarke on setting up a potential cash advance for your trip. Cash Advances may be setup upto 2 weeks in advance of the trip start date and should be reconciled monthly with the trip. A partial cash advance is generally for meals, incidental expenses, and ground transportation. The requested amount must be appropriate for the nature and duration of the travel.

If you have any additional questions on these policies, please contact Fund Manager Kristen Walker.