Travel and Reimbursement
The University will reimburse faculty, staff, students, and non-UCSD travelers for allowable expenses incurred when traveling on official University business. Please follow steps below.
Before You Travel
For Faculty and Students:
- Contact Alyssa Trasvina, Helen Fluetsch, and Ashley Feil via anthworks@ucsd.edu or in person to set up a trip by providing trip information, dates, project number and name of event.
- All travelers should Enroll in UC Trip Insurance.
- Review UCSD Travel Policy Highlights.
- Due to switching over to new travel and financial systems you are REQUIRED to set individuals as delegates for any travel. Listed below are the instructions; travel requests cannot be completed without this step:
- Go to https://concur.ucsd.edu/
- Once logged in, go to the top right corner and click on Profile, then click Profile Settings
- Go to the left side bar under Request Settings – go to Request Delegates – click Add – easiest way is to put the email address of the person to add as delegate, one at a time in search box: dekelly@ucsd.edu,
- Select all items we are delegated to do on your behalf, which is Can Prepare, Can Submit Reports, Can Submit Requests, Can View Receipts, Can Receive Emails
- Click the Add button at the top of the page (blue button) then Save. Then repeat with the next person to Add and then Save as a delegate on your behalf.
- Go to Travel Settings on the left side of the screen, click on Assistants/Arrangers
- Click the red Add an Assistant button
- Add the following: cnunez@ucsd.edu, dekelly@ucsd.edu,
- Check off "Can book travel for me" and save, do the same process when adding each email
For Students:
- 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.
- Complete the Field Operational Planner for your trip:
- Urban Domestic Field Trips or Undergraduate Student Travel – Online form
- International Trips, Trips to Remote Areas, and/or trips involving special hazards (i.e. environmental, chemical, mechanical, etc.) – Word doc | PDF
It must be submitted one month prior to your trip! Make sure your safety coordinator and department administrator have a copy of your plan before you go.
Please send a copy of your plan to an EH&S Field Safety coordinator for review. When a plan is submitted, the Field Safety coordinator will make recommendations for organizing a safe and productive trip.
Contact an EH&S Field Safety coordinator:
| Research trips | ehsrap@ucsd.edu | (858) 534-7651 | Mail Code: 0089 |
| Non-research trips | gensafety@ucsd.edu | (858) 534-6027 | Mail Code: 0920 |
| Risk Management/Insurance | ehsrisk@ucsd.edu | (858) 534-3820 | Mail Code: 0925 |
Ban on state-funded and state-sponsored travel:
Effective January 1, 2017, this law prohibits state-funded travel to a state that has passed a law after June 26, 2015 that (1) authorizes discrimination based on sexual orientation, gender identity, and gender expression, or (2) voids or repeals existing state or local protections against such discrimination. The law identifies the University of California as an entity covered by the law.
Hence, departments are prohibited from using state funds to process travel reimbursement for conferences or research purposes. This will include all department operations, instruction, and graduate student support funds. However, some faculty and graduate students do have external funding or gift funds that they can use for travel purposes.
Since 2017, California has added up to 17 states to AB 1887. You can always find the updated list here.
The following states are currently subject to California’s ban on state-funded and state-sponsored travel:
- Alabama
- Arkansas
- Florida
- Idaho
- Iowa
- Kansas
- Kentucky
- Mississippi
- Montana
- North Carolina
- North Dakota
- Oklahoma
- South Carolina
- South Dakota
- Tennessee
- Texas
- West Virginia
After You Travel
All receipts must be submitted before the payment will be authorized. All travel receipts are due within 14 days of trip completion. Original receipts or electronic submissions are acceptable.
Resources
- UC San Diego's policy on required Travel Receipts
- Travel grants from Graduate Student Associate (GSA)
- Meals for Short-Term Domestic Travel
- Lodging for Short-Term Domestic Travel
- Per Diem Info for Foreign Travel or Long-Term (30+ days) Domestic Travel
- UC San Diego Travel Policy Highlights
- UC San Diego Student Certification for Business-Related Travel
Reimbursements for Events, Honorarium and Other
Due to the revised UCOP Major Events Policy from Fall of 2017, department can no longer allow alcoholic beverages to be included as reimbursement or direct charge from any of the food outlet on UCSD property without 21 day prior approval from Academic Affairs. This means the department need to be notified that there is an intention to purchase alcohol for any meetings or events prior to Academic Affairs 21 Day deadline in order for us to submit a request for review and approval. Please contact Nancy Lee or Debra Kelly to submit request.
Before the Event
- A W-9 is required to set up any new payees in the UC system. It is always required for outside visitors receiving honorarium. If you have already received reimbursements in the past then W-9 form is not needed.
- Create a sign in sheet with attendees and there affiation for the event.
- Complete an Events and Activities Intake Form to receive approval from the corresponding vice chancellor.
After the Event
- Submit sign in sheet with attendees and there affiliation for the event.
- Submit all itemized receipts.
- Fill Event Reimbursement Form and send to Debbie Kelly via email or in person.