Travel


Your Travel Coordinator

Amanda Brainerd
Sequoyah Hall, Rm. 255
Phone: 858-534-2299
Fax: 858-822-2657

 
*All departmental travel must also comply with Departmental Leave Policy

You may only claim reimbursement for your own travel; per campus policy we cannot reimburse you for any expenses incurred for someone else's travel (ex. calling an Uber for a visitor).

Register your trip for UC Trips Insurance if traveling 100+ miles from campus or your residence.

If you plan to claim reimbursement from UCSD: Create a trip to generate a trip number. Trips will automatically route to the business office for pre-authorization.

  • University policy requires pre-authorization for reimbursement; lack of pre-authorization may result in delayed or denied reimbursement requests

See below for allowable expenses and required documentation based on travel type. Reimbursements cannot be processed until travel is complete. Some fund sources restrict certain purchases or may require more documentation than what is listed below. If you have any questions about policy, required documentation, or your particular fund source, please contact Natalie or Amanda  before travel.

Travel Less Than 24 Hours

Only mileage (with map showing route and total miles), and parking (excluding UC San Diego parking fees), are eligible for reimbursement.

Domestic Travel (Continental U.S. Lasting Between 24 Hours and 29 Days)

Airfare: Receipt(s) required, economy class only; if purchasing a fare class above economy, must provide quote/proof showing cost of economy fare on the same flight in addition to receipt of actual purchase
Ground Transportation: Receipt(s) required; itemized receipts required for rental cars up to intermediate-size model only, all upgrades/additions are ineligible for reimbursement including GPS addition and insurance.
Hotel: Itemized receipt(s) required; incidentals other than meals and parking are ineligible for reimbursement. Meals charged to the room must follow meal receipt guidelines.
Meals: Itemized receipt(s) required; daily maximum of $74. Meal claims for the maximum of $74 per day for consecutive days in the same trip,  even when supported by receipts, will be audited by the university and may be considered taxable income to the traveler.
Other: Itemized receipt(s) required; this may include wifi fees or registration. Contact Natalie or Amanda if you are unsure of the eligibility of expense.

Foreign Travel (Including Continental U.S. Lasting 30 Days or More, Alaska, Hawaii, and U.S. Possessions)

*Receipts displaying foreign currency will be converted to USD based on date of transaction using Oanda Currency Converter. Alternatively, you can submit credit card/bank statements (block out personal information) showing the conversion to USD and associated foreign transaction fees by the financial institution.

Airfare: Receipt(s) required, economy class only; if purchasing a fare class above economy, must provide quote/proof showing cost of economy fare on the same flight in addition to receipt of actual purchase
Ground Transportation: Receipt(s) required; itemized receipts required for rental cars up to intermediate-size model only, all upgrades/additions are ineligible for reimbursement including GPS addition. Insurance may be reimbursed only for locations outside of the U.S.
Per Diem: Find government published per diem rates at http://www.defensetravel.dod.mil/site/perdiemCalc.cfm. Per Diem policy is based on fund source.

  • Non faculty funds (including but not limited to endowments, gift funds and funds related to university administrative work): Department will reimburse up to the full meal per diem by request and only actual costs incurred for lodging. This means that itemized receipts are required for lodging reimbursement.
  • Faculty funds (including but not limited to startup and retention): Department will reimburse up to the full meal and lodging diem by request, receipts not required.
  • Exceptions to per diem: In the case of non faculty funds only, the traveler may request an exception to be considered by the chair and University Travel to claim up to 30% over the per diem rate if travel occurred under exceptional circumstances (for example, travel to an area where lodging and meal expenses have temporarily increased due to national or international special event such as the Olympics). Itemized receipts supporting the claim for exception are required.Contact Natalie or Amanda to begin pursuit of this option.

University Pre-Payment Options

Travel Card: May be used to pay for airfare and book hotel prior to travel. Additionally, may be used for meals and ground transportation while on travel status. See Natalie for more information or to apply for a Travel Card.
Connexxus: May be used to book and pre-pay for air, hotel, rental car, and Amtrak tickets.
Express Card: May be used to pay for conference registrations. No other purchases categorized as travel can be made with the Express Card. If you do not have an Express Card but would like to pay for registration this way, contact Natalie or Amanda.