Travel Resources for Faculty, Staff and Graduate Students
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 also 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.
Post-Travel
All faculty, graduate students, and staff should fill out the Reimbursement Request Form [PDF] and submit to Fiscal Support. Receipts must be submitted to the Fiscal Support before the payment will be authorized. All travel receipts are due within 14 days of trip completion.
Mileage Reimbursement
Mileage Reimbursement
Fill out the Mileage Log and provide to Fiscal Support, Melissa Wolf.
Mileage reimbursement rates - https://blink.ucsd.edu/travel/expenses-reimbursements/reporting/mileage-reimbursement/rates.html
Graduate Student Travel
All UCSD Graduate Students must complete the following additional steps:
- Prior to taking the trip, complete the UC San Diego Student Certification for Business-Related Travel form.
- Submit the completed form to Tina Hoang. Original forms or electronic submissions are acceptable.
Travel Resources and FAQ's
Additional information on UCSD Travel:
- UCSD Travel
- UCSD Travel Card Information
- Connexxus - UC's travel program, for booking University travel.
- Before using Connexxus, UCSD faculty members, staff and students can set up a Traveler profile online
- All approved UCSD
travelers planning a trip outside California must register for UC Travel Accident Insurance. Complete the online form here - UC San Diego's policy on required Travel Receipts
- 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
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.
- You can pay on a personal card. (You will not be reimbursed until after the trip.)
- You can request UCSD submit a check on your behalf. Please notify Fiscal Support Hawiza Sharpe at a minimum of 30 days in advance before the check is due.
- You can put the registration or hotel deposit on your UCSD travel card. Please notify Hawiza Sharpe if you do this so late fees are not incurred.
- You can put the registration on your express card or the departmental express card - only if no other travel expenses will be claimed.
