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Travel Procedures

Before You Travel

  1. Obtain written permission and funding approval from your supervisor or PI. Written approval should contain:
    1. Brief description of the travel
    2. A clear and detailed business purpose that describes how attending the business trip is beneficial to the University, and how it aligns with the major functions of teaching, research, patient care or public service, or with another substantial and bona fide University activity.

      It should also document that proposed travel was evaluated for necessity and reasonableness by explaining the purpose of the travel and its relation to objectives of the funding sources being charged. (NSF specific guidelines)

      Examples describing the purpose of the trip and its relation to objectives of the funding sources:
      • Attend the {insert name of conference} Conference to present our research findings in support of {insert name of project(s) funding the travel}.
      • Attend PI meeting for {insert name of award} as outlined in the approved award budget.
      • Attend the {insert name of workshop} to provide training for users of the {insert name of system(s) or program}.
    3. Project and task
    4. Dollar amount approved
  2. Review UC San Diego Travel Policy for any changes since you last traveled.
  3. Submit a Travel Request. It must be completed and approved prior to booking.
  4. Book travel arrangements through Concur, including airfare, hotel, and rental car.
  5. Use a Travel & Entertainment Card to book additional arrangements such as conference registrations. Note that if you choose to pay for registration using a personal credit card, you will not be reimbursed until after the travel has been completed and the expense report has been submitted and approved.

During Your Travel

  1. Use a Travel & Entertainment Card to avoid out-of-pocket expenses.
  2. Record expenses.
    • For short-term travel in the continental U.S. (29 days or fewer), use the Meals and Incidental Expenses (M&IE) method. You may submit a log of daily meal expenses in lieu of receipts. The amounts you claim must be based on actual expenses and cannot exceed the maximum daily limit.
    • For long-term U.S. travel (30 days or more) and travel outside the continental U.S., use the Per Diem method.
  3. Retain all required receipts.

After You Travel

  1. Prepare a Travel Expense Report.
    • Ask Desiree or Tammy to prepare a report for you.
      OR
    • Create a Travel Expense Report for yourself in Concur. Please be aware that preparing your own report can be difficult if you're not familiar with the process.
  2. Send receipts to Desiree or Tammy.
    • Photos and scanned receipts are acceptable.

In accordance with IRS regulations, Travel & Entertainment (Event) expenses must be submitted within 60 calendar days after the travel or event end date. Failure to do so will result in taxable reporting to the employee.

Travel Tips