| What to do |
How to do it |
| 1 |
Read the Personal Notification Statement. |
- Review the Personal Notification Statement before you begin completing the TEV.
- After you have read the statement, check the Yes box at the top of the TEV.
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| 2 |
Gather the information you need to complete the TEV.
As you gather receipts, review the expenses being claimed for policy compliance. |
- Collect the following items to attach to the TEV:
- Original itemized receipt(s) for any moving expense(s) that are eligible for reimbursement
- A copy of the moving van company's invoice for transportation of household goods as approved by the department
- A copy of the signed move approval form
- A copy of the exception to policy approval, if applicable
- A personal check from the employee, payable to University of California Regents, to pay back any advances that exceed total costs
- Prepare in advance to have all the required signatures on the TEV after it is completed:
- Authorizing signature (approving the move/ transfer at the department level)
- Employee's signature (verifying all items listed on the TEV)
All required signatures must appear on the TEV to comply with policy.
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| 3 |
Fill in the top portion of the TEV.
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- Enter the person's name, title, and mailing address.
- Enter the Employee ID number.
- Enter the event number. The event number was generated when you preauthorized travel using TravelLink. If no event number was established, and the person is eligible for reimbursement, UCSD Travel will assign an event number upon receipt of the TEV.
- Complete these remaining boxes in the top portion of the TEV:
- U.S. citizen?
- Visa type (for a non-U.S. citizen)
- City of residence prior to move/ transfer
- Purpose: Enter "Move to San Diego"
- Private car used? (If so, include the license plate number and information on liability insurance.)
- Your name, phone extension, e-mail address, and Mail Code
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| 4 |
Complete Boxes 1-15 as appropriate, and as supported by original receipts.
All original receipts are required for move/ transfer expense reporting. |
- List detailed expenses following the guidelines for completing a TEV for domestic short-term travel except, rather than following general receipt requirements, include all original receipts for move/ transfer.
Contact UCSD Travel for guidance if international travel is involved.
In box 14, Advance and Prepaid Expenses, include the amount paid on a purchase order to a van line, by UCSD, for transporting household effects.
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| 5 |
Complete Box 16: Remarks. |
- Indicate the purchase order number, if applicable.
- If any personal travel occurred within the time period covered by the TEV, clearly indicate the date(s) when it occurred.
- If you are claiming mileage, please indicate the special rate for move/ transfer purposes, that you used to calculate the amount you entered in Box 7.
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| 6 |
Review the TEV for accuracy. |
- Avoid the delay and inconvenience of having an incorrectly completed TEV returned to you for correction.
Review the TEV before submitting it and see guidelines for avoiding TEV return.
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| 7 |
Submit the TEV. |
- Send your completed TEV to UCSD Travel, Mail Code 0955, either directly or via your department's business office (as required by your department).
- Allow at least 10 working days for requests to be processed.
- If you used TravelLink to set up the event, you can check the status of the TEV by using the View Event Summary screen in TravelLink.
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