| What to do |
How to do it |
| 1 |
Log in to MyTravel.
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- Access MyTravel.
- If you're already logged into a UCSD financial application, the My Travel welcome screen appears. Proceed to Step 2.
- If you're not already logged in, you'll see the Single Sign-On screen. Log in with your user ID and password.
If you do not have a user ID and password, see guidelines for gaining access.
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| 2 |
Review information on the Welcome screen. |
- Read the information on the Welcome screen.
- Click Guidance for Getting Started to see more information on using MyTravel.
- Click Previous to return to the Welcome page.
- Click Next.
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| 3 |
Select the traveler.
Note:
This step is for travel preparers only. If you are a traveler, proceed to Step 4. |
- If you are a travel preparer, you will see the Select Traveler page.
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This list shows travelers with open events who are associated with your travel preauthorization approval hierarchy.
- Click the traveler's name.
If the traveler is not listed, enter the person's last name and first initial in the Search field and click Search.
Note: If the traveler is not a UCSD employee, use TravelLink's Add/ Change Traveler Account feature to add the traveler's e-mail address.
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| 4 |
Select the event. |
- Review the event(s) listed and determine which event you will select.
- This list displays preauthorized events. Travel events not approved by the person with delegated approval authority in your area do not appear in this list.
- Click the event number.
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| 5 |
Complete event information. |
- Click Yes or No to confirm if travel was within the continental U.S. If not, use a paper TEV.
- If the actual travel dates differ from the preauthorized travel dates, click the calendar symbol to select a date, or type over the existing date.
Note: Changing dates in MyTravel provides the actual travel dates for accurate expense reporting, but does not change the dates that were entered during preauthorization.
- Select the Travel Started and Travel Ended times by using the drop-down menu.
- Fill in the Business Purpose/ General Event Notes field.
- Click Next.
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| 6 |
Answer the question about air expenses. |
- Click Yes or No for the question Do you need to enter any amount(s) for Air travel?
Follow the guidance for completing the Air tab.
- If you viewed or entered data on the Air tab, click another tab or click Next.
Navigation tip: If you answer Yes to view or enter data on the Air tab, you can then click on the MyTravel tab titles along the top, in any order, instead of clicking Next and answering subsequent questions in order.
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| 7 |
Complete the Ground tab. |
- Complete the Ground tab following the guidance provided.
If the traveler used a UCSD Travel Card, you can click the check box under the heading Travel Card Used? The total of these amounts will display on the Review and Submit tab as Applied to Travel Card.
- Click the tab you need next, or click Next to answer the following question.
Note: If any single occurrence of ground transportation is $75 or more, you will need to provide an original receipt to your departmental approval authority.
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| 8 |
Complete the Hotel tab. |
- Complete the Hotel tab following the guidance provided.
Enter the total hotel expense (single room and tax only). Include any amount prepaid by UCSD. UCSD prepaid amounts show near the bottom of the page for information only. MyTravel calculates appropriately.
- Click the tab you need next, or click Next to answer the following question.
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| 9 |
Complete the Meals tab. |
- Complete the Meals tab following the guidance provided.
Any claim for meals must be for the actual daily amount spent, which cannot exceed the maximum. Some departments require travelers to submit original receipts. At minimum, a daily log must be provided to the departmental travel approval authority.
- Click the tab you need next, or click Next to answer the following question.
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| 10 |
Complete the Registration tab. |
- Complete the Registration tab following the guidance provided.
- If you used the Express Card to pay for registration fees, enter in the Notes field as a comment "$___registration fee paid on the Express Card".
- Click the tab you need next, or click Next to answer the following question.
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| 11 |
Complete the Other tab (if needed). |
- Complete the Other tab following the guidance provided.
- Click Next.
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| 12 |
Review the Summary and Distribution page and make any necessary adjustments. |
- Review the summary expense information. Each amount is the total of all expenses claimed on the tab. To change an amount you claimed, click the tab title, make the change, and return to the Review and Submit tab.
- Review all details, following the guidelines, and make any needed adjustments.
- Click Next.
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| 13 |
Complete the Receipts page. |
- Click Yes or No to confirm that each required receipt has been provided to the person authorized to approve the travel expense claim.
If reasonable efforts to obtain a required receipt are unsuccessful, the approver will need to use MyApprovals to request approval from the Travel Manager. See Approver's Checklist for details.
- Click Next.
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| 14 |
Review and submit the claim.
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- Check the details of the MyTravel claim displayed on the Submit page, and click I Agree if the information is accurate. Proceed to Step 14c below.
If the traveler is a UCSD employee who is not set up for direct deposit for travel/ disbursements:
- Print the final page
- Route for handwritten signatures
- Attach required receipts
- Submit to UCSD Travel, Mail Code 0955
- Enroll the employee in direct deposit for future use
- To make a change before you submit the claim, click the tab title. Return to the Review and Submit tab and continue from Step 12 above.
- A system message will confirm your submission was successful.
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| 15 |
Receive an e-mail from MyTravel and research reconciliation. |
- If you are an employee traveler, you certified the expense claim when you submitted it by clicking I Agree. Go to Step 15b.
If you are a travel preparer, MyTravel will send an e-mail request to the traveler to certify the claim. You will receive an e-mail when the traveler has certified.
- After traveler certification, the approver will receive an e-mail request to review the claim using MyApprovals.
- Final processing depends on claim details, timely submission of receipts to the approver, and the time required for the approver to review it.
Reimbursements will be issued on the business day following approval.
- To view the status of an event, including reconciliation information, use:
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