| What to do |
How to do it |
| 1 |
Log on to MyTravel.
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- Go to MyTravel.
- If you're logged on to Single Sign-On (SSO), the My Travel welcome screen appears. Proceed to Step 2.
- If you're not logged on to SSO, you'll see the SSO screen. Log on with your user ID and password.
Note: If you don't have a SSO user ID and password, see Single Sign-On: How to Self-Register.
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| 2 |
View welcome screen. |
- Read the information on the Welcome screen.
- For more information on using MyTravel, click Guidance for Getting Started. Click Previous to return to the welcome.
- Click Next.
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| 3 |
Travelers, go to step 4.
Travel preparers, select the traveler.
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- Travel preparers will see the Select Traveler page. This page shows travelers with open events who are associated with your travel preauthorization approval hierarchy.
- Click the traveler's name.
If the traveler isn't listed, search by either:
- The traveler's name by entering the last name and first initial in the Search field and clicking Search.
- The preparer's ID by entering the preparer's ID number in the Search field and clicking 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. |
- Locate the event from those listed.
- 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. |
- Check where the travel took place:
- Continental U.S. (CONUS)
- Non-Continental U.S. (OCONUS/ Alaska, Hawaii, and U.S. Possessions)
- Foreign
Note:
- If you're claiming short-term, continental U.S. travel, complete the Hotel and Meal tabs.
- If you're claiming long-term travel, non-continental U.S. travel, or foreign travel, complete the Per Diem tab.
- 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 actual travel dates for accurate expense reporting, but doesn't change the dates that were entered during preauthorization.
- Select the ravel Started and Travel Ended times by using the drop-down menu.
- Complete the Business Purpose/ General Event Notes field.
- Click Next.
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| 6 |
Complete the Air tab. |
- Complete the Air tab following the MyTravel Help: Air Tab guidance.
- Enter any air expenses that were not prepaid by booking through Connexxus.
- Click the tab you need next or click Next.
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| 7 |
Complete the Ground tab. |
- Complete the Ground tab following MyTravel Help: Ground Tab guidance.
If the traveler used a UCSD Travel Card, you can click the check box under Travel Card Used? The total of these amounts will display on the Review and Submit tab as Applied to Travel Card.
If any single occurrence of ground transportation is $75 or more, you need to provide an original receipt to your departmental approval authority.
- Click the tab you need next or click Next.
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| 8 |
Complete the Hotel tab. |
- For short-term, continental U.S. travel, complete the Hotel tab following MyTravel Help: Hotel Tab guidance.
Enter the total hotel expense (single room and tax only). Include any amount prepaid by UCSD. UCSD prepaid amounts show near the bottom of the page for information only. MyTravel calculates appropriately.
- Click the tab you need next or click Next.
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| 9 |
Complete the Meals tab. |
- For short-term, continental U.S. travel, complete the Meals tab following MyTravel Help: Meals Tab guidance.
Claim for meals must be for the actual daily amount spent, which can't exceed the maximum. Some departments require travelers to submit original receipts. At minimum, a daily log must be provided to the departmental travel approval authority.
- Click the tab you need next or click Next.
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| 10 |
Complete the Per Diem tab. |
- For long-term travel, non-continental U.S. travel, or foreign travel, complete the Per Diem tab following MyTravel Help: Per Diem Tab guidance.
- Click the tab you need next or click Next.
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| 11 |
Complete the Registration tab. |
- Complete the Registration tab following MyTravel Help: Registration Tab guidance.
If you used an Express Card to pay for registration fees, enter in the Notes field as a comment "$___registration fee paid on the Express Card."
- Click the tab you need next or click Next.
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| 12 |
Complete the Other tab. |
- Complete the Other tab following MyTravel Help: Other Tab guidance.
- Click the tab you need next or click Next.
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| 13 |
Review the Summary and Distribution page and make any 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 MyTravel Help: Review and Submit Tab guidance. Make any needed adjustments.
- Click the tab you need next or click Next.
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| 14 |
Complete the Receipts page. |
- Click Yes or No to confirm that each required receipt was 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 by the Director of UCSD Travel. See Approver's Checklist for details.
- Click the tab you need next or click Next.
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| 15 |
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.
If the traveler is a UCSD employee and 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 reimbursements.
- To make a change before submitting the claim, click the tab title. Return to the Review and Submit tab and continue from step 13 above.
- A system message will confirm your submission was successful.
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| 16 |
Receive an e-mail from MyTravel and research reconciliation. |
- If you're an employee traveler, you certified the expense claim when you submitted it by clicking I Agree.
- If you're a travel preparer, MyTravel will send an e-mail request to the traveler to certify the claim. You'll receive an e-mail when the traveler has certified the expenses. 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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