UCSD Blink: Paying for Conference Registration or Hotel Deposit (U.S. Currency)

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Blink Home > Travel > Paying for Conference Registration or Hotel Deposit (U.S. Currency)

Paying for Conference Registration or Hotel Deposit (U.S. Currency)

Summary: Use this step-by-step guide to pay for a conference registration or hotel deposit in U.S. currency.

In the right place? These instructions are for out-of-town conferences only. To pay for local conference registration for a UCSD employee, see instructions. There also are instructions for how to pay in foreign currency.

What to do		How to do it
1	Preauthorize travel.	Complete Going on a Trip in TravelLink. Note: Preauthorization is required regardless of your method of payment or reporting expenses.
2	Determine the method of payment.	If you have a UCSD Travel Card and the travel event is within 21 days, go to step 3. Note: You can use the UCSD Travel Card or a personal form of payment (e.g., personal credit card). However, if you use a personal form of payment, you must complete the trip before requesting reimbursement. If you will use the Express Card, it can only be used to pay for registration fees and not for travel expenses such as hotel. Provide the card number and ask for a confirmation number. Once the charge appears in ECManager, select account code: 652010 In-state conference 652910 Out-of-state conference Complete steps 3 and 4 if: The travel event is not within 21 days. You don't have a Travel Card. You don't want to use a personal form of payment. You used the Express Card for registration and you need payment for the hotel.
3	Reserve lodging and/or register for the conference.	Reserve a room for the duration of stay. If applicable, register for the conference. Follow the appropriate instructions for your payment method: If you will pay using a UCSD Travel Card or a personal credit card, provide the card number and ask for a confirmation number. You do not need to complete steps 4 or 5. If you will request prepayment by UCSD Travel: Request the hotel's and/ or conference vendor's Federal Employer Identification Number (FEIN) and billing address. You will need this information when you request a prepayment in step 4. For hotel deposit only: Reserve the room and ask for the amount of the room rate and any applicable taxes. Provide a personal credit card number to hold the room and ask for a confirmation number. Your account will not be charged because UCSD Travel will issue a payment to the hotel after you complete step 4.
4	Request a prepayment.	Use TravelLink to request a prepayment. Complete individual prepayment requests in TravelLink for: Hotel deposit Conference registration Tip: For vendor ID, you can either enter the FEIN or search using the spyglass icon next to the Vendor ID field.
5	Check the status of your prepayment request.	Allow up to four days for UCSD Travel to approve and issue a prepayment. You can check the status of your request at any time by viewing the Event Summary screen in TravelLink.

To claim an expense or request reimbursement, see instructions for using MyTravel.

Questions? Contact UCSD Travel or an individual Travel Team member.

Notice: UCSD travel policy, as published in Blink, is decisive. It has been adapted to UCSD's organization, delegation of authority, terminology, chart of accounts, and processing applications. The source for UCSD travel policy is UC Travel Policy and Regulations.