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Completing a Travel Expense Form (TEF)
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Summary: Find out how to complete the Travel Expense Form (TEF).
In the right place? Use MyTravel rather than a TEF for:
- Short-term travel (29 days or fewer)
- Long-term travel (30 days or more)
- Alaska, Hawaii, and US possessions travel
- Foreign travel
Notes:
- The TEF replaces the paper TEV form (Excel).
- Travel can't exceed 12 months. After 12 months, reimbursement for subsistence becomes taxable income. See page 4 of the Accounting Manual (PDF).
- The guidelines below are for employees who have some knowledge of UCSD travel policy. Learn about UCSD travel policy using the Travel at UCSD online tutorial.
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| What to do |
How to do it |
| 1 |
Determine if you need to fill out a TEF. |
- Use a TEF for:
- Group travel
- Travel including business-related entertainment
- Moves/ transfers
- Employee candidate interviews
- Specific travel situations that can't be entered in MyTravel
- Do not use a TEF for:
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| 2 |
Gather the necessary information. |
- Collect all original, required receipts. See
Travel Receipts: Reimbursement Requirements.
- Review the claimed expenses for policy compliance.
- For moves/ transfers, collect the following items:
- If an expense is not eligible for reimbursement, contact UCSD Travel for guidance.
- Verify that the traveler is enrolled in direct deposit.
- If the traveler is not enrolled, follow How to Enroll in Disbursements Direct Deposit, then complete the TEF.
Note: If the traveler is not a UCSD employee or student, Disbursements can issue a one-time reimbursement by paper check.
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| 3 |
Enter travel expenses in the TEF. |
- Open the TEF.
- Read the Personal Notification Statement, then check the Yes box at the top of the TEF.
- Fill out the rest of the form:
- For guidance, click the ? symbols.
- Note: The per diem total and grand total (if multiple destinations) automatically calculates once the user enters the daily per diem rate(s), duration, and any adjustments.
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| 4 |
Save and print the TEF. |
- Click Save TEF Data File. (This opens a raw data file.) Use the File menu in your browser to save the file to your desktop.
Note: Save your file in case you need to make changes later. By saving the TEF as a data file, your entries are preserved. If you don't save your file and go directly to downloading as a PDF, you aren't able to make changes.
- Click Reload a saved TEF Data File. The TEF will refresh and display the values you entered. Make any necessary changes to the TEF before printing.
- Click Download a PDF file and print the completed form.
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| 5 |
Obtain required TEF signatures. |
- Obtain the following required TEF signatures:
- Traveler - Certifies the expenses are accurate and all required receipts were submitted
- If the traveler is a UCSD employee or student, the signature is required.
- If the traveler is not a UCSD employee or student, and the signature cannot be obtained by reasonable means, the travel approver must initial, indicate "Not available," and state why the traveler's signature cannot be obtained.
- Travel approver - Approves travel funding at the department level
- Entertainment approver - Approves official business entertainment expenses if incurred concurrently with the travel
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| 6 |
Submit the TEF. |
- Send your completed TEF with required receipts attached 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 TEF by using the View Event Summary screen in TravelLink.
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