The success of MyTravel and the high volume of campus use allows for eliminating paper TEVs for most travel.

Beginning in August 2007, using MyTravel is required when you report expenses for domestic travel, for an individual, lasting less than 30 days.

Using MyTravel reduces the need for departments to train employees on completing paper TEVs. MyTravel tools and learning resources are in place and easy to learn. For more information, see an overview for employee travelers or travel preparers, MyTravel demos, and MyTravel query.

The following MyTravel questions and answers may help if you have any concerns:

Q: My department does not use MyTravel because we do not always preauthorize. Is an event number required?
A: Yes. Preauthorization is required and is a key control in the travel process. Preauthorization generates an event number for your travel event. Only when it is not possible to preauthorize before travel, may you authorize after travel, so that MyTravel can be used to report expenses.

Q: How do we meet the preauthorization requirement when some employees routinely do not inform anyone of their travel plans in advance? How can we ensure compliance?
A: Employee travelers who are not preauthorized risk not being reimbursed and covered by business travel insurance. Employees should communicate in advance with the appropriate departmental contact and make arrangements using UC agreements for travel services. Some travel services, such as rental cars, include coverage at discounted rates.

Q: What if we need to request an exception?
A: If you have one of the following exceptions to policy, the departmental approver must use the "Send for Review" feature in MyApprovals. Select the "UCSD Travel Team," and include the reason for your request, such as:

• A required receipt is missing, and attempts to obtain it have failed.
• Travel occurred over 1 year ago.
• Expenses paid for someone other than the traveler are claimed.

Q: As an approver, how can I double-check a claim prior to traveler certification?
A: Arrange for the preparer to notify you before clicking on “I Agree,” which submits the claim for traveler certification. Log into MyTravel, select the event, and review the claim. You can then submit it or follow up with the preparer.

Q: What if I forget and prepare a paper TEV?
A: Paper TEVs for domestic travel of less than 30 days will no longer be accepted by UCSD Travel and will be returned with an offer to provide assistance as needed.

Q: What if I do not have the time to set up direct deposit for an employee?
A: Most UCSD employees are already enrolled as required for accountability and control. Enrolling in direct deposit is a simple process and is required for travel as well as for entertainment and personal reimbursements, regardless of the method used to report expenses. To complete MyTravel claims while awaiting direct deposit, follow Step 14 of the MyTravel instructions.

Q: What do I do when a traveler will not certify a claim?
A: For a UCSD employee, go to MyTravel and resubmit the claim to generate a new certification request e-mail. For a non-employee, it may be necessary to contact the traveler and arrange for the certification request to bypass spam filters by adding to the traveler's e-mail safe senders: mytravel-admin-l@ucsd.edu.

Q: What if I have a group travel event, can I use MyTravel?
A: No, at this time MyTravel does not provide for group travel. See instructions for handling group travel.

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You can find additional MyTravel answers in the Expense Reimbursements (MyTravel) section of Travel FAQ.

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