Private Automobile Mileage Voucher
(Online process)

Complete a request for mileage reimbursement online. If claiming mileage only, or mileage and parking only, use Payment Authorization.

If you do not have access to use Payment Authorization, you can enroll in training.

Travel Expense Voucher
(Excel 22KB)

Report travel expenses online using MyTravel.

For any travel situation that is outside the scope of MyTravel, complete a Travel Expense Voucher (TEV) and submit it to UCSD Travel within 21 days of trip completion.

See tips for completing a TEV.

Travel Notification and Request for Advance
(Online process)

Complete these transactions online using TravelLink features:

• Use Going on a Trip to preauthorize travel and establish an event number.
• Use Request Advance if appropriate.
• Use Prepay Hotel, Registration, or Service Fee if appropriate.

If you do not have access to TravelLink, contact your department business office or administrator.

Associate Agency Service Fee Payment
(Online process)

Request payment of an associate agency service fee online using TravelLink:

• Use the Prepay Hotel Deposit, Registration, or Service Fee feature.

If you do not have access to TravelLink, contact your department business office or administrator.

Entertainment form or process

Action

Request for Reimbursement of Entertainment Expense
(Online process or paper form – Excel 20KB)

Complete this request online. See guidelines for using Payment Authorization for Entertainment.

Use the paper form only if you will request:

• Payment to a host/ vendor for multiple entertainment events on one transaction
• Direct payment to the host's UCSD Travel Card account

If you do not have access to use Payment Authorization, you can enroll in training.

Approval Authority for University Entertainment
(Excel 40 KB)

Multiple Entertainment Events Supplement
(Excel 23 KB)

Provide details when multiple entertainment events, with payments to the same host or third party, are being claimed on one form.

For more information, see step-by-step instructions for requesting reimbursement for entertainment expenses.

UCSD Travel Card form

Action

UCSD Travel Card Application
(Word or PDF format)

Apply for a UCSD Travel Card (for UCSD employees only).

Foreign guests form

Action

Certification of Academic Activity for Travel Expense Reimbursement or Honorarium Payment
(PDF)

Complete for foreign guests traveling on B-1, B-2, WB, or WT status when honorarium payment is being requested.

Complete for foreign guests traveling on B-2 and WT status when only reimbursement for travel and incidental expenses is being requested.

Complete this form:

• In advance of travel if UCSD is providing the traveler with a cash advance, prepaying hotel deposits or registration fees, or paying for airfare.
• After the trip is completed, if there are no advances or prepayments and the traveler is requesting reimbursement for expenses. Submit to UCSD Travel along with the completed travel expense voucher.

Moves and transfers form

Action

Academic Appointees Removal Loan Fund
(Excel 30 KB)

Complete, attach to expense voucher, and submit to Academic Personnel.

Reimbursement Authorization (Academic Employees)
(Excel 14 KB)

Complete and submit to designated vice chancellor.

Reimbursement Authorization (Staff Employees)
(Excel 15 KB)

Complete and submit to designated vice chancellor.

Drafts and wires form

Action

Wire in US Dollars
(Excel 13 KB)

See Requesting a Wire in US Dollars

Wire in Foreign Currency
(Excel 15 KB)

See Requesting a Wire in Foreign Currency

Draft in Foreign Currency
(Excel 11 KB)

See Requesting a Draft in Foreign Currency