Travel Resources and Guidelines

Before you travel on official university business, familiarize yourself with UC and campus policies, procedures, and tools. Business Travel information is available on Blink, and key information and resources are highlighted below.

Information for Travelers & Travel Arrangers

Concur Travel is UC's online business travel booking program that automatically applies UC-negotiated prices with airlines, hotels, and car rental companies
Travelers should review UC San Diego Business Travel Policy Highlights (PDF), which are based on UC Travel Regulations outlined in UC Policy G-28
Concur help is available via online resources, live training & weekly office hours
Travel arrangers new to UC San Diego or to Concur should review the travel process and travel booking FAQ as well as Concur FAQ before trip planning begins
Trips must be pre-authorized by creating a Travel Request in Concur before travel arrangements are made
Travelers should review travel receipt requirements to ensure reimbursement eligibility, and redact personally identifiable information from receipts before attaching them to claims
Manage receipts throughout the trip and make expense reporting easier by using the Concur Mobile App
Business Travel Accident Insurance is automatic when booking through Concur or when traveling for UC business within 100 miles of campus or residence; otherwise, travelers must register for coverage (coverage is not automatically added for trips booked in SWABIZ)
"Package deals" (i.e., airfare + hotel for one price) are generally not eligible for reimbursement
Student travel for official UC San Diego business requires completion of a certification form (PDF) by the student and the faculty member/PI

Business Purpose

Travel expenses must serve a business purpose, with no personal benefit to the traveler
The business purpose should clearly explain why the trip occurred and the benefit to UC San Diego
Please include the full name of any sponsoring organization and spell out acronyms
Best Practice: Attach documentation supporting the business purpose (conference brochure, invitation, registration confirmation, agenda, etc.)

Ground Transportation

The 2023 mileage reimbursement rate is 65.5 cents per mile when using a personal vehicle for official UC San Diego business
You must have sufficient insurance coverage before using your personal vehicle for official UC San Diego business
If needed, follow the guidelines for renting a car for business travel (use a UC agreement supplier)
UC San Diego fleet vehicles are also available for business travelers who do not wish to use a personal vehicle

Meals and Lodging

Review the guidelines for Meals and Lodging while traveling for business
- The UC maximum lodging rate for reimbursement is $275 per night, before taxes and mandatory hotel fees (or $320 including taxes and fees)
- Airbnb for work offers access to lodging options and can be booked through Concur
- Claim actual meal & incidental expenses up to the maximum of $79/day for short-term domestic business travel
- Per diem rates apply for international travel and travel to Hawaii or Alaska (claim actual expenses); use the currency converter to calculate reimbursement amounts
- For travel shorter than 24 hours, meals may only be claimed if you had an overnight stay
- Employees attending a local conference (within 40 miles of campus or residence) are not on travel status, therefore neither meals nor lodging may be reimbursed

Travel & Entertainment Card

Using the Travel & Entertainment (T&E) card eliminates most out-of-pocket business travel expenses and streamlines reconciliation and travel expenses reporting
Apply for a T&E Card
- Review the T&E card policies and benefits to understand use restrictions and regulations
- Email your completed and signed card application (PDF) to the Fiscal Operations Manager (Chad Lowe) to obtain an approval signature

Processing Travel Expenses

Best Practice: Process travel expense reports within 21 days of the trip end date
Expenses submitted more than 45 days after a trip ends may be treated as taxable income and reported on the employee's W-2
Concur is UC San Diego's online application for travel and expense reporting
Review Concur Basics to help navigate policies and procedures for using Concur
Travel KBAs in the Services & Support portal can help you navigate the travel planning and reimbursement claim process, for example:
- How to Submit a Travel Expense Report in Concur
- How to Reconcile T&E Card Transactions to an Expense Report
- How to Process Mileage-Only Reimbursements (tolls and parking expenses may also be included on such claims; follow instructions for proper expense type assignment)
  - Mileage reimbursement claims for multiple trips totaling > $75 require submission of a mileage log (Excel) that includes locations traveled to/from, dates and miles traveled for each trip
    - Multi-trip claims that cross over calendar years must be submitted separately
  - For single-trip mileage reimbursement claims > $75, use Google maps to substantiate mileage
See Travel Trip Types & Account Codes for the correct expenditure type to use for Concur travel expenses
Use the Print My Invoice tool for copies of travel receipts booked via Balboa Travel

Travel for Official Visitors/Non-Employee Guests

Consult How to Process Non-Employee (Guest) Travel in Concur when processing travel expenses for non-employee official visitors and guests
Non-employee guest travelers must be registered in PaymentWorks before their travel can be booked or reimbursement claimed in Concur
Use Concur Travel to book and pay for travel expenses for official visitors (do not use any employee's T&E Card, except as outlined for move trips)
Local hotel accommodations may be reserved and paid for inbound guest travelers
Use Lyft Concierge to request, schedule and pay for rides for visitors and guests
Follow the process for Handling Move Trips to arrange moving expenses for eligible new or transferring employees/appointees