Transactions, Compensation, and Journey Expenses

At the University of California San Diego (UCSD), navigating business-related travel and expenses has been made easier with a series of guidelines and resources. Here's a breakdown of key points to help you manage your expenses efficiently.

First and foremost, UCSD offers a travel accident policy for students traveling on University business at no additional cost. This policy provides peace of mind during your travels.

When it comes to health insurance, UC SHIP covers most out-of-network care at 60% of Customary and Reasonable (C&R) charges abroad. However, the plan member is responsible for any amount above the allowed percentage of C&R charges.

For business-related travel, a student travel form must be completed and the business office contacted with travel dates and purpose. Funding to attend a conference can be provided through an advisor's grant, an external travel grant, or the SIO Department Travel and Research Grants.

Airline and hotel expenses paid out-of-pocket are reimbursable. Airline baggage fees are also reimbursable, making your travels a bit more budget-friendly. Ground transportation expenses, such as subway, trains, taxi, rideshare, etc., are also reimbursable.

Reimbursement for meals after travel includes checking current rates. For non-urgent care referral requirements, they still apply when away from campus. If purchasing lab equipment or materials for research, contact your lab's grant manager in the business office and provide the index number to be reimbursed from and an explanation of the items.

For non-Marketplace purchases, submit a receipt to the business contact with the necessary information. If you charged the purchase to your own credit card, you will be reimbursed. Some labs may have Express cards through UCSD for purchases.

For any purchases made on Marketplace, set up a business account through your business contact. Marketplace allows budgets to be charged directly and does not require waiting for reimbursement.

To purchase an item on Marketplace or reimburse food expenses for events or hosting a speaker, you should use Concur, UCSD's online expense management system. This platform is designed for submitting event payment requests as well as employee reimbursements for business-related expenses including food.

Key steps and considerations include:

Submit reimbursement requests via Concur: This system allows for event payment requests and employee reimbursements to be processed efficiently.
Include all required documentation: Attach detailed receipts for food and related expenses.
Timely submission: University of California policy mandates that expense reports should be submitted and approved no later than 45 days after the event or purchase date to avoid withholding taxes or additional requirements, especially if submitted late.
Follow entertainment and expense policies: Be aware of relevant Entertainment Policy BUS-79 and any departmental guidelines that might apply.
Training available: UCSD offers an instructor-led 2-hour training course titled "Concur: Event and Expense Reimbursements" that thoroughly covers how to submit these expenses, useful for preparers, event hosts, and managers.

For any further questions or assistance, you might contact UCSD’s financial office or visit the Blink website for more resources and guides on submitting reimbursements and related finance procedures.

In summary, you should compile and upload your food receipts and any other related documents into Concur promptly, following UCSD's expense policies and utilizing available training for smooth processing. Happy travels!

If you're interested in climate science, you might find marine biology courses relevant, as they often delve into the effects of human activities on ocean ecosystems, which aligns with the University of California San Diego's (UCSD) focus on sustainability.
For those seeking funding for their business ventures, UCSD's business office provides various resources, such as advisor grants, external travel grants, and department travel and research grants, to support trips like conferences or travel for research purposes.
After your business-related travels, it's essential to maintain a balanced lifestyle. You could explore new destinations, experiencing the local culture and cuisine while keeping costs manageable by reimbursing airline, hotel, and ground transportation expenses along with meal expenses that adhere to UCSD's Concur guidelines. Adhering to these policies will ensure timely reimbursements and a stress-free finance management during your travels.