Start here when planning travel, hosting visitors, or coordinating events.
Use the sections below to access everything you need—from securing travel approvals and processing reimbursements to booking venues and organizing academic events. Each dropdown includes clear steps, useful links, and contact information for support.
Travel Information
For Faculty, Staff, & Student Employees
Before You Travel
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Pre-approval is mandatory in Concur for all travel—no exceptions.
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Review the Before You Travel guide and complete any required Student Travel Forms prior to booking.
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To assign a travel delegate in Concur, follow these instructions.
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Work with your Admin Support Team for assistance.
During Travel
Travelers must retain all receipts related to UCSD business, including:
Use the Meal Log to record daily M&IE expenses. Actual amounts (including tax/tip) must be logged — no rounding.
Receipts are required if daily M&IE expenses equal or exceed $92.
After Travel
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Submit your expense report with a clear business purpose in the report header.
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You are welcome to work with your Admin Support Team to reconcile your travel.
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Review the following resources:
For Visitors & Student Non Employees
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Visitors must be invited to register in PaymentWorks. Registration cannot be completed without an invitation.
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To receive an invitation, connect with the appropriate Admin Contact based on your UCSD host.
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Use this Admin Contact Spreadsheet to find the correct contact.
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Meetings & Entertainment
This section outlines the procedures for planning, booking, and reconciling UCSD-related meetings and hosted entertainment. Please ensure all events follow UC San Diego and School of Physical Sciences policies.
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Review the UCSD Meetings and Entertainment Policy for general guidelines on allowable expenses.
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The School of Physical Sciences’ Special Entertainment Guidelines explain what qualifies as standard vs. special entertainment and what documentation is required.
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Use Concur to submit expenses; refer to Concur Training for help.
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Work with your Admin Support Team to coordinate logistics, secure approvals, and process reimbursements.
Colloquia, Seminars, & Lectureships Guidelines
For academic events such as colloquia, seminars, and speaker visits, please follow department-specific procedures.
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Refer to the Physics Colloquia, Seminar, and Events Guidelines for detailed instructions on planning, booking, and funding these events.
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Be sure to coordinate with your faculty host and the Department Event Coordinator, Grace McDonald (grmcdonald@ucsd.edu), to ensure compliance with UCSD policy and timely processing of expenses.
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Review the Event Coordination Workflow Guide to understand who is responsible for each step of the process, from initial planning to final reconciliation.