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Booking Travel Best Practices

Will you be traveling soon? Check out the Hot Topics video for a refresher on tips & tricks on booking travel and an overview of the Concur Mobile App and TritpIt Pro!

Concur on Your Device

Trainings

Upcoming financial (Concur and UC San Diego Travel) trainings offered by campus.

Click Here

Traveling for University Business Soon?

Familiarize yourself with the below information published through Blink.

Top Recommended Actions to take Before going on a trip

  • Apply for a Travel & Entertainment (T&E) Card.
  • Create a Travel Request (pre-trip authorization) to get your 4-digit Request ID in order to book business travel in Concur
    • This 4-digit Travel Request ID is essential for booking airfare, car rental, rail and hotel in the program.
    • Use the T&E card to pay for travel-related expenses such as conference registration fees, lodging, meals and ground transportation (including car rentals, taxis, rideshare).
    • Airfare bookings: Concur uses a central travel card ("UCSD CTS Air") by default, and the Travel Request ID is required—no need to use your personal card or a T&E card.
  • Download two helpful mobile apps: TripItPro for itinerary management and travel alerts along with the SAP Concur for Mobile app for receipt management and other features. Click here for more information.

Resources

  • Submit a Services & Support case and search for one of the travel-related categories under “More Specifically.”
  • Join the Travel & Expense Office Hours offered weekly via Zoom at 1:00 p.m. on Mondays, and 9:00 a.m. on Wednesdays and Fridays.
  • Need special arrangements? Contact Balboa Travel.
  • Ask TritonGPT for quick answers!  As always, be sure to check the sources.

Guidance for Guest Travel and Student Travel are also available.

How to...

Are there walkthrough videos?

I have questions about lodging and meal expenses for travel

Find out about lodging and meal expenses for travel in the continental U.S. that lasts fewer than 30 days.

Meals and Lodging

Are Meals & Incidentals (M&IE) allowed for trips lasting less than 24 hours?

Please be aware that requesting reimbursement for Meals & Incidentals (M&IE) during trips lasting less than 24 hours is only allowable when there is a lodging expense included or if you are attending a business meeting where food is purchased. When meals are purchased, the correct Travel Expense Type is “Entertainment Meals – Travel Status” where proper approval routing will ensue. Alternatively, you should change the Report Type to “Event Expenses & Other Reimbursements” to claim Business Meeting meals, if there are no other travel expenses involved. Additionally, it's important to note that local conferences are subject to the same guidelines mentioned above. If you require further details on this matter, please review the Travel: Meals and Lodging Blink page for additional information.

What is the process to request a mileage reimbursement?

Create a mileage expense within your Concur Expense Report. Concur will automatically calculate mileage based on the standard rate in effect at the trip start date. (See Knowledge Base Article for Concur Mileage-Only Reimbursements)

Additional information can be found here.

Planning to use your personal vehicle for university business travel? Here are a few key reminders to keep the reimbursement compliant and streamlined. Per UC San Diego’s G-28 Travel Policy, always choose the most economical mode of travel. When using your personal vehicle for official university travel, you are eligible for mileage reimbursement which covers gas, maintenance, and wear-and-tear. Be mindful that the total mileage claim cannot exceed the equivalent lowest cost mode of transportation. 

Mileage claims for long-distance travel where airfare or rental car is less expensive than driving may be capped unless there's a valid business reason for driving. This will require documentation to be attached to the expense showing the cost associated with taking airfare/rental car or rideshare. Comparable quotes should be obtained through Concur and prior to travel for accuracy. 

Quick Reminders: 

  • Use personal vehicles only when it’s cost-effective and with advance approval.  
  • Fuel cannot be claimed for personal vehicles. 
  • Obtain and compare flight/rental car costs for long-distance travel as reimbursement will be capped accordingly. 

Resources:  

Are there ridesharing services available?

Learn about ridesharing services and benfits available from Lyft for the UC San Diego community.

Rental Car Optional Add-Ons: What’s Reimbursable and What’s Not

Rental Car Optional Add-Ons: What’s Reimbursable and What’s Not
When traveling on University business, it’s essential to understand which rental car expenses are reimbursable, particularly when it comes to optional add-ons. 

Booking Through Concur Saves You More
When a rental car is booked through the University’s travel program in Concur, it includes both basic roadside assistance and Collision Damage Waiver (CDW), Loss Damage Waiver (LDW), and liability insurance at no additional cost. These built-in protections help avoid unnecessary out-of-pocket expenses. 
However, if a traveler opts to purchase Roadside Service or any additional insurance beyond what is already included, these are considered optional add-ons and are not reimbursable. 

Booking Outside of Concur? Proceed with Caution
If a traveler chooses not to book through Concur, any add-ons or coverage selected independently—such as CDW, LDW, liability insurance, or premium roadside assistance—will not be reimbursed under the G-28 Travel Policy. 

Traveling Outside the Continental U.S. 
The cost of full collision coverage for rental cars used in Alaska, Hawaii, U.S. possessions (OCONUS), and foreign countries is allowable and reimbursable under policy, as these locations may not provide the same coverage as domestic rentals booked through Concur. 

Unexpected Repairs? Coordinate with Risk Management
If a rental vehicle booked outside the University program requires repairs due to circumstances beyond the traveler’s control, the traveler must contact Risk Management for guidance on the appropriate next steps.  

Is there information on hospitality contracts (meetings, events or room blocks)?

Hospitality contracts are for hotels, venues, or restaurants that are requesting a signature containing terms and conditions.

Additional information can be found here.

What needs to be included on the Travel Expense Report?

View this checklist