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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.

Are there ridesharing services available?

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

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.

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