Travel and Reimbursement

The University will reimburse faculty, staff, students, and non-UCSD travelers for allowable expenses incurred when traveling on official University business. Please follow steps below.

Before You Travel

For Faculty and Students:

  1. Contact Debbie Kelly via email or in person to set up a trip by providing trip information, dates, index number and name of event.
  2. All travellers should Enroll in UC Trip Insurance. 
  3. Review UCSD Travel Policy Highlights.

For Students:

  1. Complete the UCSD Student Certification for Business-Related Travel form. Be sure to check the first box "Directly supports the faculty/PI project or research program" or the second box "Presenting at a conference." If second box is checked, attach a copy of the program listing your name and UCSD. Obtain your faculty advisor's signature.
  2. Complete the Field Operational Planner for your trip:
  • Urban Domestic Field Trips or Undergraduate Student Travel –   Online form
  • International Trips, Trips to Remote Areas, and/or trips involving special hazards (i.e. environmental, chemical, mechanical, etc.)    Word doc |  PDF

It must be submitted one month prior to your trip! Make sure your safety coordinator and department administrator have a copy of your plan before you go.

After You Travel

All receipts must be submitted before the payment will be authorized. All travel receipts are due within 14 days of trip completion.  Original receipts or electronic submissions are acceptable.


Reimbursements for Events, Honorarium and Other

Before the Event

  1. A W-9 is required to set up any new payees in the UC system. It is always required for outside visitors receiving honorarium. If you have already received reimbursements in the past then W-9 form is not needed.
  2. Create a sign in sheet with attendees and there affiation for the event. 

After the Event