This is your friendly, neighborhood secretary here with some helpful
hints about how to travel quickly and safely through the UCSD travel
voucher route. I am aware that some of you kiddos out there want to go
out and see the world, and I'm here to help you do just that!
First, there are some things I will need from you in order to process any
kind of form for the University:
Your complete legal name
Your Social Security Number - I believe that this is for tax
purposes. If you don't have that, but you do have a visa,
I will need to know the number of the visa and the type it
is. For federal reasons, there are certain types of visas
that the University is ABSOLUTELY NOT allowed to reimburse
or give money to in any shape or fashion. I don't really
understand why the U.S. government feels the need to
differentiate, but not following these guidelines can lead
to some very hefty fines for the University. If you have any
particular questions about visas, you can contact me.
You can also contact the travel office on campus.
However, I don't really think visas will be an issue for
any of y'all.
Your mailing address - so they can mail checks or check stubs to
you.
Your home address - if it is different from your mailing address
so that they can send any particular tax related information.
Your home phone number - in case anyone along the paper trail has
a particular question about your trip or reimbursement.
Your e-mail address - in case they want to get in touch with y'all
quickly.
NOTE: I have a from from Balboa travel which has blanks for this and
other useful information. If you would like, you can fill
out this form and I can keep it on file for you so I don't
have to ask you over and over again for the same information.
If you have any particular questions about privacy of the
information, please feel free to talk to me about your
concerns.
Then there are some things that will really help to make things move faster
(i.e. leave my desk the same day you drop stuff off):
The index number your travel bill is going to be encumbered
against (someone's got to pay for this)
Information about where you are going - basically, the dates
you will be gone, where you are going, why you are going
there, etc. Feel free to ask me or stop by to see some
examples of what kind of back-up information I'll need.
Any particular special deals on travel, hotel, or other - some
conferences make special deals with hotels or airlines or
travel agencies for reduced rates, and commonly they will
have special, super-secret codes you will need to tell the
relevent agency in order to get these rates. Telling me
the codes and the companies the conference has favored will
make booking things a little easier and, quite frankly,
cheaper.
If you have any particular travelling preferences - this will
range from preferred in-flight meals (i.e. edible) to
preferred car rental agencies (Hurtz, Avid, etc.).
NOTE: See note above.
When travelling, please keep in mind that I will eventually need your
receipts, so *KEEP ALL YOUR RECEIPTS FOR EXPENSES INCURRED WHILE
TRAVELLING*. And I do mean everything, including the funny looking
ticket-but-not-a-ticket that is the last sheet of every set of plane
tickets. The disbursements department is very particular about this
piece of paper and MUST have the original in order to process your refund
checks. If you don't know what I'm talking about, PLEASE see me so that
I can show you some examples.
Also, keep a copy of all receipts for youself. This way, if something
gets lost in the system, you have some method of recourse.
I hope that I've covered just about everything you'll need to know about
getting reimbursed for travel. I may have left some things out by
mistake. In case I have, I'm sure that you've already caught on to one
of the general themes of this unusually long missive which is to either
drop me a line, call me, or stop by my desk if you have any questions or
concerns. For those of y'all who drink coffee I'll even make up a pot if
you want while we talk.
Anyway, I hope that this clears up some of the mysticism behind
University reimbursements. for anyone going to a conference in the next
3-4 months, you'll probably want to talk to me soon.
Thanks for your time and patience. Remember, together, we can. ;^)
- Randy L. Paterno genepool@code.ucsd.edu
x42221
EBU I, room 4601 (maybe 4603, I'm not really sure)
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