Transactions, Refunds, and Journeys
Reimbursing Expenses at UC San Diego: A Guide for Students and Staff
Planning a conference, hosting a speaker, or making purchases for your department at UC San Diego? Here's a comprehensive guide to help you navigate the expense reporting process and ensure a smooth reimbursement experience.
Purchasing Items on Marketplace
To buy items through Marketplace, establish a business account by reaching out to a designated business contact. For non-Marketplace purchases, submit receipts to your business contact with the same details.
Travel Accident Policy and Reimbursements
Besides the standard UC SHIP coverage, the University offers a travel accident policy for students journeying on University business at no extra cost. This policy covers flight and hotel expenses, as well as reimbursing airline and hotel baggage fees incurred during travel.
Expense Reporting for Food at Events
To receive reimbursement for food at events or when hosting a speaker, submit receipts to siodept-reimbs-g@our website with attendee names and titles/affiliations, event reason, group, speaker information, seminar title, and location.
General Expense Reporting Guidelines
- Submit expense reports within 45 days after the event or purchase date to avoid potential tax implications.
- Receipts and reimbursement requests must be submitted to the respective department responsible for handling the expenses.
- The expense documentation should include clear itemization and purpose of the food items purchased, the date of the event or purchase, names and roles of attendees if relevant, invoice details, currency conversion rate for international receipts, department general ledger, and expense approval by a department approver.
- Upload scanned or digital copies of receipts to your department’s financial system or portal as instructed by your department.
Specific Instructions for Grant-Funded Expenses
- For lab equipment or material purchases, contact the grant manager in the business office and provide the index number to be reimbursed from and an explanation of the items.
- Ground transportation expenses during travel can be reimbursed.
- Before booking a conference flight, set up an event number.
- Before business-related travel, complete a student travel form and contact the grant manager in the business office with travel dates and purpose.
- When traveling abroad, UC SHIP covers most out-of-network care at 60% of Customary and Reasonable (C&R) charges, with the plan member responsible for any amount above the allowed percentage of C&R charges.
Additional Resources
- The Triton Travel Program provides information about conference travel.
- SIO Departmental Grants are competitively awarded based on short proposals for budgets up to $3000, with three deadlines per year: February 1, May 1, October 1.
- Funding to attend a conference is provided through an advisor's grant, an external travel grant, or the SIO Department Travel and Research Grants.
Important Note
If working with specific grants or contracts, follow any additional invoicing or documentation steps outlined in those agreements.
By following these guidelines, you can ensure a hassle-free reimbursement process and maintain compliance with UC policies and NIH grant rules. For any questions or concerns, reach out to designated contacts such as GloCal Deputy Director Kimberly Bale ([email protected]).
Summary Checklist of Required Information for Submitting Food Receipts for Events/Hosting Speakers at UCSD:
- Expense report submitted within 45 days of event/purchase
- Itemized receipts for food items
- Event date and purpose
- List of attendees if applicable
- Department general ledger (if submitting invoices)
- Currency conversion info for international receipts (if applicable)
- Expense approval by department approver
- Upload of digital receipts to the expense report system
- For comprehensive support in marine biology research, one might consider applying for SIO Departmental Grants, which provide funds for conferences, travel, and research expenses.
- If a student is interested in both climate science and finance, they might examine the University's travel accident policy, which offers coverage for flight and hotel expenses, as well as reimbursement for airline and hotel baggage fees, for those traveling on University business.
- For those with a passion for business and lifestyle, planning and hosting events at UC San Diego can provide opportunities to network and make purchases through Marketplace or non-Marketplace channels, subject to the provided expense reporting guidelines.
