Brief Guidline for Online Travel Advances

A. System training and access

1. User should take campus Staff Development Travel and/or Travel Link Courses.

2. User is required to make system access request via the Fiscal Services Manager to the Biological Sciences DSA.

B. Biological Sciences requirements

1. User must determine request/document type before selecting template. There are three TRAVEL ADVANCE request/document types. Please refer to the Travel Link website or the Training Manual provided from the course for the specific descriptions. These are simple summaries.

TIP: Click the "CLEAR" button on the Travel Link screen each time you begin a new document.

a) "Going on a Trip" (TRP document type) is step one and is required for all travel events. This step establishes an event number that will be referenced for all related transactions including other on-line Travel Advances and the ultimate Travel Voucher paperwork that completes the trip transaction.

This screen is also used to authorize airfare bookings (The event number is system generated. After clicking the CLEAR button, the word "next" appears in the event field which will tell the system to give you a next-up number once you submit the new request).

b) "Request Advance" (ADV document type) is used when a cash advance is needed. The event number created in step one with the TRP document type must be referenced when submitting this request. An individual document number will be established that specifically identifies each separate transaction.

(The document number is system generated. After clicking the CLEAR button, the word "next" appears in the event field which will tell the system to give you a next-up number once you submit the new request).

c) "Prepay Hotel and Reg Fees" (TIV document type) is used when booking advance reservations and signing up for registrations. The event number created in step one with the TRP document type must be referenced when submitting this request. An individual document number will be established that specifically identifies each separate transaction.

(The document number is system generated. After clicking the CLEAR button, the word "next" appears in the event field which will tell the system to give you a next-up number once you submit the new request).

2. User must determine the appropriate template per each request/document type desired. The template will determine the hierarchy by which the transaction shall proceed for approvals. You should select the appropriate template designated for the Biological Sciences index being assessed for the request. The Biological Sciences Fiscal Services SEARCH application by index for this step is available at: https://mulliner.ucsd.edu/

3) User must select the appropriate "clause" description. There is only one TRAVEL clause to select in the Travel Link screen for all three Travel Advance request types.

4) User must remember to document the event # when submitting the close-out Travel Voucher expenditure paperwork. All paperwork must still be submitted to the Biological Sciences Fiscal Services accounting contact (bkkppr) for approval.

Questions relating to the Biological Sciences-specific instructions on this page should be directed to your Fiscal Services Accounting contact or Kathleen Brownell.

Questions pertaining to general online procedures should be directed to the appropriate campus Travel office staff.