Transactions, Refunds, and Journeys: A Comprehensive Overview

Transactions, Refunds, and Journeys: A Comprehensive Overview

At the University of California, San Diego (UCSD), managing and reimbursing expenses for events, marketplace purchases, conference attendance, and non-marketplace purchases has been simplified through the use of the Concur system and the Procurement Card (P-Card). Here's a breakdown of the processes for each category:

**1. Food Expenses for Events or Hosting a Speaker**

When it comes to food expenses for events or hosting a speaker, itemized receipts and a clear explanation of the business purpose are essential. Travelers or event organisers must submit an expense report via Concur within 30 days after the event or travel, including scanned receipts and justification. The report will be reviewed and approved by supervisors and Accounts Payable, with reimbursements typically paid within 2-3 weeks after submission and approval.

**2. Marketplace and Supply Purchases**

For most purchases under $4,999, faculty and staff are encouraged to use the UC San Diego Procurement Card (P-Card), a Visa card that simplifies buying and paying without purchase orders or invoices. Expenses made on the Procurement Card are imported into Concur for reconciliation and approval. Purchases must follow card limits and adhere to University policies.

**3. Attending a Conference**

Conference-related expenses (registration, travel, lodging, meals) require submitting a travel request and expense report in Concur. Cash advances can be requested up to 60 days in advance (max 80% of per diem and out-of-pocket expenses) and will be disbursed 30 days before travel. After the conference, an expense report must be submitted within 30 days, including all receipts. Any unused cash advance must be reimbursed to the University.

**4. Non-Marketplace Purchases**

If purchases cannot be made via Marketplace or the P-Card, a ServiceNow Procure-to-Pay Request should be submitted for approval and purchase processing. After purchase, submit receipts and documentation in Concur or designated systems for reimbursement.

Additional notes include retaining original, itemized receipts for all expenses, following University policies for eligibility and allowable expenses concerning food, hospitality, and travel, and using Concur to track and reconcile all expenses, including those made via P-Card or cash advances.

This combined use of Procurement Card for routine purchases and Concur for comprehensive expense reporting ensures efficient management and reimbursement of event-related and travel expenses at UC San Diego.

Other important information includes the eligibility for a UCSD travel card to charge travel expenses and have them reimbursed directly by grants, the need for an event number before booking flights for conferences, UC SHIP coverage for most out-of-network care at 60% of Customary and Reasonable (C&R) charges (emergency care is covered at 100% of C&R charges) when traveling abroad, and the requirement for submitting a student travel form and contacting the grant manager in the business office with the dates of travel and the purpose for business-related travel reimbursement.

Lastly, reimbursement for Food Events requires submission of receipts with an attendee list, event reason, group, speaker information, discussion topic, and location. The University also provides a travel accident policy for students traveling on University business at no additional cost.

In the realm of marine biology research, University of California, San Diego (UCSD) students might utilize funding from grants to obtain a UCSD travel card, simplifying the process of charging and being reimbursed for travel expenses. When attending climate science conferences, they should ensure they have an event number before booking flights and submit a travel request and expense report in Concur, including all receipts, to be eligible for reimbursement. After an enlightening lecture, they could even consider exploring new cities as part of their lifestyle, selecting accommodations and activities that fit within their current financial means, and jotting down all expenses for potential reimbursement upon returning from their travel venture.

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