UCSD CAMPUS NOTICE University of California, San Diego |
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OFFICE OF THE ASSISTANT VICE CHANCELLOR - BUSINESS AND FINANCIAL SERVICES June 24, 1996 KEY ADMINISTRATORS / KEY SUPPORT STAFF SUBJECT: Purchase of Airfare Tickets The easiest way to purchase airfare tickets for university business travel is to either contact the university's preferred travel agency, Balboa Travel, or generally any local agency and have the tickets billed directly to UCSD. UCSD has arranged for corporate billings with most San Diego travel agencies (when either a new agency or an agency is being used for the first time by UCSD, please contact the Travel Office for assistance). There are occasions when employees would like to use their corporate Diners card for purchasing airfare and associated expenses (e.g., when making an adjustment to the original booking while in route, excess baggage, etc.). When a traveler's Diners card is used for these purchases, the charges are automatically "stripped" (reversed) from the traveler's account by Diners and billed to the Travel Office. These transactions appear as memo billings on the traveler's Diners statement as: PROVISIONAL CREDITS and as DEBIT ADJUSTMENTS. In the travel industry, this is what is referred to as a "strip billing." The Travel Office verifies that the trip has been authorized and then pays Diners directly on the traveler's behalf. It is mandatory that the trip be set up in the Travel Accounting Module at the time that the ticket is purchased. For complete guidelines, please visit the Travel Home Page, at the URL listed below. Upon completion of the trip and the submission of a travel expense voucher, the charges are expensed to the departmental index(ices). The purpose of the strip billing program is to allow UCSD employees flexibility when making airfare related purchases and to have their accounts paid so that they are not out-of-pocket for these expenses. THE CENTRAL BILLING PROCEDURE, AS DESCRIBED ABOVE SIMPLIFIES THE PROCESS FOR ALL INVOLVED AND YOU ARE ENCOURAGED TO FOLLOW THIS PROCEDURE WHENEVER POSSIBLE. Contact Information Travel Home Page: http://www-bfs.ucsd.edu/dis/travel/ Office Telephone: 534-3734 Travel E:mail Box: travel@UCSD.Edu; SandNet at "Travel Office" Balboa Travel Services Office Hours: 8:00 A.M. - 5:30 P.M. Primary UCSD Agent Padminee Marathe Reservations: (619) 678-3752 Executive International: Deborah McKenna (619) 678-3737 Fax: (619) 678-3599 Internet Address: ucsdtrvl@balboa.com Faye E. McCullough Manager Disbursements Division |