UCSD
CAMPUS NOTICE
University of California, San Diego
 

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