SUBJECT:

Authorization for Airfare Billed to UCSD-Event Numbers

All payments made by UCSD require authorization
by the appropriate authority and payments for airline
travel are no exception. When airfare is being billed
to UCSD, an authorization in the form of an Event Number
is required to provide reasonable protection against
improper payments. In addition, the event number
associates a traveler with a specific trip and aids the
Travel Office in tracking and allocating payments
appropriately.

The Travel Office has been providing information about
UCSD's new Travel Agency program by notice, e-mail, and
training classes since the RFP/RFI process began in 1998.
While most departments are already generating an Event
Number when billing airfare to UCSD, this will become a
requirement as of July 1.

Airfare for all travelers can be billed to UCSD through
the central Diners account held by our Partner Agency.
Employees may also charge their own airfare to their
UCSD Diners Card when using either our Partner Agency
or one of the Alliance Agencies whose profiles are
displayed on our web site. Airfare charged to an
employee's Diners Card is also billed directly to UCSD.
Travel agencies will now ask for an Event Number.
When booking airfare either on the web or directly
with an airline by using an employee's UCSD Diners card,
an Event Number must be generated in advance authorizing
the charge so that the Travel Office can automatically
pay for the airfare.

For travelers preferring to use their own form of payment
for airfare such as a personal credit card, an Event
Number is not required and the cost will be promptly
reimbursed upon submission of a Travel Expense Voucher.
Travel advances cannot be authorized to pay travelers
prior to trip completion for airfare when this method
is used.

Event Number Assigned by the Department

Those with access to our on-line system can either complete
the "Going on a Trip" web page in TravelLink or the
TRAVAUTH screen in IFIS which will automatically generate
an Event Number.

Event Number Assigned by the Travel Office

Those not yet utilizing the on-line systems can complete
and submit a "Travel Notification and Request for Advance"
form for generating an Event Number that will either be
e-mailed or otherwise provided. Reservations can be held
by the agency until an Event Number is provided, but a
reservation does not guarantee the fare.

It is recognized that there are unique situations, special
requirements, and emergencies and we have attempted to
contact these travelers and departments in advance of
the issuance of this notice to address these exceptions.
Those who have not been contacted and require special
consideration should contact the Travel Office.

Your understanding and cooperation in assisting UCSD in
maintaining accountable processes is appreciated. Please
look for future notices describing the substantial benefits
available through UCSD's Travel Agency program and visit the
Travel web site for complete travel agency information, a
staff directory, and downloadable forms:

http://www-bfs.ucsd.edu/dis/travel/home/index.htm

Faye E. McCullough Manager Disbursements and Travel