SUBJECT:

New Online Tool for Meeting and Event Expenses

A new application makes it easy to reimburse and pay for meetings, official business entertainment, and programmatic activities: MyMeetings & Hosted Events (MyEvents).

MyEvents guides you through the process and has an upload feature for attaching required documentation so it is an easy and paperless process. In addition to allowing for quick reimbursement/payment, MyEvents also saves time for departmental and administrative staff through immediate access to the status of a request, email notification to approvers, and flexibility to send for review including a detailed audit history.

MyEvents replaces Payment Authorization for meeting, entertainment, and programmatic events as of November 1 and requires no changes as pre-existing approval hierarchy templates are used and the UCSD Travel team remains the final level of approval. Payment Authorization will continue to be the method for requesting honoraria, personal reimbursements, and for other authorized uses for reimbursing and paying as processed by Disbursements.

MyEvents is the result of campus demand and a collaborative effort by the Entertainment Tiger Team (campus business process Rapid Process Redesign initiative), Administrative Computing and Telecommunications, and the UCSD Travel Team.

The release of this new application coincides with updates to UC Policy: Expenditures for Business Meetings, Entertainment, and Other Occasions. Current policy is available on the Blink Travel tab.

To use MyEvents, please go to http://myevents.ucsd.edu

While training is not required, learning resources will include instructions, Webinars, demos, and an online tutorial. For those who prefer in-person sessions, some live presentations will also be made available. Please watch for updates on the Blink Travel tab.

Comments and questions may be directed to Travel@UCSD.edu

Faye E. McCullough Director Disbursements and Travel