Student Travel

The VCSA Business Office provides information and resources for student travel needs. If you don't see what you're looking for, please submit a Help Request.

Student Travel Information and Resources

Student travel is generally considered UC San Diego business-related travel (nontaxable, nonreportable) if: 

• The primary purpose and original intent is for UC San Diego to obtain useful results from the project/research. 
• Research is performed to fulfill UC San Diego’s obligations to an outside funding agency. 
• The student is presenting in a conference or competition on behalf of UC San Diego. 

To document such business-related travel by a student, UC San Diego uses the UC San Diego Student Certification for Business-Related Travel form and supporting documents. 
NOTE: Payments for ‘services performed’ (ie. Giving a speech to teach a class, DJing or dancing for an event), for example is considered compensation and must be paid through payroll. 
Disclaimer: if a student employee is traveling for work purposes, please follow the employee processes and policies.  
Student expenses are reimbursed and not prepaid, with an exception of airfare and conference registration.  
If prepaid expenses need business office support, please fill out this request form (hyperlink coming soon) 4-6 weeks before departure date. 
If expense reconciliation need business office support, please fill out this request form (hyperlink coming soon) as soon as the funding has been approved by your department. 

 
Before travel start date 

• Complete the Student Certification for Business-Related Travel and supporting documents.  The form must certify that the student travel qualifies as UC San Diego business-related, and be signed by the student and the faculty member or Principal Investigator (if paid from a federal grant). 
• Create a new Travel Request in Concur, and include the completed Student Certification for Business-Related Travel and supporting documents.  
• If the student is not a UCSD student employee, they will need to complete a self-registration in Payment Works.

• Business-related travel reimbursement 
• Send itemized receipts to your department contact within one week of completing travel. 

Reimbursement Policy 
The University will only reimburse up the pre-approved funding amount. Please review which expenses will be reimbursed prior to your trip with your student (program) advisor. The items that can be reimbursed are: 

• Conference Registration 
• Airfare 
• Lodging (Hotel or Airbnb, under $275 + taxes or fees/night) 
• Uber, Lyft or Taxi expenses 
• Public transportation (subway, bus and train) 
• Poster Printing costs 
• Conference related expenses
• Baggage fees
• Meals
• Mileage or gas