Kryptonite Ceiling
This ceiling is the maximum per person amount for a lunch meeting.
What is $47?
Note: Includes tax and gratuity
https://blink.ucsd.edu/travel/entertainment/overview/meal-expenses.html
While looking for a hotel to stay at for a conference, you notice that it would save $200 off your whole trip if you book the hotel with the flight and car rental together as a package deal. This is needed to reconcile your package deal.
What is a violation to policy?
NOTE: package deals are a violation of state policy and generally ineligible for reimbursement. Itemized receipts are a requirement.
https://blink.ucsd.edu/travel/expenses-reimbursements/receipts.html
This type of card is used to pay for student events where food is served.
What is the Express Card.
Note: Travel Card is also allowed for those who do not have the Express Card exception.
https://blink.ucsd.edu/buy-pay/ways/express-card/reference-guide.html
This event type is used to purchase food and supplies when students are in attendance.
What is sponsoring/programmatic activity?
https://blink.ucsd.edu/travel/expenses-reimbursements/reporting/myevents/examples.html#7.-Sponsoring
This method is used to authorize business travel, prepay any expenses, and reimburse the traveler for out-of-pocket expenses.
This ceiling is the maximum times a month a group can meet and order lunch or refreshments
What is once per month, per group or light refreshments to twice per month, per group?
http://blink.ucsd.edu/travel/entertainment/overview/meetings.html
You reconciled your trip but received a notice that your travel card has an outstanding balance of $62. You check the charges on your statement and realize that you forgot to claim ground transportation. This is needed to reconcile the additional expense
What is a trip amendment?
The trip amendment includes a reference to the original trip number with the same travel dates and business purpose. The only amount to claim on the amendment is the missing dollar amount from the original trip number.
This type of card is used to pay for food at an event where staff are in attendance.
What is the Travel Card?
Note: If the vendor is in Marketplace, a purchase order can be created.
http://blink.ucsd.edu/travel/entertainment/overview/index.html
A planning committee, which consists of staff members, meet for lunch at an off-campus restaurant to debrief activities and create goals for next year. This event type is used to reconcile expenses.
Effective July 1: This system is used for all new traveler or vendor account setup and update requests.
What is the Payment Compass?
Note: Travelers and vendors register and update themselves. Once registered through Payment Compass, payees have visibility to the status of any payments issued to them.
Select Payment Compass from Blink Business Tools for more information.
This ceiling is the daily maximum amount that can be claimed for meals and incidentals while on travel status
A group of students will be traveling to present at a conference but they do NOT have a travel card or the funds to pay for meals out of pocket then wait for a reimbursement. This is required to request funds for use before the reconciliation is complete.
What is a travel cash advance?
If you are purchasing food and event supplies for a public event, this card is used.
What is the Travel Card?
Note: The Express Card is not allowed for this expense.
http://blink.ucsd.edu/travel/entertainment/overview/meetings.html
Your Center director gives you an invoice from Art of Espresso for breakfast items. The list of attendees includes staff and the location was the Comunidad Conference room on campus. This event type should be used to pay the vendor.
This card is used to reduce your out-of-pocket business expenses. This card is also used to set up your Lyft business profile.
What is Travel Card?
Go to: https://bit.ly/ucsdlyftbp
This ceiling is the maximum amount you can give away on a gift card
This many travelers are required to qualify for group travel.
What is three travelers?
UC San Diego employee will be designated as a group leader. The group leader is also one of the travelers. Group travel when 3 or more people are traveling to the same destination for approximately the same duration.
https://blink.ucsd.edu/travel/expenses-reimbursements/reporting/group-travel.html#
A vendor gives you an invoice for 6k for event supplies. This card is used to pay the invoice.
What is Travel Card?
Note: Express card CAP is $4999.00 This amount cannot be split into multiple transactions.
Preferred method: Go to Marketplace to create a purchase order for the vendor in advance.
https://blink.ucsd.edu/buy-pay/ways/express-card/program-overview.html#
A Center director gives you an invoice for a local community based organization's annual fundraising table for $2,000. The location is Balboa Park. The sponsorship includes breakfast at $50 per person and a donation. This event type is used to pay the vendor in MyPayments.
Your supervisor wants to rent three vehicles to drive a group of students to UCLA to attend an all day conference. This method is used to reserve and pay for car rentals.
What is Marketplace for Fleet Vehicles?
https://blink.ucsd.edu/facilities/services/vehicle/index.html
This ceiling is the limit on how many days you have to reconcile a travel reimbursement?
What is 45 days?
(Note: This timeline is from inception to final approval. Department policy is to reconcile within TWO WEEKS)
https://blink.ucsd.edu/travel/before/travel-card/benefits.html
You are attending a meeting off-campus in Downtown, San Diego. This MyTravel template is used to claim expenses.
What is MyTravel, Mileage Only Expenses?
https://blink.ucsd.edu/travel/expenses-reimbursements/reporting/mileage-reimbursement/index.html#
Entertainment was provided for a student event. This method is used to pay the entertainer.
What is a Performance Contract through MyPayments.
https://blink.ucsd.edu/buy-pay/payments/mypayments/types/performing-artists.html
Frank gives you a $1500 catering receipt from paying a vendor that was contracted to serve food on campus for an all-campus event open to the general public. Attendees purchased a $15 ticket in advance. This event type is used to reimburse the expense.
A Resource Center is organizing an overnight retreat that will last a full week at the YMCA where staff and students will reserve rooms, eat meals, receive training, and engage in team building activities. The YMCA emails a contract to arrange terms. This method is used to confirm the contract.
What is HospitalityContracts@ucsd.edu? NOTE: The retreat will be paid through MyTravel for travel related expenses and MyPayments for meeting related expenses.
https://blink.ucsd.edu/buy-pay/contract-svcs/hotel-venue-contracts.html