Overview

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This article highlight the specifics for UCSD Business related Student Travel. To determine if your travel is UCSD business related (non-taxable) or scholarship/fellowship (tax reportable), see Blink page on Student Travel. The process for claiming Expenses will depend on the student’s employee status. For student employees with a Concur profile, the process for claiming Expenses will be the same as employees. For students that are not employees with no Concur profile, the process for claiming expenses is similar to non-employee (guest) travel

Essential Information

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• All Students that are not employees are considered guest travelers and must be invited to register in PaymentWorks and complete the PaymentWorks Registration prior to claiming Expenses in Concur
• If the Student Traveler (non-employee) is not appearing as an active Non-employee Payee in Concur after they've registered in PaymentWorks, please submit a Services & Support case requesting for them to be tagged as a Guest Traveler
• To look up a PaymentWorks registration, use the Supplier Inquiry report, KB0034663: How to Use the Supplier Inquiry Report. 
• Please click on “Student Certification form” to access and download the form
• For full guidance on completing Travel Requests (trip authorization) and Travel Expense Reports (trip reconciliation), refer to KB0032013: How to Create a Travel Request in Concur and KB0032014: How to Submit a Travel Expense Report.
• For Student (non-employee) travelers acting as a Delegate is not necessary, employees will use their own Concur account to manage student employee travel and expenses.
• For booking travel on behalf of the Student non-employee/guest, refer to the KB0032823: How to Book Travel in Concur Travel.
• Red alerts in an expense report are hard stops that prevent you from submitting the report until you’ve done the specific task the alert prompts you to complete.
• Orange alerts are informational and provide key details about policy that you should be aware of upon submission.

Next Steps

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For Students that are not employees, complete the steps referenced in KB0032015: How to Process Non-Employee (Guest) Travel in Concur.

• To Create a Student Non-employee Travel Request
• • • • Once the Student Non-employee Traveler has been set up with a Payee account in PaymentWorks, create a Travel Request for the Student Non-employee Traveler in Concur.
        1. After you select Requests > New Request, complete the Request Header.
        2. In the Request Header, confirm:
        1. Request Type: Travel Request.
           b. Trip Name: Trip reference, such as Student Non-employee Travel and traveler's name, e.g. Student Non-employee Travel: Emma Person.
           c. Traveler Type: Non-employee.
           d. All remaining required fields for the trip.
• For Students that have employee status in UC Path with an employee ID, complete the steps referenced in KB0032014: How to Submit a Travel Expense Report.