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Air Travel

Purchasing Airline Tickets

  • The UCSD preferred method of booking University related travel is by charging the airline ticket to an index number (not pay out of your pocket), by making your airline reservations with UCSD's preferred travel agency, Connexxus.
  • Though you are discouraged from doing so, in the event of an unforeseen travel plan, you may still purchase your airline ticket on your credit card and submit the receipt to Damarys. All receipts are processed after your trip.
  • In order to pre-pay for an airline ticket by charging it directly to an index number (not pay out of your pocket) you must make your airline reservations with UCSD's preferred travel program, Connexxus.
  • You must submit an event number to Connexxus before Connexxus will make your plane reservation. To get an event number you must provide specific information to Damarys. Print out, complete and submit the Notice of Upcoming Travel form to Samira. You may also email Damarys directly with the following information:
    • name of person traveling
    • email address
    • telephone number
    • travel destination
    • reason for travel
    • date of departure
    • date of return
    • index # to be charged
    • estimated total expenditures (incl. airfare)
  • You will usually get the event # within one business day of providing the information to Damarys.

UC Travel Program – Connexxus

  • Connexxus is a secure Web portal for booking university business travel. It automatically applies UC-negotiated prices with airlines, hotels, and car rental companies. Connexxus also provides a UC employee discount on select California rail travel.  Some benefits include:
    • UC-dedicated travel agents who know campus travel policies
    • Direct UC San Diego billing to reduce out-of-pocket expenses
    • Competitive service fees automatically paid by UC San Diego Travel as an advance
  • For additional information about the Connexxus please click here.
  • You may access Connexxus directly through their secure portal.
  • You must always remember to submit a passenger receipt or itinerary to Damarys for processing (even if you are directly billing your ticket to an index number).
  • The direct billing of an airline ticket to the University's Central Billing Account cannot be used for personal travel.
  • For additional information, seeUCSD Air Travel Guidelines.

Air Travel Guidelines

  • Coach fare or the equivalent should be used whenever available and practical.
  • Reimbursement will be based on the actual fare.
  • Business and first class airfare is allowed only under the following conditions when:
    • Business or first-class service is the only service offered between two points;
    • Coach class would be more expensive or time consuming (such as when scheduling difficulties would require an unnecessary hotel expense, circuitous routing, or an unduly long layover when making connections);
    • An itinerary involves overnight travel without an opportunity for normal rest before the commencement of working hours; and
    • Necessary to accommodate either a medical need or disability as certified by a physician.
  • For additional information, see: UCSD Exception policy on business and first class airfare or UCSD Blink Main Menu: Air Travel
  • You may direct comments and questions either to travel@ucsd.edu or telephone 4-3734.

Airline Requirements for Foreign Travel

  • Federal Travel Regulations require that U.S. carriers must be used for travel that is to be reimbursed from federal grants and contracts. This policy is called the Fly America Act.
  • If foreign travel is funded by a federal or private contract or grant, agency approval must also be provided.
  • For additional information, see Fly America Act.