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Travel Arrangements
Each department has its own procedures for making travel arrangements. In some cases, arrangements are left to the traveler; in others, departments use CBS2 to make arrangements. Check with your department head or supervisor to confirm how your department handles arrangements.
Requests (PTA) for Direct Bill Airfare
When booking airfare using direct bill an approved Request must be submitted in Concur to obtain a Request ID (PTA). Review the "Creating a Travel Request (Previously PTA)" Step-by-Step Guide for instructions on how to process.
Pre-Authorization of Travel
All official university travel (purpose, dates, estimated cost) must be approved by the department head or a person to whom such authority has been delegated. This approval can be obtained verbally, in writing (e.g., department-created form) or electronically (e.g., email).
Department heads shall obtain approval for their own travel from a higher administrative level (i.e., their vice chancellor or dean). In addition, travel funded by extramural funds must be approved by the principal investigator on that contract or grant. Authorization must be obtained prior to undertaking official university travel. Travelers who fail to obtain prior authorization may be liable for the expenses incurred.
Reduced Cost to the University
Travel shall be planned in a manner that reduces cost to UC Merced. For example, using Concur to make airfare, lodging and car rental reservations automatically gives you access to the university's car rental agreements (insurance included), lodging agreements (corporate rate) and airfare programs, which can reduce university costs in time and money. Making reservations outside Concur may inadvertently disconnect the traveler from benefits such as automatically included insurance coverage, exposing the traveler and the university to uninsured risks.
Insurance
University of California Traveler Insurance Coverage provides protection to faculty, staff, students or other persons while traveling outside the state and to foreign countries at the direction and approval of the university. Registration is required for business trips out of state and to foreign countries.
Registering travel will help to direct aid to travelers in the event of a natural disaster or major political event in their travel destination. It also provides important travel data that can assist UC in keeping or improving affordable coverage.
For more information and instructions on how to register your travel, refer to Risk Services .