Book Travel

Questions? Contact SCM Response Team

Overview

How to book travel, lodging, car rental and other common travel components via Connexxus.

Considerations

Travel Regulations, UC Policy G-28, applies to all official University travel including travel by non-employees such as visitors, students, visiting scholars, independent contractors, etc. 

Before you make any travel arrangements, be sure you review and understand UC Policy G-28, to ensure that your travel costs can be paid and reimbursed. Important topics include restrictions on State funded travel; limits on transportation, lodging, meals and incidental expenses (including expense caps); required trip registration and insurance; and expense documentation requirements.

When You Return

  • Submit a completed and approved expense report using MyExpense within 45 days of the End of Trip/Last Purchase Date to ensure timely reporting of expenses and to avoid IRS tax implications. Late expense reports may be reported as taxable income and subject to applicable payroll taxes. 
  • Itemize expenses on the expense report
  • Provide justification if needed
  • Attach required receipts, agenda, and other supporting documentation

Travel Insurance

  • See the UCSF Risk Management and Insurance Services website for information about business travel insurance provided at no cost to travelers.  

Connexxus Travel Portal

Connexxus is the preferred method for booking travel. Connexxus offers discounted UC-contract prices, as well as a "one-stop shop" for booking airline tickets, lodging, and rental cars. All UCSF employees automatically have access to Connexxus through MyAccess. To get started with Connexxus: 

  • Request access to Connexxus (UC Systemwide Travel Portal used for air, rail, car, and hotel bookings) by sending an email with your name and employee ID number to [email protected].
  • Obtain approval for your trip from your Manager
  • Obtain a SpeedType from your Finance Manager in order to direct-bill UCSF for airfare bookings made through BCD & UC Travel Center (UCTC) travel agencies within Connexxus

Connexxus bills UCSF directly. Booking through Connexxus means that the University will pay for travel components using the departmental accounting information linked to the booking. The traveler does not have to personally pay for travel components booked in advance and wait to be reimbursed.

Book Now with Connexxus 

Benefits to the Travel and University

  • UC discounts on airfare, hotel, rental car
  • Airfare scheduling and pricing options equal to or better than most anything you might find on other travel booking sites
  • Flexibility to book online or by phone with a travel agent— BCD Travel or UC Travel Center
    • Travel agencies are experienced in UC requests and provide documentation sufficient for reimbursement.1
    • Direct-bill UCSF for airfare using a SpeedType from your Finance Manager to take full advantage of UC discounts.1
    • Free preferred seating, upgrades to Business or First-Class seats, priority boarding and priority standby (subject to availability)
    • Canceled airline tickets purchased with a SpeedType result in a credit that can be used for a future flight, even if the ticket was non-refundable
    • Travel booked through BCD Travel or UC Travel Center (not SWABIZ) is automatically covered by UC’s Business Travel Insurance at no cost to employees or students, plus rental car prices include insurance coverage, read more at Connexxus > About > Safety/Insurance.
  • Other booking options in Connexxus include SWABIZ for Southwest.
  • Enroll in the Starwood Preferred Guest Program to qualify for the 20 percent discount for Starwood Hotels. You'll receive an email with your SPG membership number – add this number to your Connexxus profile.
  • Associate your existing car rental loyalty profile with the University of California using the rental car agency links in Connexxus to benefit from any potential loyalty benefits, such as waived annual fees or car upgrades
  • Use the “Guest” template in Connexxus to make travel arrangements for guests (non-UC employees) and third-party affiliates. You will be prompted to enter the traveler’s name as it appears on their official government photo ID (e.g., driver’s license, passport). You should obtain the traveler’s cell phone number for airline and/or travel agency updates.1 
  • Do not purchase vacation packages or book "bundled" deals from other internet suppliers. These sites typically do not provide itemized expenses with sufficient detail for reimbursement. Connexxus will help provide compliance with this requirement. Before booking, confirm that each aspect of the package will be separately itemized (e.g., itemized hotel charges, airfare, car rental, etc.).

Booking separate trip components