Graduate Division Staff Resources

Topics Covered:

Travel Funding Requests
- Connexus
- Conference Registrations
- Airfare
- Returning from Travel
- Forms
Departmental Orders and Entertainment Expenses
- Licensed Suppliers
- Office Supplies Catalog
- Office Supplies Order Log
- Departmental Order Form (DO)
- Entertainment Payment/Reimbursement Form
Meetings
- Health Insurance & Benefits
Housing
Transportation & Parking
CatCard
Email
Tax Issues
Union

Travel Funding Requests

All requests for Graduate Division travel funding must be submitted for consideration using the Travel Authorization Request Form. Email your completed form and supporting documents to GD-Finance@ucmerced.edu.

Traveler completes a Travel Authorization Request form with supporting documents. If airfare is included, a list of 3 flight options in order of preference must be included. Staff should use the Connexxus website to obtain flight options as this is the system used for final flight reservations.

Connexxus is the UC travel portal with online booking tools that focuses on providing negotiated value, flexibility and convenience for UC business travelers in a single location. In addition to the travel savings, travelers who book via Connexxus benefit from the following:

Automatically registered for travel accident insurance coverage in the event of a medical emergency, natural disaster or other perilous events.
Saves time as a single source for air, car and hotel reservations.
Added ticket protection such as allowances for name changes, management of unused, non-refundable tickets, and agent assistance with airlines when changes are necessary.

Funding request packet is forwarded to his/her supervisor for review/approval. If travel request is approved by supervisor, email the completed request to GD-Finance@ucmerced.edu.
Once the request is reviewed and a funding decision is confirmed, the funding request packet will be returned to the requestor.
Traveler is responsible for securing hotel, rental car, and all other reservations related to the approved travel.

Conference Registrations

Conference Registration Payment Decision Tree

Airfare

If travel funding is approved and airfare is included, Financial Services staff will process a Pre-Trip Authorization (PTA) and will confirm airfare reservation based on the original list of preferred flights submitted.

Please note: If using SWABIZ – Southwest Airlines website through Connexxus, traveler is required to use personal credit card or UC Travel & Entertainment Card for payment.

Airfare confirmation will be emailed to the traveler.

Returning from Travel

Once travel is completed, a Travel Reimbursement Form and corresponding receipts must be submitted to Financial Services staff within 7 days of conclusion of travel.
The Travel Expense Reimbursement form must include:

Agenda/Itinerary
Original receipts
Approved Travel Authorization Form

Forms:

Departmental Orders & Entertainment Expenses

Licensed Suppliers - authorized to use our logo for promotional/other items
Office Supplies Catalog
Office Supplies Order Log - Orders placed monthly on the third Friday of the Month
Departmental Order Form (DO) - For non-office supplies requests
Entertainment Payment/Reimbursement Form

Meetings

Conference Room Reservations

Conference room options, both on and off campus, can now be found at http://rooms.ucmerced.edu. This website allows you to search by your preferred criteria (room type, capacity, building, etc.). Many of the rooms also include pictures, which is very helpful. Once you have narrowed down your room options, you can click on the corresponding room's "Details" link. There you will find a reservation link, contact person, and/or reservation instructions.

Soon, we will upload additional information that will be helpful in streamlining the reservation process.