ADCS Clinical Trial Management

Meetings



How To Purchase Your Airfare



GENERAL GUIDELINES

Round trip, coach class airfare must be purchased at least 14-days in advance of the meeting. Tickets purchased late will be adjusted to the advance purchase rate. We do not pay change fees for airfare unless it has been pre-authorized. Airfare will be reimbursed from your home city to the meeting destination only. If Balboa Travel Agency has been authorized for use in obtaining pre-paid airfare, you are only authorized to book a flight from your home site to the meeting location only. Additional 'legs' of travel are not authorized. If you are planning to make a side trip before or after our meeting, you are required to purchase the airfare on your personal credit card and you will be reimbursed for the cost of travel to the meeting only. You are required to submit a printout from the travel agency and/or website showing the airfare for the trip with and without the added destination for comparison.

Please refer to the "Travel and Reimbursement" page for further information regarding hotel, meals and ground transportation.


MAKING YOUR RESERVATIONS

You may use any of the following methods to obtain your airline tickets:

  • Your own local travel agency
  • Any on-line internet service
  • Balboa Travel (when authorized by ADCS)

Please read the IRS/UCSD Policy regarding electronic/internet tickets on the Travel and Reimbursement page.


FLY AMERICA ACT - REQUIREMENTS FOR FOREIGN TRAVELERS

For those individuals traveling from outside of the U.S., federal regulation requires the use of U.S. carriers for travel that will be reimbursed from federal grants and contracts. Exceptions to the Fly America Act can be found by visiting the link: Fly America Act. If you feel that you meet an exception to the Fly America Act, you must submit a detailed letter to ADCS Travel (adcstravel@ucsd.edu) explaining which exception you meet. Approval of this letter must be obtained before booking your flight. Without approval, your air travel will not be reimbursed.


IRS/UCSD POLICY ON ELECTRONIC / INTERNET AIRLINE TICKET PURCHASES

Electronic receipts are considered valid supporting documentation provided that the level of detail is equivalent to that of an acceptable paper record. For example, an electronic receipt must show the name of the payee, the amount of the charge, the transaction date, and the form of payment” (ie: MasterCard, Visa, etc.) If you purchased a ticket electronically, be sure to print out a copy of the email confirmation that shows the amount of the ticket and the form of payment, NOT just the itinerary. Expense reports NOT meeting this requirement will be delayed until you can provide this information.



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