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Requests for Documentation of Travel
The UCLA Travel Center agents and finance staff have been receiving numerous requests to provide documentation for completed travel in order for departments to reconcile their accounts and/or maintain departmental record keeping requirements. Because information remains on the ticketing system for only a few days after the date of travel, significant manual efforts are required to provide this documentation. The volume of these requests is seriously impacting our ability to service your travelers and maintain our performance standards.
As part of the ticketing process, the Travel Center provides multiple documentary sources that will facilitate reconciliation and record keeping.
At time of booking, an email is sent to the arranger providing all relevant travel and pricing information (except the ticket#), including a record locator number that ties together all transactions and activity related to a trip.
At time of ticketing, another email is sent to the arranger providing all relevant travel and pricing information including the ticket#.
Finally, a copy of the invoice (along with the ticket or passenger receipt) is sent to the mailing address provided at time of booking.
In addition to this physical documentation, the Travel Center has implemented procedures to provide Traveler Name, Departure Date, and Itinerary in the description field for every ticket processed to assist you in reconciling your accounts. Instructions for accessing this information are provided on the Travel Center Web Site in the Travel Resources section under the heading of “Travel Reconciliation Instructions”. You will find step-by-step instructions, including sample screens, to assist you in finding the information you require. You can access this information directly at
Effective April 1, 2001 the Travel Center will decline routine requests for documentation of completed travel. Departments will need to address their documentation requirements before travel is completed. We will attempt to assist you with special problems, however, if the volume persists a service charge for supplementary documentation may be implemented. Your cooperation and attention to this matter would make such a charge unnecessary.
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