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When: 08:30 AM SHARP Tuesday, January 8 End Wednesday, January 9, 2013

Where: UCSD, Main meeting and breakouts is in Jacobs School of Engineering: Qualcomm Conference Center

Common Questions addressed below:

On this Page

Quick Links

Will you have a webex?

Yes, the primary webex information is below; try the usual password for CI, or email Rita and Paul for the password.

When we do breakouts, we will have a secondary webex set up. Its information follows.

Primary Webex

Topic: Release 3 CI Life Cycle Objectives Review (Chave/Dean)
Date: Every 1 day, from Tuesday, January 8, 2013 to Wednesday, January 9, 2013
Time: 8:00 am, Pacific Standard Time (San Francisco, GMT-08:00)
Meeting Number: 639 232 557
Meeting Password: xxxxx1

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To join the online meeting (Now from mobile devices!)
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1. Go to https://ooinetwork.webex.com/ooinetwork/j.php?ED=162079527&UID=1130286322&PW=NYjZmYzI1OGEz&RT=MiM0
2. If requested, enter your name and email address.
3. If a password is required, enter the meeting password
4. Click "Join".

To view in other time zones or languages, please click the link: https://ooinetwork.webex.com/ooinetwork/j.php?ED=162079527&UID=1130286322&PW=NYjZmYzI1OGEz&ORT=MiM0

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To join the audio conference only
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To receive a call back, provide your phone number when you join the meeting, or call the number below and enter the access code.
Call-in toll-free number (US/Canada): 1-866-469-3239
Call-in toll number (US/Canada): 1-650-429-3300
Global call-in numbers: https://ooinetwork.webex.com/ooinetwork/globalcallin.php?serviceType=MC&ED=162079527&tollFree=1
Toll-free dialing restrictions: http://www.webex.com/pdf/tollfree_restrictions.pdf

Access code:639 232 557

Secondary Webex

Topic: R3 LCO Parallel Session (Graybeal/Dean)
Date: Every 1 day, from Tuesday, January 8, 2013 to Wednesday, January 9, 2013
Time: 8:00 am, Pacific Standard Time (San Francisco, GMT-08:00)
Meeting Number: 638 073 154
Meeting Password: xxxxx1

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To join the online meeting (Now from mobile devices!)
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1. Go to https://ooinetwork.webex.com/ooinetwork/j.php?ED=162094907&UID=1130323522&PW=NZTE1YTNjYWFi&RT=MiM0
2. If requested, enter your name and email address.
3. If a password is required, enter the meeting password: xxxxx1
4. Click "Join".

To view in other time zones or languages, please click the link: https://ooinetwork.webex.com/ooinetwork/j.php?ED=162094907&UID=1130323522&PW=NZTE1YTNjYWFi&ORT=MiM0

-------------------------------------------------------
To join the audio conference only
-------------------------------------------------------
To receive a call back, provide your phone number when you join the meeting, or call the number below and enter the access code.
Call-in toll-free number (US/Canada): 1-866-469-3239
Call-in toll number (US/Canada): 1-650-429-3300
Global call-in numbers: https://ooinetwork.webex.com/ooinetwork/globalcallin.php?serviceType=MC&ED=162094907&tollFree=1
Toll-free dialing restrictions: http://www.webex.com/pdf/tollfree_restrictions.pdf

Access code:638 073 154

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For assistance
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1. Go to https://ooinetwork.webex.com/ooinetwork/mc
2. On the left navigation bar, click "Support".

You can contact me at:
tampe@ucsd.edu

Who books my airfare and rental car? What are my options?

Creating a UCSD Travel Account

If UCSD is paying for your travel costs (feel free to contact Paul if you're not sure), please follow these procedures:  All travelers reimbursed by UCSD must have a UCSD travel account created before departing on trip.  This is a one-time process and once a traveler is in the system (he or she) will not have to complete this again.  Send the following information to Paul Dean, so he can create a UCSD travel account for you.  Accounts generally take 24 hours or less to be generated by the UCSD Travel Department.

  • Address to which traveler wants their reimbursement check sent
  • Citizenship status or visa type (if not a citizen)
  • SSN (if traveler has one).

Please contact Paul Dean (858.822.0878) directly, if traveler prefers not to transfer sensitive information over the Web.

Booking Airfare

Using Balboa (BCD Travel) travel agents is the preferred method for booking all travel arrangements.  Balboa has the ability to bill UCSD directly for ALL airfare reservations.  If a traveler decides to use Balboa to make other arrangements (Hotel and/or Rental Car) the traveler will have to use their personal credit card to hold the reservation.

BCD (Balboa) Travel

Phone: (858) 678-3752
Toll-free: (888) 617-5005
Fax: (858) 678-3599
E-mail: ucsdtrvl@balboa.com

If traveler decides to make reservations own their own the following guidelines must be followed: 

  1. Airfare must be round trip, directly to and directly from origin (transfers at hub airports allowed), economy class, and on US air carriers ONLY
  2. An itinerary receipt showing proof of payment must be submitted at the completion of travel.
  3. Please contact Paul Dean prior to booking if you have any unusually circumstances.

Renting a Car for UCSD Business Travel

Rental car reimbursement is for compact or economy model unless a no-cost upgrade is provided. An expense for upgrading, including to obtain built-in GPS, is generally not eligible for reimbursement.

  • If a traveler is unfamiliar with the location of travel, an expense for hand-held or uninstalled GPS may be eligible for reimbursement.  Prior approval is needed before purchase is made - contact Paul directly.

To contain expenses, return the rental car with full gas tank so that refueling by the agency is not required.  There is a gas station just before you enter the airport.  If necessary, refueling expense may be eligible for reimbursement when using a rental agency with a UCSD agreement. Not to exceed $1.50 per gallon plus the location’s average retail gas price per gallon at the time of rental.

To reserve by phone:

  1. Call your selected agency (refer to Step 3 below for contact information).
  2. Confirm that you are renting a car for UCSD business travel and that you want the university rate.
  3. Provide the Agreement UCSD ID for the agency you have selected:
    • Enterprise:
      • Agreement UCSD ID: XZ32F01
      • Rental phone: (877) 881-5500
    • Hertz:
      • Agreement UCSD ID: 72129
      • Rental phone: (888) 222-0286
    • National:
      • Agreement UCSD ID: 5007823
      • Rental phone: (800) 227-7368
  4. Confirm that the Collision Damage Waiver (CDW), also known as a Loss Damage Waiver (LDW), and liability insurance are included as provided by the UCSD Agreement. Decline any CDW or liability insurance coverage offered by the agency.  Note: If the type of travel requires a vehicle that is not covered by an agreement (such as some vans, trucks, and SUVs), then you may purchase collision damage coverage and be reimbursed after travel is over.
  5. Retain your receipt (gas and rental). You must submit an original, itemized receipt for car rental reimbursement.

Where should I stay? (Hotel)

Please make your arrangements at the Sheraton La Jolla Hotel with UCSD's special negotiated rate of $159.  Reservations can be made online at http://www.sheratonlajolla.com/ucsd at your convenience. Your room will not be pre-paid, so please retain your receipt and submit it with your reimbursement request.

Sheraton La Jolla Hotel
3299 Holiday Court
La Jolla, CA 92037

Directions from San Diego International Airport to the Sheraton La Jolla Hotel.

How do I process and submit my expenses? (for Board Members, if applicable, and Non-Board Members)

All travel must be reconciled within 21 days of returning from trip.  Original itemized receipts are required for all travel costs (domestic and foreign) including meals and incidentals. Items covered include: personal mileage from home to airport (both ways) is covered at $.56.5 per mile, parking at home airport, rental car, meals, hotel.  To claim personal mileage please submit your originating address and the final destination.  This requirement is in effect for everyone, including faculty, academic appointees, staff, students, guests, and visitors when they are asking for a reimbursement using SIO funds. All itemized receipts need to be mailed to Paul Dean at UCSD.

We'll reimburse airport parking and ground transportation costs within reason (taxis or shared shuttles - no private cars or limos unless you can provide us with documentation that they are less expensive than the taxi or shared shuttle).  Reimbursement for meals not provided cannot exceed $71/day (no alcoholic beverages) and you must provide a detailed receipt for any meal reimbursed (not the credit card receipt with only the total and tip).  For prompt and hassle-free reimbursement, please mail Paul with all of your original DETAILED receipts within 21 days of the meeting.  Paul will process the necessary vouchers. 

If you go out to dinner with other members of the LCA group, please ask for separate checks.  We apologize for the inconvenience of this request, but UCSD will not permit us to reimburse one person paying for the meals of others.

Paul Dean
UC San Diego
9500 Gilman Dr #0436
La Jolla, CA 92093-0436
Office: 858-822-0878

Where do I go once I am parked?

Tuesday, January 8 -- Main meeting and breakout is in: Jacobs School of Engineering (JSOE): Qualcomm Conference Center

Qualcomm Conference Center (Large Room) in JSOE Building - ALL DAY as main room (this is 1st floor of JSOE Building)

 Qualcomm Conference Center (Small Room) - breakout

Wednesday, January 9 – JSOE Building

Qualcomm Conference Center (Large Room) in JSOE Building - ALL DAY as main room

Qualcomm Conference Center - (Small Room) - breakout

Where do I park on Campus and how to avoid tickets?

If you are at all willing or able to walk (and enjoy a nice walk in the morning or evening), AND you are staying at the Sheraton, Estancia, or Residence Inn, I would recommend that you use cabs to/from the hotel and walk to/from campus.  However, if you aren't staying at one of those locations, and/or you aren't into the walking thing, then here's what you do about parking.  YOU MUST GET A PARKING PASS EACH DAY FROM A PARKING KIOSK.  This map shows the location of the parking pass kiosks and the parking lots near Atkinson Hall (and the CSE building...our other location).

http://maps.google.com/maps/ms?msa=0&msid=209324917269010705284.00046cf62d286fcc8cc7f&hl=en&ie=UTF8&ll=32.88229,-117.239656&spn=0.019786,0.045447&z=15

On your way in - stop and buy a parking pass from the kiosk.  The pass goes on your dash.  If you are in early enough - you should be able to find a spot in lot P-502 (green B or yellow S - do NOT park in red A spots).  If you arrive after 8:30 am - you might have to park up the hill in the Hopkins parking structure.

Meals

Lunches will be served on-location. You are on your own for other meals.

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