📦 Mailing & Admin Contacts

• How do I send an overnight/FedEx package?
  → Reach out to your Faculty Assistant  or phyadminsupport@ucsd.edu

• Who is my PI’s Faculty Admin Assistant?
  → Faculty Assistant Directory

• Who organizes the Colloquiums & Seminars, & Physics Events?
  → Contact Physics Admin Event Coordinator - Grace McDonald.
   

✈️ Travel & Reimbursement

• I'm a Faculty/Student/Staff going on a business trip. What do I need to know?
  → Refer to the Travel Page

• I can’t log into Concur, what do I do?
  → Access takes 14 business days for new hires.
  → Non-employees do not have access.
  → Otherwise, contact your Faculty Assistant or submit a Services & Support ticket.

• How do I get reimbursed for my trip?
  → Refer to the Travel Page

• Can I get reimbursed early for conference registration (early bird)?

  • If tied to a trip → Use T&E card, reconcile after the trip.

  • No trip? → Use Procurement Card for registration.

  • If out-of-pocket → Reimbursement only at trip’s end.

  • Contact your Faculty Assistant for additional help.

• Do I have to fill out the Student Certification form for every trip (Grad/Undergrad)?
  → Yes, this is required for every trip. Student Certification Form (PDF)

          → Refer to Student Travel Policy

• How do I find the Chart String info for the Student Certification Form (Grad/Undergrad)?
  → The Student Certification Form needs to be completed and signed by the grad/undergrad student and the individual funding the travel. The individual funding the travel should provide the Chart String Info.
  → Student Certification Form (PDF)

🧾 Expenses & Supplies

• How do I certify a Concur Expense Report prepared by a Delegate?
  → Log into Concur and follow the steps in this guide.

• How do I order lab/office supplies?
  → Contact your Faculty Assistant.

• How do I order from the gasses store?
  → UCSD Gas Ordering Info
  → Contact your Faculty Assistant for additional help.

🧑‍💻 IT & Zoom Support

• How do I contact IT (Faculty, Staff, Students)?
  → Refer to the IT Support Page

• How do I set up a Zoom account/training?
  → Zoom Support Article

🧑‍🔬 Visitors & Facilities

• Visiting Scholars procedure
  → Refer to the Short-Term Visitor Page.

• How do I get a visitor room key?
  → Refer to the Short-Term Visitor Page.

🏢 Room Reservations

• How do I reserve a conference room?

  • For class-related events → Contact Toni Moore in Student Affairs.

  • For all other meetings → Contact your Faculty Assistant