Travel Procedures and Instructions

Travel Authorization

All trips for official University and/or Foundation business must have authorization approved by the College. Begin the process at least 2 weeks (International travel at least 3 weeks) prior to start of the trip. No authorization will be signed if the start date has passed.

University Faculty or staff traveling on Foundation business and using Foundation project account to finance the trip should complete a University Travel Authorization and Estimated Travel Expenses (CNSM form) forms.

Please see your Department Coordinator or designated person to complete "Request for Travel Authorization and Advance" and "Estimated Travel Expense (CNSM form)" forms. After the forms are completed and a Reference Number is assigned, you must sign the Authorization and Estimated expense form.

Airfare

If airfare is needed, you must contact Giselle's Travel at 1-800-388-3238 or 5-4000 to make airline reservation. Attach the itinerary to the Travel Authorization and Estimated Expense forms. Your Coordinator will obtain approval from the Department Chair and forward it to College Office (Attn: Henry Wu) for further approval. Henry Wu (5-4646) will approve the travel authorization and fax it to Giselle's Travel to get the reservation ticketed. Remember: The reservations are usually good for 24 hours. Please do not bring an expired itinerary.

IMPORTANT: You are responsible to make sure you have received an e-ticket from Giselle's Travel. If you have not received an e-ticket via e-mail, it is your responsibility to contact Giselle's immediately and request that they send you another one. You should receive your e-ticket from Giselle's at least two days after Henry Wu has received your request and has approved the authorization.

Reservations outside of Giselle's Travel

If you choose to buy your airline ticket from other sources (via internet, etc.), you may not get a full reimbursement if the airfare is more than state rate. You will not be reimbursed any document preparation fee if you are not using Giselle's Travel.

Travel Advance

Travel advance of 80% of the total anticipated expenses is allowed for foreign travel only (State Funds). Foundation will allow travel advance of 80% of the anticipated expenses 14 days prior to travel to all domestic and foreign travels.

If a trip is cancelled or postponed indefinitely, the advance must be returned immediately.

Travel Claim

Retain ORIGINAL RECEIPTS of all travel-related expenses except for Per Diem.

Upon return, you must bring all Original Receipts to the Department Coordinator or designated person to fill out travel claim form. Provide a summary of all expenditures by each day along with the receipts. If you choose to complete the Claim form yourself, please make sure you fill out each and every column on the form. Instructions to complete the form are provided on the back of the travel claim form. Please see attached link for the Request for Travel Authorization and Advance and Travel Expense Claim forms:

http://daf.csulb.edu/forms/financial/controller/index.html#travel

You must personally sign all travel forms. If traveler is based off-campus and is not an employee, alternate format such as e-mail, fax or letter is acceptable.

Travel claim must be filed immediately after the travel is completed along with receipts. If receipts are not submitted and/or the travel advance is not returned, a 1099 will be issued to the traveler reporting the travel advance to the IRS as additional income.

Acceptable Receipts for Expenses

Per Diem Receipts: It is not mandatory to keep receipts for meals. A per diem up to $50 per day for meals is allowed during each complete 24-hour period. Per Diem for traveling less than full 24-hours will be calculated per meal [Breakfast if travel begins before 7 am: $10.00; Lunch: $15.00; Dinner if travel ends after 6pm: $25.00]. Meals served on airplanes or included in the registration will be subtracted from the per diem amount. After the first 24-hour time period, a $5 incidental allowance may be claimed.

Meals can be reimbursed if the person goes more than 25 miles from home or his/her normal workplace. On a trips of less than 24 hours that do not require an overnight stay, lunch is reimbursable only if it is a mandatory fee ( i.e., it is included in the registration charge) or a person is required to work through the meal. Any meals reimbursed on trips less than 24 hours are subject to income tax.

Field Trips: Food purchased at the grocery stores which is consumed by all during the trip should be listed either under Meals (column 5) or Business Expense( column 8) and should be explained on column 11 ( meals for xxx students) and provide a list of students.

Airfare: If the ticket was purchased thru Giselle's Travel, please provide a copy of the itinerary so that the departure and arrival dates and time can be determined. Also, it will show the cost of the ticket including any fee associated with it. If the ticket was not purchased thru Giselle, a proper receipt is required. A passenger receipt must show flight and payment details. Any document preparation fee charged will not be reimbursed.

For foreign travel, along with the passenger ticket receipt, a second proof of payment is also required. It can be a copy of Credit card statement showing amount paid or a copy of cancelled check (back & front). If the ticket was purchased by cash, a statement from the travel agency should be included with the receipts.

Lodging Receipts: Actual lodging expenses will be reimbursed when supported by an itemized, original receipt and where the cost is not excessive. Where expense seems excessive or unreasonable, a full explanation must accompany the receipt. Please list lodging cost per day, not the total charges on the last day of the travel. If you forgot or misplaced the receipt, please obtain a copy of the itemized receipt but write a memo explaining it why the original receipt is missing. Please remember, no reimbursement will be authorized without an appropriate receipt.

If hotel receipt shows multiple-occupancy, verify with hotel whether charge differs by number of guests. Traveler can only be reimbursed at single occupancy level. If a hotel receipt shows some charges, such as safe deposit charge, please explain. If this is a mandatory charge, it can be reimbursed.

Car Rental Receipts: Reimbursement will be only for necessary costs of automobile rental when supported by an original receipt. Gas expenses for rental car require original receipt. When it is necessary to pay extra charges, and/or when renting a car seems excessive, a full explanation must accompany the receipt. You may or may not receive reimbursement if expense seems excessive or unreasonable (normally, you need to explain the reason for renting a vehicle when attending conference).

Reimbursement will not be made for insurance, such as Collision Damage Waiver (CDW), Liability Damage Waiver (LDW), Personal Accident Insurance (PAI), and Supplemental Liability Protection (SLP) and additional driver. Mandatory fees are allowed such as Airport Access (AP) fee.

Private Automobile Receipts: Record the odometer reading at starting and ending destinations for miles driven. You may attach a copy of the driving directions showing the miles driven for the trip. The mileage rate is 48.5 cents per mile effective 01/01/07. If using private car, please always provide vehicle license number. Expenses for gasoline or routine repairs are not allowable claims when claiming mileage.

Parking and Taxis Receipts: Parking expenses totaling $10 or less for any one continuous period does not require a receipt; otherwise, a receipt is required. If parking vehicle at airport, you can claim up to $15 per day. Receipts are not required for shuttles or taxis when under $25. Hotel valet parking is not reimbursable if self parking is available.

Conference Fee: Conference fee is allowed with a proper receipt. Receipt must be for the traveler and should show the payment paid in full by the traveler. Conference material or books, etc., are allowable expenses and can be reimbursed with a proper receipt.

Travel at State expense is an exacting process requiring strict adherence to regulations and procedures. General rule is, if you will not pay for the expense yourself, the State probably will not reimburse you. The accuracy and thoroughness of the information which you provide are the principal determinant of the speed with which you are reimbursed.