Archive 2011

What's New? Date Posted
Requirements to drive on University business

Questions about these requirements, contact Risk Management on ext. 4937.
December 9, 2011

To request a change of travel dates on an approved Travel Request or Revised Travel Request on file in Travel Operations

  • Send a memo or an email to the traveler’s Chair, Dean or Vice President/designee requesting approval to change the travel dates on the Travel Request or Revised Travel Request
  • Submit the signed memo or email from the traveler’s Chair, Dean or Vice President/designee approving the change of travel dates to Travel Operations
November 28, 2011

Employee Travel (travel on or after 4/1/11)
Policy and Procedures for Travel Expense Claim (revised 10/19/2011)PDF File Opens in new window  

Changes:

  • Travel Authorization has been renamed - Business Travel and Prepayment Request

Reminder:

  • Questions regarding the taxability of international travel with personal use, contact the University Tax Compliance Manager at (657) 278-5671
October 21, 2011

Policy and Procedures for
Blanket Travel Request and Travel Expense Claim for blanket mileage (revised 10/19/2011)PDF File Opens in new window  

Changes:

  • Blanket Travel Authorization has been renamed - Blanket Travel Request

Reminder:

  • Travel Expense Claim - each page of the Travel Expense Claim must be signed by the claimant and approver
  • Completed Monthly Mileage Details Form must be attached to Travel Expense Claim
October 21, 2011

Employee Travel (travel on or after 4/1/11)
Policy and Procedures for Travel Request (revised 10/19/2011)PDF File Opens in new window  

Changes:

  • Travel Authorization has been renamed - Business Travel and Prepayment Request

Reminder:

  • Prepare Travel Request 4 - 6 weeks prior to departure date to allow sufficient time to obtain the traveler's signature and the required approvals
  • Questions regarding the taxability of international travel with personal use, contact the University Tax Compliance Manager at (657) 278-5671
  • Per diem meal limits ($10, $15, $25) no longer applicable
October 21, 2011

Blanket Travel Request Form (Rev. 10/2011) and sample worksheet
Travel Request Blanket [Excel]

Changes:

  • Blanket Travel Authorization has been renamed - Blanket Travel Request
October 21, 2011

Business Travel and Prepayment Request Form (Rev. 10/2011)
Travel RequestPDF File Opens in new window  

Changes:

  • Travel Authorization has been renamed - Business Travel and Prepayment Request
  • Check box - Student Employee (non-job related)
  • Approval (#12) - In additional, I certify that this travel serves a University business purpose.
October 21, 2011

Statement of Certification for Students Receiving University Funds for Travel Form (Rev. 1/2011)

Changes:

  • Statement of Certification for Students Receiving University Funds for Travel Form is no longer required for student travel
October 21, 2011

2011 – 2012 Corporate Rate Agreement with the Marriott Hotel
Marriott Hotel, Fullerton – Rate ScheduleOpens in new window

  • New daily rates and blackout dates
September 22, 2011

Release of Liability, Promise Not to Sue, Assumption of Risk and Agreement to Pay Claims (Rev. 8/2011)
Release of Liability and Agreement for Student TravelPDF File Opens in new window  

August 29, 2011

Policy and Procedures for
Blanket Travel Authorization and Travel Expense Claim for blanket mileage (revised 8/17/2011)PDF File Opens in new window

Changes:
  • Mileage from CSUF to CSU Long Beach - 25 miles (Note: mileage is temporary 27 miles to CSULB due to closure of the 7th Street Bridge that is scheduled to reopen in April 2012)
Reminder:
  • Complete the Travel Expense Claim (If more than one page, each page of the Travel Expense Claim must be signed by the claimant and approver).

Completed Monthly Mileage Details Form must be attached to Travel Expense Claim. Monthly Mileage Detail [Excel]

Complete the Travel Expense Claim for blanket mileage
  • Type "Monthly Mileage Details Form attached" in column 4 on the first row and enter the total number of miles in column 8(D)
  • Enter any expenses for self parking, tolls or approved business meals charged to a Procurement Card (attach approved Directive 11) in the appropriate column and day
August 17, 2011

Employee Travel (travel on or after 4/1/11)
Policy and Procedures for Travel Expense Claim (revised 8/17/2011)PDF File Opens in new window

Changes:
  • Questions regarding the taxability of international travel with personal use, contact the University Tax Compliance Manager at (657) 278-5671
  • Mileage from CSUF to CSU Long Beach - 25 miles (Note: mileage is temporary 27 miles to CSULB due to closure of the 7th Street Bridge that is scheduled to reopen in April 2012)
Reminder:
  • Within 30 days from the return date, approved Travel Expense Claim with all the required receipts and documentation (including a copy of the agenda or program) must be submitted to Travel Operations (CP-300) if travel expenses paid by state funds.
August 17, 2011

Employee Travel (travel on or after 4/1/11)
Policy and Procedures for Travel Authorization (revised 8/17/2011)PDF File Opens in new window

Changes:
  • Prepare Travel Authorization 4 - 6 weeks prior to departure date to allow sufficient time to obtain the traveler's signature and the required approvals
  • Mileage from CSUF to CSU Long Beach - 25 miles (Note: mileage is temporary 27 miles to CSULB due to closure of the 7th Street Bridge that is scheduled to reopen in April 2012)
  • Questions regarding the taxability of international travel with personal use, contact the University Tax Compliance Manager at (657) 278-5671
Reminder:
  • Itemized receipt required for any meal expense of $25 or more
  • Total amount for meals (excluding alcohol and/or tobacco) claimed per day must not exceed the $55 per day limit
  • Per diem limits ($10, $15, $25) no longer applicable
August 17, 2011

Employee Travel (travel on or after 4/1/11) - Policy and Procedures for Travel Expense Claim (revised 6/29/2011)PDF File Opens in new window  

  • 5.B. Meals (excluding alcohol and/or tobacco)
  • 17. Claimant’s Signature and Date – The claimant’s signature and date are required on each page of the Travel Expense Claim (signature must be original).
  • 18. Signature of Approver, Date and Print Name of Approver – Each page of the Travel Expense Claim must be approved by the appropriate authorized approval (Responsible Person or designee for the department number).
June 29, 2011

Employee Travel (travel on or after 4/1/11) - Policy and Procedures for Travel Authorization (revised 6/29/2011)PDF File Opens in new window  

  • 5.B. Meals (excluding alcohol and/or tobacco)
June 29, 2011

Policy and Procedures for Blanket Travel Authorization and Travel Expense Claim for blanket mileage (revised 6/29/2011)PDF File Opens in new window

  • Complete the Travel Expense Claim (If more than one page, each page of the Travel Expense Claim must be signed by the claimant and approver).

Completed Monthly Mileage Details Form must be attached to Travel Expense Claim. Monthly Mileage Detail [Excel]

Complete the Travel Expense Claim for blanket mileage.

  • Type “Monthly Mileage Details Form attached” in column 4 on the first row and enter the total number of miles in column 8(D)
  • Enter any expenses for self parking, tolls or approved business meals charged to a Procurement Card (attach approved Directive 11) in the appropriate column and day
June 29, 2011

Blanket Travel Authorization Form (Rev. 6/2011) and sample worksheet Travel Authorization Blanket [Excel]

  • CSUF EMPLOYEE / STUDENT EMPLOYEE / STUDENT
  • SIGNATURE EMPLOYEE / STUDENT EMPLOYEE / STUDENT
June 29, 2011

CSU Travel PolicyOpens in new window – changes (effective April 1, 2011)

April 27, 2011

Employee Travel (travel on or after 4/1/11) - Checklist for TEC (revised 4/19/2011)PDF File Opens in new window  

April 19, 2011

Employee Travel (travel on or after 4/1/11) - Checklist for TA (revised 4/19/2011)PDF File Opens in new window  

April 19, 2011

Checklist for the Blanket Travel Authorization and Travel Expense Claim for blanket mileage (revised 4/19/2011)PDF File Opens in new window  

Completed Monthly Mileage Details Form must be attached to Travel Expense Claim. Monthly Mileage Detail [Excel]

Complete the Travel Expense Claim for blanket mileage.

Changes:

  • Type “Monthly Mileage Details Form attached” in column 4 on the first row and enter the total number of miles in column 8(D)
  • Enter any expenses for self parking, tolls or approved business meals charged to a Procurement Card (attach approved Directive 11) in the appropriate column and day
April 19, 2011

Employee Travel (travel on or after 4/1/11) - Checklist for TA (revised 4/19/2011)PDF File Opens in new window  

April 19, 2011

Checklist for the Blanket Travel Authorization and Travel Expense Claim for blanket mileage (revised 4/15/2011)PDF File Opens in new window  

Completed Monthly Mileage Details Form must be attached to Travel Expense Claim. Monthly Mileage Detail [Excel]

Complete the Travel Expense Claim for blanket mileage.

Changes:

  • Type “Monthly Mileage Details Form attached” in column 4 on the first row and enter the total number of miles in column 8(D)
  • Enter any expenses for self parking, tolls or approved business meals charged to a Procurement Card (attach approved Directive 11) in the appropriate column and day
April 15, 2011

Travel Authorization and Prepayment Request Form (Rev. 4/2011) 

Travel Authorization

  • MEALS (Meal expenses are not allowed within 25 miles of the traveler’s headquarters or residence)
  • LODGING (Lodging expenses are not allowed within 25 miles of the traveler’s headquarters or residence)
  • Foreign travel liability insurance is required for international travel (including U.S. Possessions)
  • Travel Authorizations must also be approved prior to the departure date by the Division Vice President and President if any apply:
    • International Travel (including U.S. Possessions)
    • Registration Fee exceeds $700 for a conference, convention, symposium, training, workshop, business meeting, etc.
    • More than two campus employees are attending the same conference, convention, symposium or festival (This requirement does not apply to business meetings, training or workshops unless registration fees for each individual exceed $700.)
April 7, 2011

New Travel Policy and Procedures (travel on or after April 1, 2011)

Effective April 1, 2011, CSU Fullerton will be implementing a new travel policy and procedures as a directive from the CSU Office of the Chancellor. The revision of CSU’s Travel Policy was undertake to provide a common set of procedures for handling travel claims, payments and to assist travelers/approvers with improved guidance on when travel costs are reimbursable by the University.

The CSU Travel Matrix and the CSU Travel Matrix Addendum are helpful for understanding the major changes and clarification of responsibilities.

The UBI Campus Travel Procedures Refresher classes will incorporate the “New Travel Policy Changes” for travel dates April 1, 2011 and beyond.

Questions: Contact Travel Operations at dl-travel@fullerton.edu

March 30, 2011

CSUF Student Employee (travel related to their job)

If the traveler is a CSUF student employee (state employee) and traveling on University business related to their job, submit original CSUF Travel Authorization and required forms/documentation (regardless of funding source or zero dollar authorization) to Travel Operations CP-300 prior to the departure travel date.

http://finance.fullerton.edu/Controller/Travel/StudentTravelPolicyEmployed.php

March 15, 2011

CSUF Student and Student Employee (travel not related to their job)

Travel expenses may be claimed or paid by the University if a CSUF student or Student Employee (travel not related to their job) is traveling on official University business required to present a paper, deliver a speech or lecture serve on a panel, etc., as an official representative of the University (travel directly supports a faculty member’s project or research program).

International travel including U.S. Possessions (except for Study Abroad/Exchange Students) or if travel expenses will be paid by state funds, submit original CSUF Travel Authorization and required forms/documentation to Travel Operations CP-300 prior to the departure travel date.

http://finance.fullerton.edu/Controller/Travel/StudentTravelPolicyEmployed.php

If the travel expenses will be paid by CSUF ASC funds, CSFPF funds or ASI funds, contact the appropriate office for assistance or questions.

March 15, 2011

CSUF Employee

If the traveler is currently employed by CSU Fullerton (state employee) and traveling on University business, submit original CSUF Travel Authorization and required documentation (regardless of funding source or zero dollar authorization) to Travel Operations CP-300 prior to the departure travel date.

http://finance.fullerton.edu/Controller/Travel/HowToCompleteTravelDocs.php

Checklist for the Travel Authorization & Prepayment Request Form

March 15, 2011

Blanket Travel Authorization Form (Rev. 3/2011) and sample worksheet Travel Authorization Blanket [Excel]

  • Check box for CSUF Faculty/Staff
  • Check box for CSUF Student Employee
  • Check box for CSUF Student - The student is required to present a paper, deliver a speech or lecture serve on a panel, etc., as an official representative of the University (travel directly supports a faculty member’s project or research program)
March 11, 2011

Travel Documents – Preventing Delays in Processing (revised 03/2011)PDF File Opens in new window

If travel expenses will be paid by state funds, only the amount for the registration / conference fees should be recorded to whether they are:

  • Training & Professional Development (account number 660848)
  • Without Training (account number 660849)

Use the appropriate account number (in-state, out-of state, etc.) for all other types of travel expenses (excluding registration / conference fees) paid by state funds.

If travel expenses will be paid by other funds (including the registration / conference fees), use the appropriate account number for that funding source (i.e. CSUF ASC, CSFPF, ASI)

March 7, 2011
FY 2010-2011 Year-End Close GuidelinesPDF File Opens in new window March 4, 2011

Travel Authorization and Prepayment Request Form (Rev. 3/2011) Travel Authorization [Informed] Informed form no longer available

Account 660848 for Registration Fee / Conference – Training & Professional Development

Change - Name changed from Specialized Training to Training & Professional Development

March 2, 2011

Marriott Hotel, Fullerton – Rate Schedule

Changes – Attn: Ofelia Dolliver – Front Desk Manager,
(714) 447-6648, odolliver@marriottfullerton.com

February 23, 2011

Travel Authorization and Prepayment Request Form (Rev. 2/2011) Travel Authorization [Informed] Informed form no longer available

  • Account number 660009 has been changed to 660848 for Registration Fee / Conference – (includes Specialized Training)
    • Examples: CSU 101, Year End Legal / GAAP Training, Capital Planning, Design & Constructions (CPDC), Procurement (PSSOA), Systemwide Professional Development workshops, Financial Officer’s Association (FOA), Facilities Management, Fitting the Pieces, Auxiliary Officer’s Association (AOA)
  • Account number 660090 has been changed to 660849 for Registration / Conference Fee – Without Training:
    • Examples: The Network and Technology Alliance (NTA) Meeting fees, CSU Education Dean’s Meeting, HRO Meeting, Executive Council Retreat, Student Affairs Council Meeting (VPSA) meeting

If the travel expenses will be paid by state funds, only the amount of the registration fees should be recorded according to whether they include specialized training or without a training aspect.

  • Registration fees (include specialized training) - only the amount for the registration fees should be recorded to account 660848 (first row under section 7 – Charge to Accounts)
  • Registration fees (without a training aspect) - only the amount for the registration fees should be recorded to account 660849 (second row under section 7 – Charge to Accounts)

The amount for the travel expenses (excluding the registration fees) that will be paid by state funds should be recorded to the appropriate account 606001 for Travel in-state, 606002 for Travel out-of-State, etc. (use the third row under section 7 – Charge to Accounts). If two or more department numbers, use the fourth row and fifth row.

February 9, 2011

Students participating in course required field trips are not eligible for travel reimbursements. If you have any questions about academic field trips, refer to the Academic Field Trip Guidelines or contact Environmental Health and Instructional Safety at (657) 278-7233.

January 26, 2011

Blanket Travel Authorization Form (Rev. 1/2011) and sample worksheet Travel Authorization Blanket [Excel]

  • Check box for CSUF Faculty/Staff
  • Check box for CSUF Student Employee
  • Check box for CSUF Student - The student is required to present a paper, deliver a speech or lecture serve on a panel, etc., as an official representative of the University (travel directly supports a faculty member’s project or research program)
January 26, 2011
Travel Authorization and Prepayment Request Form (Rev. 1/2011)
Travel Authorization [Informed] Informed form no longer available.
  • Check box for CSUF Faculty/Staff
  • Check box for CSUF Student Employee
  • Check box for CSUF Student - The student is required to present a paper, deliver a speech or lecture serve on a panel, etc., as an official representative of the University (travel directly supports a faculty member’s project or research program)
  • Account number 660009 for Registration Fee / Conference – (includes Specialized Training)
    • Examples: CSU 101, Year End Legal / GAAP Training, Capital Planning, Design & Constructions (CPDC), Procurement (PSSOA), Systemwide Professional Development workshops, Financial Officer’s Association (FOA), Facilities Management, Fitting the Pieces, Auxiliary Officer’s Association (AOA)
  • Account number 660090 for Registration / Conference Fee – No Training:
    • Examples: The Network and Technology Alliance (NTA) Meeting fees, CSU Education Dean’s Meeting, HRO Meeting, Executive Council Retreat, Student Affairs Council Meeting (VPSA) meeting
  • Check box added on Travel Authorization (9) for CSU Cash Posting Order (CPO) / Registration fees
    • Effective 7/1/2010, the Chancellor’s Office is processing campus payments through a Cash Posting Order (CPO) – checks are no longer issued to another CSU campus or the Chancellor’s Office (Check will continue to be processed to campus auxiliaries or foundations)
    • The campus hosting the event will submit the Cash Posting Order to the Chancellor’s Office
Per the Chancellor’s Office, registration fees should be recorded according to whether they are for training or for a conference without a training aspect. If the registration is for training, the transaction should be recorded to account 660009 (Specialized Training). However, if the fee is for a conference without a training aspect, it should be recorded to account 660090 listed separately on the Travel Authorization. In either case, even if the registration fee is associated with travel, it should not be recorded to account 606001 or 606002 (Travel-in-state or Travel-out-of-state).
January 26, 2011
Statement of Certification for Students Receiving University Funds for Travel (Rev. 1/2011)
Statement of Certification for Students Receiving University Funds for TravelPDF File Opens in new window

Removed Procurement Card Section and International Travel Section (required approvals on the Travel Authorization)
January 26, 2011

Academic Affairs Division (Travel expenses charged to fund code THEFD)

The Exception to Travel & Equipment Restrictions Form is no longer required for Travel Authorizations and Blanket Travel Authorizations submitted to the VPAA Office for approval on or after January 3, 2011.

January 5, 2011