A list of the most common Travel questions are displayed below. To view an answer, click on the question line. To submit a question to this site, please send an email to: travel@fullerton.edu
Is the President’s approval required for registration fees in excess of $500.00?
Registration fees in excess of $500.00 must be approved in advance by the President/Designee.
- Complete a Travel Authorization including the traveler's signature on line 11 and approval on line 12.
Note: VP approval is required before requesting approval from the President or designee.
- Attach a copy of the registration form to the Travel Authorization and obtain the President’s signature on the Travel Authorization on line 12.
Is the President's approval required when more than two Division employees from the same campus are attending the same conference or convention?
If more than two Division employees from the same campus are attending the same conference or convention, each claim must be approved in advance by the President. This requirement does not apply to business meetings, training, or workshops.
- Complete a Travel Authorization including the traveler's signature on line 11 and approval on line 12.
Note: VP approval is required before requesting approval from the President or designee.
- Attach a copy of the registration form to the Travel Authorization and obtain the President’s signature on the Travel Authorization on line 12.
Is the President’s approval required for international travel?
Effective February 21, 2008, travel authorization requests for international travel will require approvals from your Division Vice President and the President.
Is a revised Travel Authorization required if the Travel Claim Total (10) on the Travel Expense Claim is more than the Authorized Amount Not To Exceed (6) on the Travel Authorization?
A revised Travel Authorization is required for reimbursement of all expenses if the Travel Claim Total (10) on the Travel Expense Claim is more than the Authorized Amount Not To Exceed (6) on the Travel Authorization.
Is a document number assigned to a zero dollar Travel Authorization or if the travel expenses will be paid by Auxiliary Services funds?
A document number is not assigned to zero dollar Travel Authorization or if the travel expenses will be paid by Auxiliary Services funds.
How will I be notified of the travel document number?
An email notification with the assigned travel number is sent to the traveler and the email is forwarded to the preparer listed on the Travel Authorization. For international travel, the email notification is also forwarded to Risk Management.
Is a Travel Authorization and Travel Expense Claim submitted for student travel?
Student Assistants, Graduate Assistants, Teaching Associates, or Post-doctoral students currently employed by CSU Fullerton must submit the following forms to Travel Operations (CP-300) prior to the departure travel date:
- Travel Authorization - If travel expenses (i.e. airfare, lodging and registration) will be paid by a Procurement Card, reference the name of the cardholder on the Travel Authorization. Cash advances cannot be provided.
- Statement of Certification for Student Travel - If the faculty/staff member does not complete the Statement of Certification for Student Travel Form, the entire expense is tax reportable to the student.
- Travel Waiver of Liability and Hold Harmless Agreement
- Student Conduct Agreement - Travel Related Event/Activity
In addition, submit a Grant Award Letter (if applicable) that identifies the name of the student and purpose of the trip (i.e. participating in inter-collegiate debates, visiting legislators in support of CSU Fullerton's mission, student outreach and retention activities, etc.).
All Travel forms are located on the following link: http://finance.fullerton.edu/Controller/AccountsPayable/Forms/ Default.aspx#travel.
Student Assistants, Graduate Assistants, Teaching Associates, or Post-doctoral students currently employed by CSU Fullerton must submit the following forms and receipts to Travel Operations (CP-300) within 30 days of the travel return date:
- Travel Expense Claim - Payment will be mailed directly to the student. If the faculty/staff member does not complete the Statement of Certification for Student Travel Form, the entire expense is tax reportable to the student.
- Original itemized receipts showing proof of payment
- If paid by a faculty or staff Procurement Card - submit a photocopy of the itemized receipts showing proof of payment for all the travel expenses that were paid by a Procurement Card (i.e. airfare, lodging and registration)
- Photocopy of the program or agenda.
Are meals and lodging allowed within 25 miles of the primary workplace and is lodging allowed within 25 miles of the traveler’s residence?
Meals are not allowed within 25 miles of the primary workplace.
Lodging expenses are not allowed within 25 miles of the primary workplace or the traveler’s residence.
(Exceptions: Lodging expenses are allowed with 25 miles of the traveler’s residence for a CSUF division retreat or a written justification letter signed by the President must be attached to the Travel Authorization Request Form.
What are the maximum meal reimbursement amounts?
The maximum meal reimbursement amounts for travel on or after 1/1/07 are as follows:
Breakfast - $10.00
Lunch - $15.00
Dinner - $25.00
Are meals and lodging allowed within 25 miles of the primary workplace and is lodging allowed within 25 miles of the traveler’s residence?
Meals are not allowed within 25 miles of the primary workplace.
Lodging expenses are not allowed within 25 miles of the primary workplace or the traveler’s residence.
(Exceptions: Lodging expenses are allowed with 25 miles of the traveler’s residence for a CSUF division retreat or a written justification letter signed by the President was attached to the approved Travel Authorization Request Form.
What meals may be claimed for travel less than 24 hours?
Breakfast may be claimed (up to $10 for actual meal cost for travel on or after 1/1/07), if the travel was greater than 25 miles from the primary workplace, breakfast was not included with the registration or other fee, and travel began before 7am.
Lunch is not reimbursable.
Dinner may be claimed (up to $25 for actual meal cost for travel on or after 1/1/07), if the travel was greater than 25 miles from the primary workplace, dinner was not included with the registration or other fee, and travel extends past 6:00pm.
What meals may be claimed for travel greater than 24 hours on the first day of travel?
Breakfast may be claimed (up to $10 for actual meal cost for travel on or after 1/1/07)
if the travel is greater than 25 miles from the primary workplace, breakfast was not included with the registration or other fee, and travel began before 7:00 am.
Lunch may be claimed (up to $15 for actual meal cost for travel on or after 1/1/07)
if the travel is greater than 25 miles from the primary workplace, lunch was not included with the registration or other fee, and travel began before 2:00 pm.
Dinner my be claimed (up to $25 for actual meal cost for travel on or after 1/1/07)
if the travel is greater than 25 miles from the primary workplace, dinner was not included with the registration or other fee, and travel began before 6:00 pm.
What meals may be claimed for travel greater than 24 hours on the last day of travel?
Breakfast may be claimed (up to $10 for actual meal cost for travel on or after 1/1/07)
if the travel is greater than 25 miles from the primary workplace, breakfast was not included with the registration or other fee, and travel extends past 9:00 am.
Lunch may be claimed (up to $15 for actual meal cost for travel on or after 1/1/07)
if the travel is greater than 25 miles from the primary workplace, lunch was not included with the registration or other fee, and travel extends past 2:00 pm.
Dinner my be claimed (up to $25 for actual meal cost for travel on or after 1/1/07)
if the travel is greater than 25 miles from the primary workplace, dinner was not included with the registration or other fee, and travel extends past 6:00 pm.
Are original receipts for meals submitted with the Travel Expense Claim?
Receipts for meal and incidental expenses are not required. However, the expense must be incurred for the employee to be reimbursed. Employees will be reimbursed only for actual expenses incurred up to the maximum meal reimbursement amounts.
When I'm conducting official university business-related travel, can I charge my meals on my Procurement Card?
No, meals may not to be charged to the Procurement Card. Travelers must pay for their own meal expenses and, after the completion of travel and the submission of a complete Travel Expenses Claim form, travelers may be reimbursed for the actual costs of their meals, up to the maximum per diem rate per meal.
When can incidentals be claimed?
An additional $5.00 incidental allowance may be claimed for each 24-hour period. The term “incidental allowance” includes, but is not limited to fees and tips for services such as for waiters and baggage handlers. It does not include expenses for cab fares, telephone calls, telegrams, laundry, cleaning and pressing of clothes, lodging taxes, etc.
What travel-related expenses may be charged to the Procurement Card?
A University Procurement Card may be used for the following travel-related expenses:
- registration fees,
- airline tickets,
- rental cars, shuttle, taxi,
- lodging (room rate and tax) for travel greater than 25 miles from the primary workplace
- certain miscellaneous business expenses with proper approvals.
The traveler must pay for their own meals and may not use the Procurement Card for meals taken while on university-related travel (except with official University Guests).
Personal expenses such as gift items, in-room movie rentals, personal phone calls, and room service may not be charged to the Procurement Card.
When claiming mileage, do I calculate from headquarters or home?
Mileage is calculated from the lesser of the two locations (headquarters or home).
When opting to drive instead of flying, will mileage be reimbursed?
When the traveler decides to drive their private vehicle instead of flying to a travel destination, the traveler will be reimbursed only for the lesser of the transportation expense (either mileage reimbursement or mileage up to the airfare equivalent).
Type an explanation in the Remarks section (13) on the Travel Expense Claim.
Documentation showing the lowest available airfare must be attached to the Travel Expense Claim.
What is the mileage reimbursement rate?
Travel on or after January 1, 2008, the mileage reimbursement rate is 0.505 per mile.
How is the mileage calculated on the Travel Expense Claim?
The Private Vehicle Amount (7D) on the Travel Expense Claim is calculated by Informed Filler.
The mileage rate must be on the Travel Expense Claim in Mileage Claimed (14) for form to calculate the Private Vehicle Amount (7D).
What receipts and documentation are required to be submitted with the Travel Expense Claim?
Original itemized receipts showing proof of payment for expenses paid by the traveler, airfare charged to the American Express Business Travel Account (BTA), rental car charged to the American Express Car Rental Business Travel Account (CRBTA), and payment of registration fees paid by a University check must be submitted with the Travel Expense Claim. A credit card statement or bank statement is not a receipt.
A copy of the itemized receipts showing proof of payment for expenses charged to the Procurement Card must be submitted with the Travel Expense Claim. A copy of the Procurement Card statement is not a receipt.
A document that shows the purpose, location, and dates (i.e. agenda, program, flyer, or email) must be submitted with the Travel Expense Claim.
What approval is required on the Travel Expense Claim in section (16)?
The Travel Expense Claim must be approved by the appropriate authorized approval (Responsible Person or next higher level for the FRS account or their designee). If the traveler and responsible person is the same, an approval from the next higher level is required.
When is approval required on the Travel Expense Claim in Section (17)?
The appropriate authorized approval is required for all business expenses over $25.00 (excluding the registration fees and the foreign travel liability insurance).
Does Accounts Payable/Travel Operations need to be notified of a change of address?
If the traveler has moved and the residence address typed on the Travel Expense Claim is the current residence address, check the appropriate box on the Travel Expense Claim to request a change of address.