Collage

Policy and procedures for Student Assistants, Graduate Assistants, Teaching Associates, or Post-doctoral students currently employed by CSU Fullerton

Revised: August 29, 2007

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:

  1. 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.
  2. 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.
  3. Travel Waiver of Liability and Hold Harmless Agreement
  4. 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.

All drivers (if driving a private vehicle) as part of a University event/activity or on official University business must:

  • Possess a valid California Drivers License appropriate for the vehicle being driven
  • Be 18 or older
  • Complete CSUF Defensive Driver Training once every four years
  • Have a good driving record (a INF254 form must be on file with University Police) as determined by University Police
  • Have a copy of an approved STD261 form (Authorization to Use Privately Owned Vehicles on State Business) for the current fiscal year on file with Travel Operations

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:

  1. 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.
  2. Original itemized receipts showing proof of payment
  3. 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)
  4. Photocopy of the program or agenda.

Procurement Card Charges – students currently employed by CSU Fullerton (Student Assistants, Graduate Assistants, Teaching Associates, or Post-doctoral students)

Airfare, lodging, and registration may be charged to a faculty or staff Procurement Card. Submit the following to Procurement Card (CP-300):

  1. Procurement Card Statement (write the travel document number on the Expense Log Report)
  2. Original itemized receipts

Questions

For questions regarding the student employee travel payment process, please send an email to: travel@fullerton.edu

BACK