Policy and Procedures

Revised: May 29, 2009

How can I purchase airfares?

Reservations should only be made after your approved Travel Authorization has been submitted to Travel Operations, CP-300 AND you have received an email notification with the assigned travel document number.

You may purchase your airline ticket directly from an airline, travel agency, or online via the internet. If the airfare was charged to a University issued credit card, a copy of the receipt showing proof of payment must be attached to your Travel Expense Claim. If the airfare was charged to your personal credit card, an original receipt showing proof of payment must be attached to your Travel Expense Claim. A credit card statement or bank statement is not a receipt.

If there is no charge for the first checked bag from the airlines, the traveler must pay for additional checked bags by a personal credit card and the cost cannot be claimed for reimbursement.

If there is a $15 charge for the first checked bag from the airlines, the cost for only the first checked bag may be charged to a University issued credit card or the traveler may claim reimbursement for only the first checked bag if paid by a personal credit card. The traveler must pay for additional checked bags by a personal credit card and the cost cannot be claimed for reimbursement. An exception may be made for extended international travel or trade show exhibits, if a justification memo was attached to the Travel Authorization with the required approval.

Foreign travel liability insurance is required for most international travel and the traveler should contact University Risk Management at extension 7348 to obtain this coverage if traveling internationally. An employee may purchase additional insurance; however, the additional insurance may not be charged to a University issued credit card and the employee will not be reimbursed for this expense.

What are incidental expenses?

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 costs are considered as lodging expenses?

Lodging expenses include room charges and applicable taxes only. Personal expenses such as in-room movies, room service, personal phone calls, and in-room mini bar services must be paid for with personal (non-University) funds.

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.)

If an employee travels overnight in California on official State Business, the employee should attempt to have the Occupancy Tax waived for all hotel/motel rooms they stay in. It is recommended to inquire about this when making hotel/motel reservations. Prior to travel, complete the Hotel/Motel Transient Occupancy Tax Waiver form and present it to the hotel/motel when checking in. Click here to download the Hotel/Motel Transient Occupancy Tax Waiver form.

If an employee takes a companion, the employee should ask the hotel to provide verification of single room cost. Reimbursement is at the single room rate.

What are the per diem rates for meals?

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

What meal allowances can I claim when traveling more than a 24-hour period?

Meal expenses are not allowed within 25 miles of the primary workplace.

If a registration or other fee for a conference, convention, workshop, meeting, etc. includes meals, claims for meal expenses also may not be submitted. In the event the traveler must forgo the provided meal for health reasons, an original itemized receipt must be submitted for the meal that was purchased in lieu of the provided meal. Also, an explanation from the traveler for the purchase must be attached to the Travel Expense Claim. The amount claimed for the purchased meal must not exceed the maximum meal reimbursement amount.

Meals should not be charged to a Procurement Card. If meals are charged to a Procurement Card by mistake, a copy of the University Cashier’s receipt must be attached to the Travel Expense Claim.

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 was 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 was greater than 25 miles from the primary workplace, lunch was not included with registration or other fee, and travel began before 2:00 pm.
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 registration or other fee, and travel began before 6:00 pm.

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 was greater than 25 miles from the primary workplace, breakfast was not included with 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 was greater than 25 miles from the primary workplace, lunch was not included with registration or other fee, and travel extends past 2:00 pm.
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 registration or other fee, and travel extends past 6:00 pm.

If my travel period is less than 24 hours, what meals can I be reimbursed for?

Meal expenses are not allowed within 25 miles of the primary workplace.

If a registration or other fee for a conference, convention, workshop, meeting, etc. includes meals, claims for meal expenses also may not be submitted. In the event the traveler must forgo the provided meal for health reasons, an original itemized receipt must be submitted for the meal that was purchased in lieu of the provided meal. Also, an explanation from the traveler for the purchase must be attached to the Travel Expense Claim. The amount claimed for the purchased meal must not exceed the maximum meal reimbursement amount.

Meals should not be charged to a Procurement Card. If meals are charged to a Procurement Card by mistake, a copy of the University Cashier’s receipt must be attached to the Travel Expense Claim.

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 7:00 am.

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 6:00 pm.

How does the traveler pay for meals while traveling?

The Traveler must pay for their own meals with their own funds. Travelers MAY NOT use the Procurement Card for meals taken while on university-related travel. Upon return to CSUF, travelers must complete and have approved a Travel Expense Claim and submit the Travel Expense Claim to Travel Operations (CP-300) for reimbursement. The traveler will be reimbursed by CSUF subsequent to their travel.

What is the mileage reimbursement rate and how is it calculated?

The mileage reimbursement rate is 0.55 per mile for travel on or after January 1, 2009.

The mileage reimbursement rate is 0.585 per mile for travel on January 1, 2008 through December 31, 2008.

On a regularly scheduled work day, mileage is calculated from the lesser of the two locations (traveler’s headquarters or traveler’s residence).

On a regularly scheduled day off, mileage is calculated from the traveler’s residence.

When the traveler decides to drive a 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). Documentation showing the lowest available airfare must be attached to the Travel Expense Claim.

Employees who drive their private vehicles on official University business are required to submit the Authorization to Obtain Driving Records from the Department of Motor Vehicles (INF 254) to University Police (T-1200) and a copy of their approved Authorization to Use Privately Owned Vehicles on State Business form (STD. 261) to Travel Operations (CP-300) prior to the start of their travel. Also, a Defensive Training class must be taken every four years.

One way mileage from CSUF to some frequently visited locations are provided below:

Azusa Pacific University – 24 miles
Cal Poly Pomona – 15 miles
Cal State Fullerton Irvine Campus - 19 miles
CSU Bakersfield - 141 miles
CSU Dominguez Hills, Carson - 24 miles
CSU Fresno - 253 miles
CSU Long Beach - 22 miles
CSU Los Angeles - 27 miles
CSU Northridge – 56 miles
CSU San Bernardino - 53 miles
Chancellor’s Office, Long Beach – 28 miles
John Wayne (Orange County) Airport – 17 miles
Los Angeles International Airport – 36 miles
Ontario International Airport – 27 miles
Rio Hondo Community College, Whittier - 23 miles
San Diego State University – 99 miles
UC Irvine - 20 miles

What should I claim as business expenses?

Business expenses include business telephone calls and internet access charges for university-related business. List these expenses under the "Business Expense" column on the Travel Expense Claim.

Please retain your original itemized receipt for University-related business expenses and submit this with your Travel Expense Claim. If any one business expense (excluding conference registration fees) will be more than $25.00, Special Expense Authorization must be obtained in Section (17). Both a signature and position title must be included in Section (17).

If you used the Procurement Card to pay for your University-related business expenses, submit a photocopy of the receipt with your Travel Expense Claim. When the Procurement Card is used for travel expenditures, the original receipt(s) must be submitted with the Procurement Card monthly statement and a photocopy of the receipt(s) must be submitted with the Travel Expense Claim.

Do I need special approval for registration fees that are $500 or more?

Registration fees in excess of $500 must be approved by the President or designee on the Travel Authorization and Advance Request form on line 1.A. IN ADVANCE of the trip. When sending the Travel Authorization and Advance Request form to the President or designee for approval, please be sure to attach to the form a copy of the conference/event agenda and/or registration form.

Do I need special approval if more than two employees attend the same conference?

If more than two employees attend a conference, approval must be obtained from the President or designee on the Travel Authorization and Advance Request form on line 1.A IN ADVANCE of the trip. This requirement does not apply to business meetings, training, or workshops. When sending the Travel Authorization and Advance Request form to the President or designee for approval, please be sure to attach to the form a copy of the conference/event agenda and/or registration form.

Driver Certification:

Employees driving on University business must certify that the following statement is true:

I am in possession of a valid California or other state driver's license appropriate for the vehicle I am driving. I certify that I have not been issued more than three moving violations or have been responsible for more than three accidents (or any combination of more than three thereof) during the past twelve month period.
Employees who drive a private vehicle, rental vehicle, or state vehicle on University business must have a valid California driver's license or other state driver's license (non-resident) and will be subject to review and approval per University policy.
The driver and all passengers in any vehicle driven on University business must wear a seat belt.
All accidents must be reported to University Police or the Office of University Risk Management within 48 hours.

If travel will occur by private vehicle:

Employees who drive their private vehicle on University business are required to complete a CSUF Defensive Driver Training class every four years and submit the following completed forms to the appropriate office:

Defensive Driver Training Requirements
To enroll in a Defensive Driver Training (DDT) class, contact Environmental Health and Instructional Safety at 278-7233 for the next scheduled training session and instructions to enroll in an online class. The Environmental Health and Instructional Safety web site is Defensive Driving Training Requirements
AUTHORIZATION TO OBTAIN DRIVING RECORDS FROM THE DEPARTMENT OF MOTOR VEHICLES Form (INF 254). To obtain the INF 254 form, contact University Police 278-3302 or INF 254 - Request for Driver's License Information .
Submit the completed INF 254 form to University Police T-1200.
Travel Operations does not need a copy of the INF 254 form.
When the employee renews his/her Driver’s License, a completed INF 254 form must be submitted to University Police T-1200.
Authorization to Use Privately Owned Vehicles on State Business (STD. 261).
The original approved STD. 261 form is retained in your department.
Submit a photocopy of the approved STD. 261 form to Travel Operations CP-300 or fax a copy of STD. 261 form to 278-5816.

When do I submit the Authorization to Use Privately Owned Vehicles on State Business (STD. 261)?

At the beginning of each fiscal year (July 1st), send a photocopy of a STD. 261 form or renewal STD. 261 form to Travel Operations CP-300. Approval is required by the traveler's supervisor.

If travel will occur by rental car/truck:

Employees who drive a rental car/truck on University business are required to complete a Defensive Driver Training class every four years and submit the following completed form to the appropriate office:

Defensive Driver Training Requirements
To enroll in a Defensive Driver Training (DDT) class, contact Environmental Health and Instructional Safety at (657) 278-7233 for the next scheduled training session or instructions to enroll in an online class. The Environmental Health and Instructional Safety website is Defensive Driving Training Requirements
AUTHORIZATION TO OBTAIN DRIVING RECORDS FROM THE DEPARTMENT OF MOTOR VEHICLES Form (INF 254). To obtain the INF 254 form, contact University Police at (657) 278-3302 or INF 254 - Request for Driver's License Information .
Submit the completed INF 254 form to University Police T-1200 (Travel Operations does not need a copy of the INF 254 form). When the employee renews his/her Driver’s License, a completed INF 254 form must be submitted to University Police T-1200.

An employee must also complete a van safety training class before renting a truck or a 12-15 passenger van from Enterprise. Contact EHIS at (657) 278-7233 for the next available van safety training class.

Enterprise is the preferred vendor for a rental car or rental truck. The Enterprise website with their locations by city in the United States, Canada, Germany, Ireland, and United Kingdom is http://www.enterprise.com/content/car_rental/popularLocations.html.

For international travel:

Contact Risk Management at (657) 278-7346 for guidance on obtaining the recommended insurance coverage (liability, theft, and collision) for a rental car. Since the University’s contract with Enterprise does not extend to international travel, Risk Management recommends that the traveler purchase insurance coverage and the traveler may be reimbursed for this expense. Enterprise has rental car locations in Canada, Germany, Ireland, and United Kingdom. For other foreign locations, you may select another rental car company and obtain the required approval on the Travel Authorization.

For travel within the United States:

Rent a car/truck from Enterprise using a University-issued Procurement Card or employee’s personal credit card (faculty and staff must present their employee CSUF ID/Titan Card when picking up the vehicle).

Car Rental Agency	Telephone Website	CSUF Corporate Number	Base Daily Rate for Compact & Intermediate Vehicles	Base Daily Rate for Trucks
Enterprise Enterprise (Fullerton Office) 729 W. Commonwealth Ave Fullerton, CA 92832 Nima Arzani, Branch Manager (The Enterprise Fullerton Office will deliver the rental vehicle to the campus)	(800) 228-2325 www.enterprise.com (714) 525-7172	NA30CSF NA30CSF	$36.46 $36.46	$104.99 $104.99

To make a car/truck reservation with Enterprise:

Submit an approved Travel Authorization for a CSUF employee to Travel Operations, CP-300.
Travel Operations will assign a travel document number and send an email notification (reservations must be made after receipt of email notification).
University employee must be 21 or older and on approved University business.
Contact Enterprise or access the Enterprise website (faculty and staff should use the Enterprise Fullerton Office for renting a vehicle in the Fullerton area).
Pay for the vehicle using a University-issued Procurement Card or employee’s personal credit card (faculty and staff must present their employee CSUF ID/Titan Card when picking up the vehicle to obtain the CSU Fullerton rates and insurance).
Provide the CSUF Corporate Number: NA30CSF and the first 3 characters of the Account's name: CSU (the CSUF Corporate number is required to obtain the CSU Fullerton rates and insurance).
Insurance is included in the CSU Fullerton rates with Enterprise. An employee may purchase additional insurance offered by Enterprise; however, if additional insurance is selected, the insurance may NOT be charged to the University-issued Procurement Card and the employee will NOT be reimbursed for this expense. Present a valid Driver's License, University-issued Procurement Card or employee’s personal credit card, and employee’s CSUF ID/Titan Card when picking up the vehicle.
If paid by employee’s personal credit card, submit original itemized receipt showing proof of payment with Travel Expense Claim to Travel Operations, CP-300.
If paid by University-issued Procurement Card, submit a copy of itemized receipt showing proof of payment with Travel Expense Claim to Travel Operations, CP-300 and submit original itemized receipt with Procurement Card statement.

Note: If the employee selects another rental car company and additional insurance is purchased, the insurance may NOT be charged to the University-issued Procurement Card and the employee will NOT be reimbursed for this expense.

If travel will occur by state/University vehicle:

Employees who drive a state/university vehicle on University business are required to complete a CSUF Defensive Driver Training class every four years and submit the following completed form to the appropriate office:

Defensive Driver Training Requirements
To enroll in a Defensive Driver Training (DDT) class, contact Environmental Health and Instructional Safety at 278-7233 for the next scheduled training session and instructions to enroll in an online class. The Environmental Health and Instructional Safety web site is Defensive Driving Training Requirements
AUTHORIZATION TO OBTAIN DRIVING RECORDS FROM THE DEPARTMENT OF MOTOR VEHICLES Form (INF 254). To obtain the INF 254 form, contact University Police at 278-3302 or INF 254 - Request for Driver's License Information .
Submit the completed INF 254 form to University Police T-1200.
Travel Operations does not need a copy of the INF 254 form.
When the employee renews his/her Driver’s License, a completed INF 254 form must be submitted to University Police T-1200.

: To view the PDF files, you will need the Adobe Acrobat Reader. If you do not have Adobe Acrobat or Adobe Acrobat Reader, you can download a free copy now by clicking the icon.

Forms:

Travel Links:

Questions?

Related Links: