Policy and Procedures

Revised: July 16, 2008

How can I purchase airfares?

Option 1:

You may contact STA Travel at (714) 882-8994 to make airline reservations. STA Travel is authorized by the State of California to provide State rates where available and to bill the University directly for approved air travel via the American Express Business Travel Account (BTA). You may obtain estimated prices in advance but reservations should only be made after your approved Authorization and Prepayment Request form has been submitted to Travel Operations (CP-300) AND you have received an email notification with the assigned travel document number from Travel Operations. You will need to refer to this assigned travel document number to complete your airline reservations. STA Travel will contact Travel Operations for authorization to charge the American Express Business Travel Account (BTA).

Option 2:

You may purchase original airline tickets online or from any travel agency, and charge the cost to your CSUF Procurement Card or personal credit card. If you purchase airline tickets online/via the Internet, you must print and retain the Travel Itinerary/Ticket Confirmation/Receipt showing proof of payment for your Travel Expense Claim.

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.)

Employees should attempt to have the Occupancy Tax waived for all hotel/motel rooms they stay in while on State business. It is recommended that you inquire about this when making hotel reservations. 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 0.585 per mile for travel on July 1, 2008 through December 31, 2008.

The mileage reimbursement rate is 0.505 per mile for travel on January 1, 2008 through June 30, 2008.

The mileage reimbursement rate is .485 per mile for travel on January 1, 2007 through December 31, 2007.

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 attend the Defensive Driver Training and submit the following completed forms to the appropriate office:

AUTHORIZATION TO OBTAIN DRIVING RECORDS FROM THE DEPARTMENT OF MOTOR VEHICLES Form (INF 254). Obtain the INF 254 form from University Police (ext. 3002) or the Environmental Health and Instructional Safety web site:
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 (box #2 - Driver's License Number, box #3 - Birth Date, box #5 - Name, and box #7 Address, City, State, and Zip Code).
Authorization to Use Privately Owned Vehicles on State Business (STD. 261).
The original STD. 261 form is retained in your department. Send a photocopy of STD. 261 form to Travel Operations CP-300 or fax a copy of STD. 261 form to 278-5816.
Defensive Driver Training Requirements
To enroll in a Defensive Driver Training (DDT) class, contact Environmental Health and Instructional Safety (ext. 2124) for the next scheduled training session or the Environmental Health and Instructional Safety web site:
Defensive Driving Training Requirements

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:

Employees who drive a rental car on University business are required to attend the Defensive Driver Training 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 (ext. 2124) for the next scheduled training session or the Environmental Health and Instructional Safety web site:
Defensive Driving Training Requirements
AUTHORIZATION TO OBTAIN DRIVING RECORDS FROM THE DEPARTMENT OF MOTOR VEHICLES Form (INF 254). Obtain the INF 254 form from University Police (ext. 3002) or the Environmental Health and Instructional Safety web site:
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 (box #2 - Driver's License Number, box #3 - Birth Date, box #5 - Name, and box #7 Address, City, State, and Zip Code).

Employees who plan to rent a truck or a 12-15 passenger van, must first contact the Office of Risk Management at (714) 278-7346 for guidance on obtaining insurance coverage.

For international travel, contact the Office of Risk Management at (714) 278-7346 for guidance on obtaining insurance coverage for a rental car.

Form of payment for Option 1, Option 2, and Option 3:

University-issued Procurement Card – refer to Option 3 for instructions
University-issued American Express Card – refer to Option 1 for instructions
STA Travel (American Express Car Rental Business Travel Account) – refer to Option 2 for instructions

Option 1: Rent a car through the State of California's Rental Car Program using a University-issued American Express Card. (Travel is only available within California and out of state)

Enterprise Rent A Car is the primary provider. Alamo and National must be used if a vehicle is not available from Enterprise.

Sate Approved Car Rental Agency	Telephone	Corporate Number	Base Rates for compact vehicles within CA	Continental U.S. rates	New York rates
Enterprise Rent A Car	(866) 788-7053	NACALIF	$32.39	$38.84	$50.39
Alamo Rent A Car	(800) 732-3232	191259	$33.90	$43.90	$64.90
National Rental Car	(800) 227-7368	5400321	$33.90	$44.90	$65.90

To make a car rental reservation:

Submit an approved Travel Authorization 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).
Contact Enterprise Rent A Car. If a vehicle is unavailable from Enterprise, contact Alamo or National.
Provide the Corporate Number.
An employee may purchase additional insurance for travel within California and Continental U.S. offered by the car rental agency; however, if additional insurance is selected, the employee will not be reimbursed for this expense.
Present a valid Driver's License and American Express Government Card when picking up the rental car.
Submit original itemized receipt with Travel Expense Claim to Travel Operations, CP-300.

Option 2: Rent a car through a University Approved Travel Agency using the American Express Car Rental Business Travel Account (CRBTA). (Travel is only available within California and out of state)

Enterprise Rent A Car is the primary vendor. Alamo and National must be used in the event that a car is not available from Enterprise.

State Approved Travel Agency / Location	Telephone Email	Contact	Operating Hours Monday - Friday
STA Travel TSU-139	(714) 882-8994 csf@statravel.com	Lance Nowell	9:00 AM–5:30 PM

STA Travel is authorized by the State of California to provide participating locations and State rates. American Express (CRBTA) will invoice CSU Fullerton.

Submit an approved Travel Authorization 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).
Contact STA Travel to reserve a rental car from Enterprise Rent A Car. If a vehicle is not available from Enterprise, reserve a car from Alamo or National.
Provide the travel document number and 10 digit account number.
STA Travel will contact Travel Operations for authorization to charge the American Express Car Rental Business Travel Account (CRBTA).
An employee may purchase additional insurance for travel within California and Continental U.S. offered by the car rental agency; however, if additional insurance is selected, the insurance may not be charged to the American Express (CRBTA) and the employee will not be reimbursed for this expense.
Present a valid Driver's License and travel agency itinerary when picking up the rental car.
Submit original itemized receipt with Travel Expense Claim to Travel Operations, CP-300.

Option 3: Rent a car from Enterprise Rent A Car using a University-Issued Procurement Card. (Travel is only available within California and out of state)

Car Rental Agency	Telephone Website	CSUF Corporate Number	Base Rates for compact vehicles within CA	Continental U.S. rates	New York rates
Enterprise Rent A Car	(800) 228-2325 www.enterprise.com	NA30CSF	$32.39	$38.84	$50.39

NOTE: The Procurement Card must be issued in the traveler’s name to rent a car from Enterprise.

To make a car reservation with Enterprise Rent A Car:

Submit an approved Travel Authorization 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).
Contact Enterprise Rent A Car or access the Enterprise website.
Pay for the vehicle using a University-issued Procurement Card
Provide the CSUF Corporate Number: NA30CSF and the first 3 characters of the Account's name: CSU
An employee may purchase additional insurance offered by Enterprise Rent A Car; however, if additional insurance is selected, the insurance may not be charged to the Procurement Card and the employee will not be reimbursed for this expense.
Present a valid Driver's License and Procurement Card when picking up the rental car.
Submit a copy of itemized receipt with Travel Expense Claim to Travel Operations, CP-300.
Submit original itemized receipt with Procurement Card statement.

NOTE FOR ALL OPTIONS:

Enterprise Rent A Car is the primary vendor. In the event that Enterprise is unable to provide a vehicle, the secondary vendors, Alamo or National must be used.
If an employee chooses not to use any of these three options to rent a car, the employee's personal automobile liability insurance is primary.
- If an employee rents a car using a Procurement Card from any other rental car company other than Enterprise, the employee's personal automobile liability insurance is primary.
- If an employee rents a car using a personal check, personal credit card or cash, the employee's personal automobile liability insurance is primary.
For options 1 and 2, the employee’s personal automobile liability coverage will be primary if the Corporate Number is not referenced when making a car rental reservation from Enterprise (DBCALIF), Alamo (191259), or National (5400321).
For option 3, the employee’s personal automobile liability coverage will be primary if the CSUF Corporate Number is not referenced when making a car rental reservation from Enterprise (NA30CSF).
The insurance provided by these three options is void if, among other things, an employee drives while under the influence of drugs or alcohol, or operates outside of their normal course and scope of work, or a non-authorized driver operates the rental vehicle.
The insurance provided by these four options, does not apply to car rentals driven on personal business.

If travel will occur by state vehicle:

Provide the traveler's California Driver's License number and auto license number on the Travel Authorization form.

Employees who drive a state vehicle on University business are required to attend the Defensive Driver Training and submit the following completed form to the appropriate office:

AUTHORIZATION TO OBTAIN DRIVING RECORDS FROM THE DEPARTMENT OF MOTOR VEHICLES Form (INF 254). Obtain the INF 254 form from University Police (ext. 3002) or the Environmental Health and Instructional Safety web site:
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 (box #2 - Driver's License Number, box #3 - Birth Date, box #5 - Name, and box #7 Address, City, State, and Zip Code).
Defensive Driver Training Requirements
To enroll in a Defensive Driver Training (DDT) class, contact Environmental Health and Instructional Safety (ext. 2124) for the next scheduled training session or the Environmental Health and Instructional Safety web site:
Defensive Driving Training Requirements

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