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Using Your Procurement Card For Travel

Revised: February 7, 2007

Before incurring any travel expenditures with a University Procurement Card, the travel must be pre-approved. You may obtain approval for travel expenditures by one of the following methods, depending on who is traveling:

  • University employees (Faculty/Staff, Student Assistants, Graduate Assistants & Teaching Associates: by submitting a Travel Authorization form with all approvals to Travel Operations and receiving the travel authorization number (TR#)
  • Students: a Grant Letter, the details of what is included in a Grant Letter is available by going to the student travel webpage.
  • Official University Guests: by submitting an approved Directive 11

To obtain a Travel Authorization number, submit a Travel Authorization form with the appropriate approvals and supporting documentation to Travel Operations (CP-300). All travelers must comply with established CSU and CSUF travel procedures. Upon the return from a trip, the traveler is required to submit a Travel Expense Claim form to CSUF Travel Operations (CP-300) within 60 days of completion of travel and in accordance with current CSUF travel reimbursement procedures.

Travel Authorization Number

Upon approval, the traveler and the preparer will receive their Travel Authorization number by email. This number must be entered within PaymentNet to identify travel-related charges when you are reconciling your statement online.

Travel-Related Procurement Card Purchases

A University Procurement Card may be used for:

  • conference registration,
  • airline tickets,
  • rental cars, shuttle, taxi,
  • lodging (room rate and tax) for travel greater than 25 miles from the primary workplace [lodging for interview candidates is excluded from this restriction]
  • certain miscellaneous business expenses with proper approvals.

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 (except with official University Guests). Upon return to CSUF, travelers must submit a completed and approved Travel Expense Claim to Travel Operations (CP-300) for reimbursement. The traveler will be reimbursed by CSUF subsequent to their travel and the submission of approved Travel Expense Claim and required receipts and documentation.

Personal expenses such as gift items, in-room movie rentals, personal phone calls, and room service are not authorized and may not be charged to the Procurement Card. Detailed instructions for the University's Travel Procedures are available on the Travel Operations web site.

Reconciling Your Monthly Statement

Conference Fees and Registration

  • Obtain a receipt or email confirmation from the conference.
  • When reconciling your Procurement Card packet:
    • Submit the original conference receipt or email confirmation with your Procurement Card packet.
    • Within SAM™, on the Transaction Detail screen, provide the Travel Authorization number in the TR# field.
    • In the "Notes" section of the Transaction Detail screen, please write in "For Conference Registration."
  • For detailed Travel procedures and instructions on completing travel documents, please refer to the Travel Operations web site.

Airfare

  • Please retain the original airline passenger ticket receipt or email confirmation showing the total cost, type of payment and itinerary.
  • When reconciling your Procurement Card packet:
    • Submit original airline passenger ticket receipt or email confirmation with your Procurement Card packet.
    • Within SAM™, on the Transaction Detail screen, provide the Travel Authorization number in the TR# field.
    • In the "Notes" section of the Transaction Detail screen, please write in "For Travel-Related Airfare."
  • For detailed Travel procedures and instructions on completing travel documents, please refer to the Travel Operations web site.

Lodging Expenses (for travel greater than 25 miles from primary workplace, excluding interview candidates)

  • Please retain your original hotel folio showing amount charged to the procurement card as your receipt. 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 are to be paid by the traveler.
  • When reconciling your Procurement Card packet:
    • Submit the original hotel folio with your Procurement Card packet.
    • Within SAM™, on the Transaction Detail screen, provide the Travel Authorization number in the TR# field.
    • In the "Notes" section of the Transaction Detail screen, please write in "For Travel-Related Lodging."
  • For detailed Travel procedures and instructions on completing travel documents, please refer to the Travel Operations web site.

Meals while on Travel with Official University Guests

  • Please retain the original, itemized receipt from the restaurant.
  • When reconciling your Procurement Card packet:
    • Submit the original itemized receipt with your Procurement Card packet.
    • Within SAM™, on the Transaction Detail screen, provide the Travel Authorization number in the TR# field.
    • In the "Notes" section of the Transaction Detail screen, please write in "Meal with official university guest while on travel."
    • Submit a Directive 11 form for the expense with your Procurement Card packet, and a copy for your travel expense claim.
  • For detailed Travel procedures and instructions on completing travel documents, please refer to the Travel Operations web site.

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