Remember to put your own text here (same as alt text)Please refer to memo HR Letter 2007-20. This memo is the CSU Policy and Procedures Governing Travel and Relocation Expense Reimburse.
1. What are the per diem allowances?
The per diem allowances for each complete 24-hour period are as follows:
| Breakfast | $ 10.00 |
| Lunch | $15.00 |
| Dinner | $25.00 |
| Per Diem | $ 5.00 |
2. When can breakfast be claimed?
For a trip with a duration of 24 hours or less, breakfast can be claimed if the traveler leaves prior to 7:00 a.m.
3. Can I claim lunch for a one-day trip:
For a trip with a duration of 24 hours or less, lunch cannot be claimed.
4. When claiming mileage, do I measure from headquarters or home?
Mileage must be claimed from the lesser of the two locations.
5. When opting to drive instead of flying, do I claim mileage?
The traveler must claim the lesser of the two amounts. The limit of the claim may not exceed the cost of the airfare.
6. Is there a per diem allowance for hotel costs?
Per memo HR 96-11 dated June 21, 1996 , the per diem allowance for hotel stays has been released. The traveler must use discretion and select a hotel rate within reason. When submitting a travel expense claim, the hotel must be substantiated with an itemized receipt.
7. How do I apply for an American Express credit card?
Request application from University Financial Services, fill out, and return to Sylvia Nguyen. Within five (5) working days American Express will send your new card to you.
8. Who can receive travel advances?
The University no longer issues Travel Advances. Reduced staffing in the Accounts Payable department has significantly impacted the turnaround time to process travel expense claims. The department will focus its resources on regular claims processing, keeping turnaround times as rapid as possible. Travelers are advised to submit their expense claims as soon as possible after the conclusion of the trip and are encouraged to apply for the American Express Government Card for use while traveling on official university business. Travelers are also reminded that registration fees and airline tickets can be paid in advance of their trip by completing a purchase requisition and attaching the applicable registration form or travel agency invoice. These documents will be processed by University Financial Services Accounts Payable department for payment directly to the vendor. Questions regarding this change can be directed to Nancy Shroyer x2029.
9. Can any car rental agency be used?
No, Management Memo 06-02 announces the new primary and secondary contracts between Enterprise Rent A Car (Primary) and Vanguard Car Rental USA (Secondary) (Parent company of Alamo and National) and the State of California. you must use the but you or your department may become personally liable. In order to be covered by the State's Self-Insurance program, you must use one of the following contracted companies and pay by the American Express Government Card or use the General Services Blue Card (checked out at the Travel Desk, University Financial Services)
10. What is the mileage reimbursement rate?
HR Letter 2007-20 revises the standard business mileage reimbursement rate to 50.5 cents per mile, effective January 1, 2008 .
Mileage rates for2007-2008:
Travel beginning January 1, 2008.........50.5 cents per mile
Travel beginning January 1, 2007........ 48.5 cents per mile
11. Is it necessary to submit a travel claim if the only expense is an advance for registration fees?
Yes, an expense claim must be submitted if any type of advance was issued. The exception would be car rental expenses that are charged to one of our DGS cards.
12. Who can I contact with travel related questions?
For additional information on travel, please contact Nancy Shroyer in University Accounting Services at extension 2029 or nlshroyer@csupomona.edu.
13. How long does it take to get a travel advance?
The university no longer issues travel advances.
14. How long does it take to get a travel expense claim reimbursement?15 working days.
15. What is a DGS card and when can I use it?
It is a State issued credit card to be used for contracted rental cars and official State Travel.
16. Can I combine a business trip with a couple days of personal travel?
Yes, but only the business portion of the trip will be reimbursed. Traveler must indicate personal days.
17. Can a registration fee be paid with my department procurement card or should I include the registration amount in my travel expense claim?
No, the Procurement Card is not to be used for travel related items - conference fees, registration, etc. Travelers are also reminded that registration fees and airline tickets can be paid in advance of their trip by completing a purchase requisition and attaching the applicable registration form or travel agency invoice. To be reimbursed after the event, submit an Authorization to Travel form with a Travel Expense Claim and paid receipts.
18. Does a travel request form need to be prepared for ticketless air fare only?
Yes, a travel request should be prepared for all travel. (Liability issue.)
19. Can a Requisition Form be used to pay Travel Expenses?
A requisition form may be used to request payment to vendors for conference registration fees and airfare, particularly for multiple registrants. This form is submitted to UAS Accounts Payable for processing as a Direct Payment. No purchase order numbers are assigned to travel-related expenses. A copy of the requisition should be included with the traveler's expense claim so that there is no request for duplicate payment of conference registration fees or airfare.
