Remember to put your own text here (same as alt text)Travelers are encouraged to apply for the American Express Corporate Travel Card. This card, which has no individual membership fee, allows employees to charge any business-related travel expense. Employees will normally have 30 days from the time their statement is issued to pay outstanding charges.
For information on how to apply for an American Express Corporate Travel Card, please contact Helen Lee at helenlee@csupomona.edu or please fill out the American Express Government Card Application for State of California and submit to University Financial Services, Bldg. 98, B1-113.
Use of the American Express Travel Charge Card supports the State's efforts for negotiating the best possible rates through the comprehensive management information reporting of vendor usage. An effective and efficient means of managing business travel expenses, resulting in a reduction in administrative costs, increased control over travel expenses, and extended float on travel funds.
State Government Benefits
Additional American Express Traveler Benefits
All employees traveling on official state business must complete and submit an " Authorization to Travel on State Business " form through their line organization to the:
This form must be completed and approved prior to traveling. As a reminder, individuals may not approve their own travel documents, reimbursements, or expense claim forms.
Travel requests must be submitted on an Authorization to Travel on State Business form. All travel requests should include an estimate of cost and source of funds (state, foundation, contract, etc.) This provides a firm understanding as to the expenses that can be reimbursed by the University.
When it is necessary for employees to conduct official state business during a meal, they may be reimbursed for the actual meal expenses up to the maximum of $10.00 for breakfast, $15.00 for lunch, and $25.00 for dinner.
In order to claim reimbursement, employees must certify that the circumstances surrounding the meal were beyond their control, and that it was impractical to complete the business during normal working hours. If the conduct of business is incidental to a meal, reimbursement for meal expenses is prohibited.
Effective January 1, 1999 , all meal reimbursements for daily travel of less than 24 hours are taxable and reportable income. The reimbursements are subject to Federal and State Income and applicable Social Security/Medicare taxes
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. The rates provided below are for compact vehicles Nationwide. Details of the contract including terms and conditions, definitions, scope of work, daily and weekly rates, and other class vehicle rates, etc., maybe found at the links below.
State Commercial Car Rental Contractors:
Primary Vendor:
Enterprise Rent A Car
Base Rate: $32.39
Maximum Rate: $38.84
Secondary Vendor:
Vanguard Car Rental USA
Base Rate: $33.90
Maximum Rate: $80.75
Maximum Rate - rates valid nationwide excluding New York.
Vanguard Car Rental USA provides an on-line application where government employees enroll in the National Emerald Club or Alamo Quick Silver prior to travel.
Contractor Representatives Toll-Free Reservation Numbers and Corporate ID Numbers
Enterprise Rent A Car |
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Vanguard Car Rental USA |
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Commercial Car Rental Periods and Authorizations:
The Commercial Car agreement has been established to meet the short-term travel needs of State employees on official state business. This agreement is limited to a rental period of 7 days. Should a traveler require a rental period longer than 7 days, not to exceed a maximum of 21 consecutive calendar days, the Statewide Travel Program Administrator must be contacted for prior approval.
For further information or to arrange approval, contact: Donna Carey, Statewide Travel Program Administrator DGS Office of Fleet Administration (916) 327-2068 Donna.Carey@dgs.ca.gov
Rental periods over 21 consecutive calendar days require prior approval from the Statewide Mobile Equipment Coordinators. Long-term rentals constitute an increase in the State fleet and are subject to analysis to ensure the most cost-effective method is utilized.
Are you covered by University (State) Insurance?
To be covered under the University's self-insurance program when you rent a car in the course of conducting university business, you must use either the primary or secondary vendor contracted with the State of California and pay for the car rental with either an American Express Corporate Card (obtained through University Financial Services) or with the department of General Services Blue Card (obtained from the travel desk in University Financial Services). If you are covered under the University's self-insurance program, do not purchase the insurance waiver offered by the car rental company. You will not be reimbursed for the cost of coverage.
If you are unable to use one of the contracted carriers and/or are unable to utilize the required method of payment, your personal coverage will apply. Depending on your personal automobile coverage, you might want to consider the purchase of insurance from the car rental agency under these circumstances (please check with your insurance agent). Please keep in mind that if you do elect to purchase insurance coverage, travel regulations do not permit the campus to reimburse you for the cost of the coverage.
Please see Management Memo 06-02 of the State Administrative Manual for the Commercial Car Rental Contract.
For additional information or clarification, please contact Nancy Shroyer in University Accounting Services at: nlshroyer@csupomona.edu.
Extension: (909) 869-2029
Fax:: (909) 869-4223
Location: Building 98, B1-113
For additional information on insurance, please contact Sharon Reiter, University Risk Manager at: slreiter@csupomona.edu
Phone Number: (909) 869-4846
Fax: (909) 869-2926
Location: Building 98, B1-35
All Travel regulations are established by the CSU Board of Trustees and implemented by the Office of the Chancellor, California State University . Travel regulations are published in "Internal Procedures Governing Travel Expenses and Allowances - all CSU Employees" (HR 2007-20).
Qualifying Travel Expenses
Note : All travel expenses (except parking under $10, per diem meals, and business phone calls under $5) must be supported by an original, itemized receipt (not a credit card receipt). All receipts should be marked "paid", or show a zero balance.
For the most recent information for:
For additional information or clarification, please contact Helen Lee on ext 2014 or helenlee@csupomona.edu
Breakfast
$10.00 - Travel begins before 7 a.m. or ends after 9 a.m.
Lunch
$15.00 - Travel begins at or before 11 a.m. or ends after 2 p.m.- if travel is less than 24 hours, lunch cannot be claimed (see business related meals).
Dinner
$25.00 - Travel begins before 4 p.m. or ends after 6 p.m.
Incidentals
$ 5.00 - Up to $5 may be claimed for each complete 24-hour period of time. Incidentals cover personal calls, tips, etc.
All meal reimbursements for daily travel of less than 24 hours are taxable and reportable income. The reimbursements are subject to Federal and State Income and applicable Social Security/Medicare taxes.
HR Letter 2008-10 revises the standard business mileage reimbursement rate to 58.5 cents per mile, effective July 1, 2008.
Mileage rates:
Travel beginning July 1, 2008 .............58.5 cents per mile
Travel beginning January 1, 2008 ......50.5 cents per mile
Travel begining January 1, 2007 ........48.5 cents per mile
Travel Expense Claim Forms:
Travel Expense Claim (Std 262) for travel beginning
July 1, 2008.
Travel Expense Claim (Std 262) for travel beginning January 1, 2008.
Travel Expense Claim (Std 262) for travel beginning January 1, 2007.
Travel Advances were discontinued effective July 12, 2004. Reduced staffing in the Accounts Payable department has significantly impacted the turnaround time to process travel expense claims. To address this problem, the university will no longer issue travel advances. Instead, 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 Accounting Services Accounts Payable department for payment directly to the vendor. Questions regarding this change can be directed to Helen Lee on extension 2014 or helenlee@csupomona.edu.
Complete the "Authorization to Travel on State Business " form. This form serves several purposes:
WHILE TRAVELING - Remember to obtain receipts. Request an itemized receipt for all expenses (except parking under $10, per diem meals, and business phone calls under $5.) Please submit an original, itemized receipt, not a credit card receipt. Receipts should be marked "paid", or show a zero balance.
When arranging for transportation or hotel accommodations, ask for the State rate.
For overnight lodging in the State of California a " Claim for Exemption from Transient Occupancy Tax " should be completed and submitted to the hotel at the time of check-in.
Remember, the University cannot reimburse employees if they elect to purchase additional insurance on rental vehicles.
Airlines
Southwest Airlines
United Airlines
Currency Converter
International Currency Converter
Mileage Computation
Mapquest.com
Mapblast.com
Road Conditions
Caltrans Highway Conditions
Travel Guide
American Express/State of California
Any employee driving a private vehicle on official State business must possess a valid drivers license appropriate to the type of vehicle driven, and must ensure that all occupants of the vehicle use safety belts. In addition, employees must be covered by liability insurance of at least $15,000 per person in the event of injury or death, and at least $5,000 for property damage.
Employees who operate their private vehicle on official State Business can claim mileage as reimbursement for the use of the vehicle.
Please e-mail your comments to helenlee@csupomona.edu
