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Cal Poly Pomona

Travel Information

What's New...

Enterprise Rental Car new

A new Travel Bulletin, 14-01, has been issued by the State Department of General Services (DGS). This Travel Bulletin announces the extension of the contract with Enterprise and incorporates short-term and long-term rate changes for 2014.

New Travel Rates

The maximum rate for in-state and out-of-state travel, including Alaska, Hawaii and US possessions is $175 per night, excluding taxes. This rate is effective for business travel occurring on or after April 1, 2013. Maximum Limits for Reimbursing the Cost of Lodging.

New Mileage Rates new

Standard mileage rate for business travel occurring on or after January 1, 2014 will be 56 cents per mile. Mileage Reimbursement Rate for 2014.

Standard mileage rate for moving and relocation occurring on or after January 1, 2014 will be 23.5 cents per mile.

Travel form

The Authorization to Travel form has been updated.

Travel Procedures

The Chancellor’s Office has updated their travel procedures and regulations - CSU Travel Procedures and Regulations G-001.  

Meal Reimbursements - Effective April 1, 2011, reimbursement for meals will be for the actual cost of the meal to a maximum of $55/day.  Any meal of $25 or more will require a receipt.  Reimbursement for incidental expenses is increased to $7 per day (from $5).  Original and itemized receipts are required for reimbursements of expenses of $25 or more.  Receipts are not required for expenses less than $25.

Meals associated with travel to Alaska, Hawaii, US Possessions and all foreign destinations will be reimbursed in accordance with the Federal Maximum Travel Per Diem Allowances for Foreign Areas published by the U.S. Department of Defense and receipts will not be required.  Lodging in international destinations will be reimbursed in accordance with the Federal Maximum Travel Per Diem Allowances for Foreign Areas published by the U.S. Department of Defense and receipts will not be required. 

The maximum lodging rate for in-state and out-of-state travel, including Alaska, Hawaii and US possessions is $175 per night, excluding taxes. This rate is effective for business travel occurring on or after April 1, 2013.

Please review the revised procedures at CSU Travel Procedures and Regulations G-001 .  The revised procedures provide clarification and define the role of those involved in the travel approval and reimbursement process.  Accountability for the appropriate expenditure of university funds for travel is assigned to the traveler and approving authority. 

Questions can be directed to Laurie Hamilton (travel desk) at ext 2018, Helen Lee (accounts payable lead) ext 2014, or Al Viteri (Director) at ext. 2009.

Highlights for Travel Procedures and Regulations

Here are a few of the highlights to our new travel procedures and regulations.

Planning your Trip

Before the trip:

  • Authorization to Travel on State Business (form F-2963-05)
  • Approval from appropriate next level supervisor (MPP)
  • International Travel (please see International Travel Procedures)
  • Prepaid travel expenses
  • Use American Express Personal Liability Travel Card for hotel reservation, conference fees, airline tickets and car rental.
    • Hotel Reservacations
    • Car Rental Reservations (Enterprise Rent A Car)
    • Purchase airline ticket (AMEX)
    • At time of check-in online for flight, print boarding pass.

On the Trip:

  • If lodging in California a Claim for Exemption from Transient Occupancy Tax form should be completed and submitted to the hotel at the time of check-in for waiver of the tax fee.
  • Obtain itemized receipts (any expense of $25.00 or more)
  • Request a zero balance receipt (paid) from the hotel at front desk when check-out
  • Request a zero balance receipt (paid) from car rental company
  • Print your boarding pass at the hotel

After the Trip:

  • Submit your  travel expense claim within 30 days of trip with the following:
    • Authorization to Travel form (F-2963-05)
    • Travel Expense Claim form
    • All itemized receipts
    • Supplemental documents (receipts) if applicable

You need to be prudent when booking hotel, airfare, and car rental.  In other words use the most economical method.

Authorization to Travel on State Business

Complete the "Authorization to Travel on State Business " form.  This form serves several purposes:

  • When approved, the traveler now has authorization to travel.
  • Department retains the form until trip is completed and submits with Travel Expense Claim form, all paid receipts, and conference program.
  • For any travel-related direct pays, you will need to submit a copy of your authorization form.

Approvals and funding

Submit your Authorization to Travel on State Business form through your line organization to the:

  • Next level supervisor (MPP) for in-state travel;
  • Next level supervisor (MPP) for out-of-state travel;
  • President or his designees for all international travel.

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.

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.

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The American Express Personal Liability Travel Charge Card Program

Travelers are encouraged to apply for the American Express Personal Liability Travel Card.  This card, which has no individual membership fee, allows employees to charge any business-related travel expense (airfares, hotel, car rental, registration fees, etc.). We can only reimburse "prepaid expenses" before your trip if you use the American Express Personal Liability Travel Card.

For information on how to apply for an American Express Personal Liability 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 Accounting Services, Bldg. 98, B1-113.

Once you receive your AMEX Personal Liability Travel card, you need to register your card online.  Your monthly statement will be available ONLINE only.  No paper monthly statement will be mailed to your home.

The cardholder will be billed directly from American Express for all expenses charged to the card.  The cardholder is personally responsible for paying all charges on the card.  The University will not reimburse or pay late fee charges incurred in connection with this travel charge card. 

Upon separation of employment, the American Express Personal Liability Travel card must be relinquished to the employee’s department or returned to University Accounting Dept. Bldg 98, room B1-113.

Use of the American Express Personal Liability Travel 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

  • Eligible for State of California negotiated airline fares.
  • Eligible for State of California car rental discounts.
  • Participation in the State of California Lodging Program. 
  • Exemption of hotel Transient Occupancy Tax.

Additional American Express Traveler Benefits

  • 24 hour World Wide Customer Assistance Center .
  • $200,000 business Travel Accident Insurance from door to door.
  • 1,700 Travel Service Offices worldwide for travel assistance.
  • Emergency medical and legal referral services worldwide.
  • 24-hour Government Corporate Card replacement service.
  • Over 4 million establishments accepting your Card worldwide.

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Prepaid Travel

You have several alternatives to prepay some of your travel expenses by selecting one of the following: the American Express Personal Liability Travel Card, personal credit card, or Direct Pay.

American Express Personal Liability Travel Card is the preferred method of prepayment for airfares, hotel, car rental, and conference or registration fees. If you use this method, you can be reimbursed prior to travel following the standard travel expense claim procedures.

Personal Credit Card - You could use your own personal credit card, however, the university cannot reimburse those expenses until after travel has been completed due to internal control. (For State contracted rate for rental car, please use the state American Express Personal Liability Travel card).

Direct Pay - Alternatively, prepayment of airfare and/or conference registration fees may be made utilizing the direct pay process. Accounts Payable can send a payment by check directly to the conference or travel agent on the traveler's behalf.

NOTE: In all cases, prepaid items must be included and reconciled on the final travel expense claim.

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Overnight Lodging

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 for waiver of the tax fee.

When arranging for transportation or hotel accommodations, ask for the State rate.

The maximum lodging rate for in-state and out-of-state travel, including Alaska, Hawaii and US possessions is $175 per night, excluding taxes. This rate is effective for business travel occurring on or after April 1, 2013.

You need to be prudent when booking hotel, airfare, and car rental.  In other words use the most economical method.

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Car Rental Information 

A new Travel Bulletin, 14-01, has been issued by the State Department of General Services (DGS) extending the commercial car rental services contract with Enterprise.

Travel Bulletin 13-08R announces that additional ID is required when picking up a rental vehicle from Enterprise.  Travelers should be prepared to present two forms of identification to ensure a smooth delivery of service.  This new requirement is effective immediately. 

Travel Bulletin 13-01 announces the new primary and secondary contracts between Enterprise Rent A Car (Primary) and National Car Rental (Secondary) and the State of California.  The rates provided below are for compact vehicles nationwide.  For details of the contract including terms and conditions, definitions, scope of work, daily and weekly rates, and other class vehicle rates, etc., please contact Helen Lee at helenlee@csupomona.edu.

  • Fuel - The traveler must return the vehicle with the same level of fuel that the vehicle had when it was picked up, or Enterprise will charge market fuel prices.
  • Payment method- The traveler has options on how to pay for the state contracted rental card.  The traveler can either pay for it by himself/herself with the American Express Personal Liability card or request Enterprise to bill the University directly.

State Commercial Car Rental Contractors: revised

Primary Vendor for In-State Travel
Short term Rental Rates (less than 30 days):

Subsidiaries of Enterprise Holdings, Inc.
Base Rate: $31.46 for compact and intermediate
Acct # XZCA000 Code: CAL

Primary Vendor for In-State Travel
Long term Contract Rentals (30 days or more):

Subsidiaries of Enterprise Holdings, Inc.
Base Rate: $18.18 for compact and intermediate

Secondary Vendor for Out-of-State & International:
National Car Rental

Maximum Rate - rates valid nationwide excluding New York.

For booking State business travel reservations, please contact the University Travel Desk at extension 2018 or 2014 (to avoid fraud charge on State's account, call the Travel Desk for business account number).

Rental car for personal use at discounted rate from Enterprise Rent-A-Car is available to employees.

National Car Rental provides an on-line application where government employees enroll in the National Emerald Club prior to travel.

Contractor Representative Toll-Free Reservation Numbers.

Enterprise Rent A Car
Lisa Holmes
199 North Sunrise Ave
Roseville, CA  95661


(916) 787-4733
(866) 788-7053 Reservations

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: Bahia Abdallah, Statewide Travel Program Specialist, DGS Statewide Travel & Meeting Management Program. Bahia can be contacted at (916) 376-3990; fax (916) 376-3999 or Bahia.abdallah@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?

For insurance coverage purposes, an official University business trip begins when the traveler leaves his/her residence or normal work location, whichever occurs last, and ends when the traveler returns to his/her residence or normal work location, whichever occurs first

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 an American Express Personal Liability Travel Card (obtained through University Accounting 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.

For additional information or clarification, please contact Laurie Hamilton in University Accounting Services at: lmhamilton@cpp.edu.

Phone Number: (909) 869-2018
Fax:  (909) 869-4223
Location:  Building 98, B1-113

For additional information on insurance, please contact Valerie Eberle, University Risk Manager at: vjeberle@cpp.edu

Phone Number:  (909) 869-4846
Fax:  (909) 869-2926
Location:  Building 98, B1-35

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Use of Private Vehicle 

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.

You also must have satisfactorily completed a CSU approved defensive driving course and 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 12 month period.

Appropriate campus officials are responsible for requiring that employees have adequate liability insurance coverage. You must have a current Privately-Owned Vehicle Insurance Certificate form STD 261 on file with your supervisor.

The minimum prescribed liability insurance coverage is as follows:

  • $15,000 for personal injury to, or death of, one person
  • $30,000 for injury to, or death of, two or more persons in one accident;
  • $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.

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Receipts

Remember to obtain all receipts.  Request an itemized receipt for all expenses of $25 or more. Please submit an original, itemized receipt, not a credit card receipt.  Receipts should be marked "paid", or show a zero balance.

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Travel advances

Travel Advances were discontinued effective July 12, 2004.

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Cancellation of Travel

If your travel is cancelled and you have received prepayment reimbursement, the fund must be returned to the originating travel expense account.  The fund cannot be used for any other purchases.

CSU Travel Regulations

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 the "Integrated CSU Administrative Manual" (Policy Number 3601-01).

Qualifying Travel Expenses

  • Subsistence:  Meal Reimbursement and Lodging
  • Transportation
  • Parking
  • Registration
  • Business Telephone

Note :  All travel expenses of $25 or more must be supported by an original, itemized receipt (not a credit card receipt).  All receipts should be marked "paid", or show a zero balance.

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Submitting your Claim

When you return from your business trip, you will need to fill out the Travel Expense Claim within 30 days of your return.

Travel Expense Claim Forms:

Travel Expense Claim (Std 262) for travel beginning January 1, 2014.

Submit your travel claim to Accounts Payable in the following order:
  • Authorization to Travel (F-2963)
  • Travel Expense Claim (STD 262)
  • Supporting documents (lodging receipt, transportation receipts, boarding pass or baggage claim, business expense receipts). Please submit original, itemized receipts, not a credit card receipt. Receipts should be marked "paid" or show a "zero" balance.

Meal Reimbursement Rates 

The reimbursement of daily meal expenses for travel within the 48 contiguous sates will be based on actual amounts incurred subject to the daily maximum reimbursement cap of $55 per day. Separate meal limits are eliminated. Receipts are required for expenses of $25 or more.

Costs are generally higher in areas outside the 48 contiguous states, including domestic areas such as Alaska, Hawaii and U.S. possessions. Travelers to these areas will receive a fixed amount per diem for meals and incidentals based on the Federal Per Diem rate for destination of travel.

Incidentals

$ 7.00 - Up to $7 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.

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Mileage Rates revised

The Standard Mileage rate for business travel is 56 cents per mile effective January 1, 2014 per 2014 memo.

Mileage rates:

Travel beginning January 1, 2014 56 cents per mile
Travel from April 1, 2013 through December 31, 2013 56.5 cents per mile
Travel from January 1, 2011 through March 31, 2013 50 cents per mile

Business Related Meals

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 daily maximum reimbursement cap of $55 per day.

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

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International Travel

When an employee, faculty or staff, is traveling on State business to a foreign country, see the International Travel Procedures plus the regular travel procedures. Contact Valerie Eberle, University Risk Management (ext. 4846).

The President has to approve all international travel after the requests have gone through the appropriate channels through the Vice President/Provost level.

Travelers to foreign destinations will receive a fixed amount per diem for lodging, meals and incidentals in accordance with the Federal Maximum Travel Per Diem Allowances for Foreign Areas published by the U.S. Department of Defense. Receipts will not be required for reimbursement.

Travel requests to high hazard areas or countries on the U.S. State Department Travel Warning List require underwriter approval and must be reported as soon as practical, but no less than 30 days prior to the planned departure date. For the most current high hazard/travel warning information, please check the State Department website http://travel.state.gov/travel/cis_pa_tw/tw/tw_1764.html.

ALL faculty, student, and staff traveling internationally on CSU business are required to use the California State University Risk Management Authority (CSURMA) Foreign Travel Insurance Program (FTIP).

Discounted Rates

For the most recent information:

  • Travel Bulletin #14-01 - Extends the commercial car rental services contract with the entities of Enterprise Holdings. It also incorporates short-term andlong-term rate changes for 2014 and a new vehicle class type and rates for Zero Emission Vehicles.
  • Travel Bulletin #13-08 - Additional ID is required when picking up a rental vehicle from Enterprise.  Travelers should be prepared to present two forms of identification to ensure a smooth delivery of service.  This new requirement is effective immediately (September 16, 2013). 
  • Travel Bulletin #13-01 extends the short-term commercial rental car contract with Enterprise and National (Term: May 20, 2011 through May 20, 2013). 
  • Travel Bulletin #12-04 announces discounted airfares (Term: July 1, 2012 through June 30, 2013).
  • Travel Bulletin #12-02R announces the new Travel Management Services Provider (Term: May 3, 2012 through April 4, 2013).

For additional information or clarification, please contact Helen Lee on ext 2014 or helenlee@csupomona.edu

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Travel Related Links

Airlines
Southwest Airlines
United Airlines

Currency Converter
International Currency Converter

Mileage Computation
Mapquest.com
Mapblast.com

Road Conditions
Caltrans Highway Conditions

Travel Guide
Travel News California Statewide Government

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Please e-mail your comments to helenlee@csupomona.edu

Updated November 26, 2014

 

Travel Workshop

March and April 2011
PowerPoint Presentation