Remember to put your own text here (same as alt text)What's New...
The Authorization to Travel form has been updated.
The Chancellor’s Office has recently issued revised travel procedures and regulations - CSU Travel Procedures and Regulations G-001. 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.
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 Nancy Shroyer (travel desk) at ext 2029, Helen Lee (accounts payable lead) ext 2014, or Al Viteri (Director) at ext. 2009.
Here are a few of the highlights to our new travel procedures and regulations.
You need to be prudent when booking hotel, airfare, and car rental. In other words use the most economical method.
Complete the "Authorization to Travel on State Business " form. This form serves several purposes:
Submit your Authorization to Travel on State Business form through your line organization to the:
For travel over $1,000, please go to Delegation of Authority for more information.
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.
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
Additional American Express Traveler Benefits
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.
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.
You need to be prudent when booking hotel, airfare, and car rental. In other words use the most economical method.
Travel Bulletin 11-02 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.
Primary Vendor for In-State Travel:
Subsidiaries of Enterprise Holdings, Inc.
Base Rate: $30.00
Maximum Rate: $46.00
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 2029 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 |
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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: 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 Nancy Shroyer in University Accounting Services at: nlshroyer@csupomona.edu.
Phone Number: (909) 869-2029
Fax: (909) 869-4223
Location: Building 98, B1-113
For additional information on insurance, please contact Valerie Eberle, University Risk Manager at: vheberle@csupomona.edu
Phone Number: (909) 869-4846
Fax: (909) 869-2926
Location: Building 98, B1-35
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:
Employees who operate their private vehicle on official State Business can claim mileage as reimbursement for the use of the vehicle.
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.
Travel Advances were discontinued effective July 12, 2004.
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.
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
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.
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, 2010
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 United 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.
The Standard Mileage rate for business travel will remain at $0.50 cents per mile per 2012 per memo.
https://www.calstate.edu/FinancialServices/codedmemos/2010/
Mileage rates:
| Travel beginning January 1, 2011 | 50 cents per mile |
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
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.
For the most recent information:
For additional information or clarification, please contact Helen Lee on ext 2014 or helenlee@csupomona.edu
Airlines
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Currency Converter
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Mileage Computation
Mapquest.com
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Road Conditions
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Travel Guide
Travel News California Statewide Government
Please e-mail your comments to helenlee@csupomona.edu
