California State University Northridge
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Things to do Before - During - and After Your Trip:
BEFORE YOUR TRIP:
- Familiarize yourself with the Travel Manual.
- Review the Procedures for Approval of Academic Travel.
- Prepare a Request for Approval of Travel Form with your department's approval. This will be kept in the department unless an advance is needed.
- If an advance is needed, submit a Request for Travel Advance Form as well as the original Request for Approval of Travel Form.
Travel advances include registration or conference fees, lodging, and reimbursement limits (per diem rates). Travel advance requests should be submitted to Accounts Payable at least 5 days before the advance is needed.
Note: Once your Travel Request has been completed and approved by your department, forward any out-of-state registration fees over $500.00 and International Travel to your appropriate VP. For registration fees over $500 and International Travel, see HR 2006-25, CSU Policy and Procedures Governing Travel and Relocation Expense Reimbursement. - AIR TRAVEL (Public or Private): If traveling by air, make travel arrangements through one of our three approved Travel Agencies.
- CAR RENTAL ARRANGEMENTS: If necessary, you may use the DGS (Department of General Services) card for instate travel only, and the American Express corporate card. These are the only acceptable forms of payment. Car Rental Arrangements can also be made with the approved travel agencies and charged to the Car Rental Business Travel Account (CRBTA). Commercial Car Rental Contract: http://www.documents.dgs.ca.gov/osp/sam/mmemos/mm06_02.pdf
- PRIVATELY OWNED VEHICLES: Get authorization to use a personal vehicle for State Business. Make sure your department has the Authorization to Use Privately Owned Vehicles for State Business Form (STD261) on file.
- AMERICAN EXPRESS CORPORATE CARD: Before your trip, for expenses charged to your American Express Corporate Card, submit an American Express Travel Reimbursement Form.
Original statement and detail of charges must accompany the form. (Original receipts must be included when the travel expense claim is submitted for reimbursement)
RECAP: FORMS TO SUBMIT BEFORE YOUR TRIP:
- Request for Approval of Travel
(Everyone must fill out this form, even if they will not be claiming any expenses.) - Request for Travel Advance
(complete this form if you wish to receive an advance on conference fees, airfare, or other travel expenses. Be sure to submit this form at least 5 days prior to the day that you need the advance check.) - Car Rental Contract Information
- Authorization to Use Privately Owned Vehicle for State Business
(You may get this form from your department and submit it to Accounts Payable if you are using your own vehicle for State Business.) - Fill out the applicable forms and then print them.
(Always make an extra copy for yourself!)
DURING YOUR TRIP:
- KEEP TRACK OF YOUR DAILY EXPENSES: The Travel Expense Itemization Worksheet should be used to keep track of daily expenses. this can also be used to submit to the individual who is responsible to prepare your Travel Expense Claim Form (STD262).
- SAVE ALL OF YOUR RECEIPTS: Hotel folios (sec. 105A1a), Registration receipts, and any meals over the reimbursement limit (per diem amount). (sec. 110A2) must provide itemized receipts.
EXPENSE CLAIM INFORMATION:
- Air Travel (Public, Private and Rented Aircraft)
- American Express Corporate Card
- Approved Travel Agencies
- Approval of Academic Travel
- Contracting for Subsistence Expenses
- Conventions, Conferences and Business Related Meetings
- Fares, Tolls and Parking Fees
- Hotel/Motel Transient Occupancy Taxwaiver (Exemption Certificate for State Agencies)
- Insurance Requirements
- Meals and Lodging
- Mileage Allowance
- Mileage Only Expenses
- Moving and Relocation Expenses
- Transportation Information
- Using Your Own Vehicle
TRAVEL FORMS:
- American Express Travel Reimbursement Form
- Authorization to Use Privately Owned Vehicle for State Business
- Hotel/Motel transient Occupancy Waiver Exemption Certificate for State Agencies
- Information Change Form
- Insurance & Risk Forms (Insurance, Liability, etc.)
- Mileage Only Claim Form (Don't forget your Vehicle License Number!)
- Request for Approval of Travel Form
- Request for Travel Advance Form
- Travel Expense Claim Form
- Travel Expense Claim Form Directions
- Travel Expense Itemization Worksheet
AFTER YOUR TRIP:
- Submit a Travel Expense Claim Form (STD 262) along with all of your original receipts. (Be sure to include expenses for all advances. Accounts Payable tracks all advances issued against a Request for Approval of Travel.) Upon submission of your travel expense claim, Accounts Payable will deduct all advances from the total of your travel expense claim.
Travel Expense Claim Form Directions - Be sure you convert your International expenses to US currency. You may use the International Currency Converter for this purpose.
Optional: Include a copy of the conversion printout with your claim.