Travel How to

Overview | How to | Policies | Resources | Forms | Contacts

Step-by-step instructions for tasks related to CSU travel.


What form do I use for approval to travel on university business?

The Travel Request & Claim Form serves as both the Travel Request (to be completed prior to travel) and the Travel Claim (to be completed after travel has occurred).

Request-Claim

  • Two columns (Anticipated Expenses & Requested Budget) to be used for travel Requests.
  • Two columns (Payment type & Actual Claim) to be used for Travel Claim.

Meal Report

Each meal listed must have an itemized receipt attached.

  • One section for all meals paid with the Travel PCard (TPC)
  • One section for all meals paid personally.

Mileage Report

Reimbursement shall be made for mileage expenses incurred between the campus and the assignment location, or home and the assignment location, whichever is less.


What is required on the Travel Request?

Travel Information Section

REQUESTOR/TRAVELER

The name of the person who will be traveling.

ADDRESS or DEPARTMENT

Department should be entered for Travel Requests-Claims submitted by University employees. Address should be entered for non-University employee travel.

EVENT and/or PURPOSE

Identify why the travel request is being submitted (e.g., Conference, Training, and Student Outdoor Adventure). Include the full name of the event and sponsoring organization.

DESTINATION

Identify the destination city and state. Enter country if travel is international.

DEPARTURE DATE
DEPARTURE TIME
RETURN DATE
RETURN TIME

The dates and times are required to determine the type of costs that can be paid with University funds as per the CSU Travel Policy.

Trip Cost Section

Request Instructions (anticipated expenses and budget columns)

ANTICIPATED COLUMN

Use this column to list all estimated expenses IF the requested funding (Budget) for the travel will be less than the total anticipated costs.

BUDGET COLUMN

Use this column to list all travel expenses that are to be included in the funding request. Authorization for travel funding will be based on the total of this column.

TRANSPORTATION

In the budget column identify the type of transportation by indicating the expected expenditure on the appropriate row (e.g., air travel, vehicle rental, taxi, etc.). If driving a personal vehicle indicate the amount required to reimburse for the miles "to and from" at the reimbursement rate of $0.56/mile.
Mileage Example: 100 miles from home to event and 100 miles return from event calculated as 200 x $0.56 equals $112 entered in the budget column.

 

All travel types other than mileage will require an itemized receipt for filing the Travel Claim.

If renting a vehicle use Enterprise. Provide them with CSU Stanislaus corporate number (DB30S05). The CSU has a negotiated contract for discounted rental rates. If the traveler has a Travel PCard, Enterprise should be paid at the time of the rental using the card. If the traveler does not have a Travel PCard, the traveler should provide Enterprise with the University corporate number (DB30S05) and driver's name for appropriate billing.

LODGING

Lodging reimbursement will be based on the actual cost, not to exceed $175.00 per night, excluding taxes. Determine the actual nightly rate (including all taxes and fees) for the lodging and multiply by the number of nights. Enter the amount in the budget column. When incurring hotel expenses, be sure to carry a blank Hotel/Motel Transient Occupancy Tax Waiver form (Form 236 available on CSU Stanislaus Travel web page http://www.csustan.edu/FinancialServices/Travel/index.html). This form can be used at most California hotels and motels to exempt the traveler from paying hotel transient occupancy tax. If the form is refused, the employee must pay the tax.

MEALS

For each complete 24-hour travel period the traveler is allowed a maximum meal allowance of $55 (State of California rate). Itemized receipts are required for reimbursement and Travel PCard supporting documentation. Alcohol is to be excluded. If hotel in-room meal service was utilized, request an itemized receipt from the hotel. No meal allowance can be claimed for meals provided as part of conference registration. Example: Lunch and dinner are provided as part of the conference so only a breakfast allowance will be reimbursed.

MISCELLANEOUS

CSU policy allows a maximum reimbursement of $7.00/day for incidentals. Enter the total budget for incidentals based on the number of complete 24-hour travel periods.

Business Expense (e.g., copy costs, internet access cost, etc.) reimbursements are allowed with itemized receipts. Estimate any expected expenditures in the budget column.

FEES

Registration and other fees required for this travel event are entered in the budget column. If registration or other fees are paid in advance, enter the amount in the claim column and enter the type of payment (Travel PCard or Personal). Indicate in the "Remarks & Details Section" if any fees are to be paid by Accounts Payable in advance of the travel date. Attach a copy of the conference registration information and details of the conference.

Remarks and Details Section

Enter any specific requests or details that should be known by the Authorizing Signers or by Financial Services-Accounts Payable regarding this travel request. Indicate if any fees are to be paid by Accounts Payable in advance of the travel date. Attach all supporting documentation required for advance payment.

Accounting Section

ACCOUNT

Enter account code 606001for in-state travel and 606002 for out-of-state travel.

FUND

Enter the fund code (e.g., G0106, TMxxx, Cxxxx, etc.) that will be charged for the travel expenditures.

DEPARTMENT

Enter 5-digit department code that will be charged for the travel expenditures.

PROGRAM

If the funding for this travel is to be segregated to a separate area/program within the department, enter the appropriate program code. Program codes must be pre-established in PeopleSoft by Financial Services.

PROJECT

If Grant funding (Cxxxx funds) is to be utilized for this travel, a project code must be entered.

Authorization Section

The signatures on the Travel Request authorize the travel event as being University business, and authorize the expenditure of the budget amount from the University funds identified in the Accounting Section.

REQUESTOR

Print/type the traveler's full name. The traveler must sign and date the Travel Request.

SUPERVISOR/DEPT. CHAIR

This signature is NOT required by Financial Services. This area is available for authorizations that may be required by college or division AVP's/Deans as part of their internal procedures.

AVP or DEAN

Assoc./Asst. Vice Presidents and/or Deans (PI's for Grants) can authorize travel up to $500. No additional signature is required. Print/Type the AVP/Deans or PI's name and obtain signature and date of signing.

VICE PRESIDENT

All travel expenditures of $500 or more must be authorized by the appropriate Vice President (VP over the department identified in the Accounting section). Print/Type the Vice President's name and obtain signature and date of signing.

Travel Request Submittal

DEPARTMENT COPY

The person responsible for the preparation of the Travel Request, and subsequent Travel Claim, should retain the digital copy (Excel document) of the Request. This digital copy will be used to complete the Travel Claim.

A copy of the approved Travel Request document should also be retained. If the traveler used a Travel PCard, a copy of the approved Travel Request will be used for supporting documentation for Travel PCard statements.

FINANCIAL SERVICES COPY

A copy of the approved Travel Request-Claim Form must be received by Financial Services prior to the commencement of travel. The form can be submitted

  • via intra-campus mail or personal deliver to MSR 270
  • via Email (scanned copy) to LMascorro@csustan.edu
  • via FAX to 667-3076


How do I file a Travel Claim for reimbursement?

Trip Costs Section

The Travel Request & Claim Form that was submitted prior to the travel event is to be utilized to enter the Travel Claim (actual expenditures). The column labeled "Payment Type" is used to indicate if the expenditure was paid using a Travel PCard (US Bank Corporate Card) or paid personally by the traveler. The traveler will only be reimbursed for those items paid personally that are supported by an itemized receipt.

Claim instructions (payment type & actual columns)

TRANSPORTATION

All transportation other than mileage: In the actual column to the right of the budget amount enter the actual expenditures for each transportation type. All travel types other than mileage require an itemized receipt attached to the Travel Claim. Indicate if paid by Travel PCard (TPC) or personally (PER) in the Payment Type column.

Mileage: If requesting reimbursement for mileage, complete the Mileage Report worksheet. The total from this worksheet will automatically fill the Mileage line on the Request-Claim form.

LODGING

Lodging expenditures are to be entered for each day of the stay. Enter the date in the "Day" column. The column is formatted to default to the date standard of mo/day/year. Enter the Payment Type (TPC or PER). Enter the actual lodging expenditure for that date, including tax and fees. Exclude any non-reimbursable items such as in-room movies. Attach an itemized receipt from the hotel/motel. Lodging reimbursement will be based on the actual cost, not to exceed $175.00 per night, excluding taxes.

MEALS

Meal expenditures are to be entered on the Meals worksheet for each day of the stay. Enter the meal on the correct worksheet according to Payment Type (Travel PCard or Personal). Each worksheet will automatically total and the total will automatically populate the correct field on the Request-Claim Form. Itemized receipts for all claimed meals must be attached. Alcohol is to be excluded. For each complete 24-hour travel period the traveler is allowed a maximum meal allowance of $55 (State of California rate).

MISCELLANEOUS

The $7.00/day incidental allowance is to be entered for each complete 24-day of the stay. Enter the date in the "Day" column. The column is formatted to default to the date standard of mo/day/year. Enter the Payment Type as PER. Enter the $7.00 allowance in the actual column.

Business Expense (e.g., copy costs, internet access cost, etc.) are to be entered for each day of the stay. Enter the date in the "Day" column. The column is formatted to default to the date standard of mo/day/year. Enter the Payment Type (TPC or PER). Enter the actual business expenditure for that date and attach itemized receipts (e.g., hotel receipt showing internet access charge, copy center receipt).

FEES

Enter the actual amount of the registration or other fee in the Actual column and indicate payment type. If the registration was paid by Accounts Payable – Travel indicate by entering "AP" as the Payment Type. If paid by Travel PCard enter TPC. If paid personally enter PER.

Accounting Section

If funding sources for the Claim are different than the funding indicated on the Travel Request, enter the new funding information and obtain new authorization signatures.

Authorization Section

The signatures on the Travel Request authorize the travel event as being University business, and authorize the expenditure of the budget amount from the University funds identified in the Accounting Section.

If the Claim amount is equal to or less than the amount budgeted on the Travel Request, the Claim can be submitted without additional authorizations.

If the Claim amount is greater than the amount budgeted on the Travel Request, the Claim must be signed by the appropriate Delegated Authority:

  • AVP/Dean Authorization if the total expenditure (the original Request amount plus the Claim amount in excess of the Request amount) is under $500.
  • Vice President if the total expenditure (the original Request amount plus the Claim amount in excess of the Request amount) is $500 or more.

Travel Claim Submittal

DEPARTMENT COPY

The person responsible for the preparation of the Travel Request, and subsequent Travel Claim, should retain the digital copy (Excel document) of the Claim. Financial Services may request that the digital file be sent if difficulties arise in reconciling the submitted claim.

A hard copy of Travel Claim document should also be retained. If the traveler used a Travel PCard, a copy of the approved Travel Claim will be used for supporting documentation for Travel PCard statements.

FINANCIAL SERVICES COPY

A copy of the Travel Claim must be received by Financial Services with copies of all supporting documents and receipts. The form can be submitted

  • via intra-campus mail or personal deliver to MSR 270
  • via Email (scanned copy) to SFaria@csustan.edu
  • via FAX to 667-3076


How do I arrange for group transportation?

Vans accommodating up to 8 people can be rented from Enterprise, providing the driver has the appropriate license. Bus transportation must be arranged through contract with a bus company. For more information contact a Contract Specialist.


How do I rent a car for business use?

An authorized Travel Request must be submitted to the Travel Office prior to renting a vehicle for University business. Rentals will automatically be billed to the University and charged to the appropriate department as per the Travel Request. Follow the procedure below.

On Line

  1. Open Enterprise Rent-A-Car
  2. Pick the Enterprise location where you would like to pick up your rental vehicle.
    1. You can use the Airport; or
    2. Enter the Zip Code, City or State you are looking for.
  3. Enter the Dates and Times of your desired reservation.
  4. Enter our National Account Number: DB30S05 in the "Optional: Corporate Account or Customer Number" Box. (This is the code when not using a Travel PCard.)
  5. You will be prompted to enter the first 3 Characters of your Account's name, please enter CSU in this box.
  6. If you entered a specific location or airport, you will then be able to choose your vehicle and book a reservation. If you entered a zip code, city or state, you will be given a list of Enterprise Rent-A-Car locations in the area you have requested from which to choose.
  7. You can proceed to select your vehicle and enter your information to finish making your reservation.
  8. You will be given a confirmation number for your reservation and the option to have a confirmation emailed to you.
  9. At the time of rental, please provide the branch with a valid Driver's License and Reservation Number. There is no need to purchase extra insurance. It is included in the rate.

By Phone

  1. Contact the local Enterprise Rent-A-Car rental branch (209-632-8000) or dial 1-800-RENT-A-CAR to be connected to the closest branch to you.
  2. Provide the branch with our Account Number Account number: DB30S05 (This is the code when not using a Travel PCard.)
  3. The rental branch will set up a reservation that fits your needs and provide you with a reservation number.

At the time of rental, please provide the branch with a valid Driver's License and Enterprise Reservation Number. There is no need to purchase extra insurance. It is included in the rate


Can I rent a car for personal use?

It is fast and easy to make arrangements for your personal car rental needs nationwide with Enterprise Rent-A-Car through the State of CA contract. Just follow the steps below to make your own reservations with Enterprise online at our web site or by phone

On Line

  1. Open Enterprise Rent-A-Car
  2. Pick the Enterprise location where you would like to pick up your rental vehicle.
    1. You can use the Airport; or
    2. Enter the Zip Code, City or State you are looking for.
  3. Enter the Dates and Times of your desired reservation.
  4. Enter the Account Number: XZCA999 in the "Optional: Corporate Account or Customer Number" Box. (This is the code for personal use.)
  5. You will be prompted to enter the first 3 Characters of your Company's Name, please enter CALin this box.
  6. If you entered a specific location or airport, you will then be able to choose your vehicle and book a reservation. If you entered a zip code, city or state, you will be given a list of Enterprise Rent-A-Car locations in the area you have requested from which to choose.
  7. At the next screen you can select your vehicle.
  8. Next, you will be prompted to enter your Name (First & Last), home phone number, and email address.
  9. You will be given a confirmation number for your reservation and the option to have a confirmation emailed to you.
  10. You will need to have a valid Driver's License, Reservation Number, and Credit Card to pick up the vehicle.

By Phone

  1. Contact the local Enterprise Rent-A-Car rental branch (209-632-8000) or dial 1-800-RENT-A-CAR to be connected to the closest branch to you.
  2. Provide the branch with our Account Number: XZCA999. (This is the code for personal use.)
  3. The rental branch will set up a reservation that fits your needs and provide you with a reservation number.
  4. At the time of rental, please provide the branch with a valid Driver's License and Enterprise Reservation Number.
  5. There is no insurance coverage included in this account rate. Please discuss your options with the rental branch at the time of rental.


How can I obtain and manage a Travel PCard?

Travel PCards are issued to employees who frequently travel on university business. To request a Travel PCard, you must have approval from your Department Chair/Manager and College Dean or appropriate Vice President.  You request a Travel PCard Cardholder Agreement from the Travel PCard Administrator.  The Travel PCard Cardholder Agreement outlines the responsibilities of the cardholder. Please read it closely.  If you have questions, contact the Travel PCard Program Administrator.

Complete the Travel PCard Cardholder Agreement and sign it.  Obtain the appropriate authorizations.  The completed Cardholder Agreement is submitted to Procurement.  Your application will be reviewed to determine that the application is complete and has the proper signatures prior to requesting a new account set-up from U.S. Bank.  When the Travel PCard is received you will be invited via email to attend the next scheduled Travel PCard Training.  The Cardholder must attend the mandatory Travel PCard Training prior to the Travel PCard being issued.

Default Account

Your manager will assign a default financial transaction chart string.  This will be the account that all charges go against unless the cardholder goes into U.S. Bank Access On-Line to allocate the charge to a different chart string.  Speedcharts are required for PCard allocations. A speedchart is a "shorthand" number linked to a unique set of chart field combinations to ensure that expenses are properly charged to the General Ledger.  This code identifies your Department, Fund, Account Code and possibly Program Code or Project Number. To request a speedchart for a chart string other than your default, use the web based speedchart request, accessible at: http://www.csustan.edu/FinancialServices/speedchartrequestform.html

Single Transaction Limit

Your manager will set a single transaction limit.  The single transaction limit sets a maximum dollar amount for any single purchase made.  This limit should be set to allow a sufficient amount for any expected hotel or airline charges.

Monthly Spending Limit

Your manager will set a monthly spending limit.  This determines the amount you can spend within a 30-day billing period.  The amount is automatically replenished the day after the cycle-end date.

Activating a Travel PCard

You must activate your new Travel PCard before it can be used. To do so follow these instructions:

  • Immediately sign the back of your new card.
  • Activate your new card by calling the number on the activation sticker affixed to the card
  • The U.S. Bank automated activation line will prompt you to enter the following:
  • Your card's 16-digit card number
  • The zip code for your card's mailing address (95382)
  • Your social security number (we don't provide your SSN. The activation code will be listed for you on your Activation Letter).
  • Your office phone number

Note: The mailing address for your card is One University Circle, Turlock, CA. 95382.  You will need this address for online and phone purchase

Managing Your Travel PCard Transactions

You must submit an approved Travel PCard Transaction Statement each month detailing transactions made against your Travel PCard.  If there were no transactions on the Travel PCard, no action is required. The Travel PCard Transaction Statement is available at US Bank Access Online.

Use the US Banks Access Online website any time during the billing cycle to review charges. The billing cycle is the 23rd of one month through the 22nd of the next month. If the date is on a weekend, the "begin" or "end" date of the cycle will move to the next business day.

Before the cycle closes cardholders have the ability to re-allocate transactions to one or multiple accounting codes – including the option of splitting individual transactions by specific dollar or percent of transaction amounts.  The re-allocation deadline is the same as the statement deadline 4 PM of the 1st business day of the month. See Instructions.

To request a Speedchart for a chart string other than your default, use the web based SpeedChart request form at http://www.csustan.edu/FinancialServices/speedchartrequestform.html

Reconciling Your Statement

Our Travel PCard program carries corporate, not individual, liability.  As a result, accounts payable processes a central invoice and you are not required to pay the amount shown on your monthly reconciliation statement using your personal funds. The program does not affect your personal credit rating in any way.

You are required to retain itemized receipts for all purchases.  If you make a purchase by phone or mail, be sure to ask the supplier to send you a receipt.

You will use U.S. Bank Access Online to reconcile and print your statement.  Its functionality streamlines the reconciliation process and reduces posting errors.  For more information on performing tasks in Access Online, refer to the quick reference guides under the training section of the Credit Card Services web page. Link

The supporting documentation that must be attached to your printed Travel PCard Statement is as follows:

  • Copy of the approved Travel Request with the Claim section filled in identifying the charges that occurred during the billing cycle.  Charges may occur prior to the completion of the trip (e.g., air fare charges in advance of the travel date).  When this occurs, a copy the Travel Request/Claim still needs to be attached to verify that the travel has been authorized.
  • Copies (not originals) of the receipts.  Originals of all travel receipts are to be submitted with the completed Travel Claim to the Travel Desk once the travel has occurred.

For more details on managing your Travel PCard see Credit Card Services web pages.


How can I obtain and manage an American Express Government Card?

An Access key is required when filling out the application form.  Prior to applying for the American Express government card, fill out the American Express Personal Liability Credit Card Authorization Form which requires authorization from the department's approving official.  After this is obtained, forward the authorized form to the CSU Stanislaus Travel Office. Upon receipt of the authorization, you will be given the access code to apply for the card online (link below).

Click to access the American Express application form:
https://www140.americanexpress.com/ATWORK/GOPM/en_US/un/cmapply1_init.do?pageAction=initialize

  • Enter the Access Key
  • Enter in the pertinent information
  • Enter your email address
  • Click Submit
  • Review the information, including the Cardmember agreement, and click Submit for processing.
  • Copy the submitted application for your records

Government Card Assistance

Report problem card or a lost/stolen card: (800) 528-2122 (24 hour Customer Assistance)
Emergency Card Replacement: (800) 992-3403 (24 hours, 7 days a week) American Express Application Status and Decline Hotline: (888) 800-7325 (M-F, 6 am-4 pm Mountain Time).


How do I receive my reimbursement for travel expenses?

The quickest way to receive your reimbursement is through direct deposit (EFT). Electronic Fund Transfers (EFT) are processed twice a week. Checks are printed once a week. To apply for Direct Deposit complete the Authorization form.


How do I file for reimbursement of on-campus interview expenses?

On-Campus Interview Expense Reimbursement Authorization (before issuing an invitation to the candidate to come to campus):

  • Complete an On-Campus Interview and Travel Allowances for Recruitment Form (OI form) found on the Travel web site.
  • Secure approval of the hiring department Chair/Manager, the AVP/College Dean, and the appropriate Vice President.
  • Deliver the OI form to Accounts Payable in Financial Services to obtain an OI (On-Campus Interview) number. (Contact Travel Office)
  • Contact the candidate and provide them with the OI number and the approved reimbursement amount. Instruct them to use the OI number when filing their request for reimbursement.

On-Campus Interview Travel Expense Reimbursement Criteria

  • Air travel will be reimbursed at the "economy" rate from the point of origin to Sacramento, Modesto, or San Francisco. The Department shall consult the candidate as far in advance as possible in order to obtain the best airfare (at least 7 days - if not, fares have become prohibitive) Note: If the applicant is from outside the U.S., payment will apply only to that portion of the fare for travel within the United States.
  • Reimbursement is allowed for travel from the candidate's home to and from the airport at the established mileage reimbursement rate (currently .56 cents per mile).
  • Reimbursement for candidate travel to the campus by personal auto is reimbursed at the established state rate mileage reimbursement rate (currently .56 cents per mile).
  • CSU Stanislaus employees providing transportation for a candidate to and from the airport are not required to submit a travel request. A travel claim may be submitted for reimbursement for mileage using the OI number.
  • Enterprise Car rentals (State Contract):  Enterprise rent-a-car has an on-line service www.enterprise.com for renting a car using a credit card. To obtain the state rate use the Account Number DB30S05 in the "Optional: Corporate Account or Customer Number box. At the prompt for Company's Name enter CSU.   
  • Travel Expenses for Handicapped Applicants - If any applicant called for an interview has a physical handicap requiring a traveling companion, the companion may be reimbursed for travel and subsistence expenses under the rules applicable to the candidate.

On-Campus Interview Meals and Lodging Reimbursement Criteria

  • Normally, candidates will be housed at the Turlock Holiday Inn Express or the Fairfield Inn. Reservations should be made by the sponsoring Search Committee prior to the arrival of the candidate on campus. The University rate for a single room is $ 84 to$89. In order to get this rate with no tax a "Hotel/Motel Transient Occupancy Tax Waiver Exemption Certificate for State Agencies" should be filled out and faxed to Holiday Inn @ 664-9998 or the Fairfield Inn @ 668-3833
  • Rooms at the Holiday Inn Express/Fairfield Inn are to be charged to Financial Services using the OI number and providing the tax exempt form. Candidates should be advised they will need to provide a credit card for any miscellaneous charges since we only cover room charge. The Holiday Inn Express/Fairfield Inn has been advised of this policy and will request payment from the candidates for such charges. Candidates will not be reimbursed candidates for long-distance phone calls, laundry, bar bills, etc., charged to their motel rooms. (A nice breakfast is included with the room at Holiday Inn Express and the Fairfield Inn).
  • Reimbursement of meals and lodging will be for a candidate only. Candidates should be informed of this prior to their visit.
  • Meal reimbursement claims:
    • The maximum daily meal allowance is a maximum of $55 a day, subject to submittal of original itemized receipts from the restaurant.
    • Entertainment expenses (including the purchase of alcoholic beverages) cannot be reimbursed.

Reimbursement Claim Procedures

  • Obtain the original receipts for all expenditures from the candidate.
  • Complete a Moving Allowance Reimbursement Claim for reimbursing each candidate using the OI number as the Trip #. Attach original receipts (including itemized meal receipts) to the Claim.
  • Lodging is only entered on the Claim if the candidate paid for the room. Lodging billed directly to the University will be charged to the appropriate department by Accounts Payable.
  • Obtain the candidate's signature and the appropriate authorizations on the Claim and submit it to Accounts Payable in Financial Services.

Any questions not covered above, or for more clarification, contact the Travel Office


How do I encumber funds at fiscal year-end to ensure payment with the appropriate funds?

The Travel Office will send out a request in April to all department travel custodians for information on any departmental travel to be paid for using that fiscal year's funds. The Travel Custodians are asked to provide an authorized Travel Request for verification. In addition, they provide a list of blanket travel request balances that will be used until the end of the fiscal year. The Travel Office will prepare an accrual list ensuring that the appropriate funds will be available for payment in the current fiscal year.


If I have a grant expiring how can I ensure that all outstanding travel expenses will be covered?

Six to eight weeks prior to a grant expiring, the Grant Accountant will send out a request to all grant travel custodians to report any outstanding travel. The grant travel custodian will provide a list of all outstanding travel requests. The Travel Office will encumber grant funds to accrue the expense prior to the grant expiration date.


How do I file a claim for moving expense reimbursement?

If you qualify for a moving allowance, follow this procedure for payment of claims:

  • A completed travel expense claim form with all receipts and/or invoices verifying the actual costs of a move shall be submitted directly by the employee to his/her appointing authority.
  • A copy of the appointment letter should be attached to the claim
  • Claims/invoices for faculty moving expenses must be approved by the dean and Associate Vice President of Faculty Affairs.
  • If the appointing authority approves the reimbursement, the claim form should be sent to the campus Travel Coordinator in Financial Services. The Travel Coordinator will reimburse the employee directly or pay the carrier directly upon receipt of the claim forms or invoices.
  • The employee may contract directly with a carrier for moving and relocation services. The carrier may direct bill the campus once the appointment letter has been authorized by the appointing authority.


How do I get authorization and manage the paperwork for a student field trip?

To Be Delivered To Travel Office Prior to Trip (At least two weeks prior to trip)

  • Travel Request Form (access current form at http://www.csustan.edu/FinancialServices/Travel/
    • Identify driver if applicable
    • Validate current defensive driving status
    • Request bus usage (if needed for trip) from existing bus transportation contract (Procurement)
    • Less that 24-hour travel does not allow reimbursement for meal purchase
  • List of participating students (does not include paid student assistants)
    • Verification that each student has signed a "Release of Liability" form.
  • Signed by authorized delegated authorities for financial transactions.

To Be Delivered to Travel Office Within 30 Days From Date of Travel

  • Completed Travel Claim
  • Original receipts for any expense reimbursements

Documentation To Be Retained By College

  • Verification that trip is an authorized field trip as per Executive Order 1062.
  • Copy of pre-trip evaluation. This should include a site visit and the written evaluation should be retained by the qualifying department and available for review. The pre-trip location visit can be bypassed if the campus can demonstrate and document sufficient knowledge of the field trip site. This could be accomplished by review online, published materials, or contacting the site to discuss the visit
  • List of participating students.
  • Student emergency contact information obtained prior to the field trip.
  • Copy of an instructional agenda provided to students with, health and safety information, emergency procedures, and the student code of conduct, prior to the field trip.
  • Copy of signed "Release of Liability, Promise to Sue, Assumption of risk and Agreement to Pay Claims" form as per Executive Order 1051 and Risk Management Technical Letter 2011-01.
  • Copy of an alternate assignment for students unwilling to accept the risk of participation.

Documentation To Be Retained by Travel Office

  • Travel Request/Claim
  • Original receipts for any expense reimbursements

Insurance Coverage

  • Employee (including Student Assistants) listed as designated driver covered by University employee insurance.
  • Students assume own risk as per signed "Release of Liability


How do I get authorization and manage the paperwork for a non-course related student trip?

To Be Delivered To Travel Office Prior to Trip (At least two weeks prior to trip)

  • Travel Request Form (access current form at http://www.csustan.edu/FinancialServices/Travel/
    • Identify driver if applicable
    • Validate current defensive driving status
    • Request bus usage (if needed for trip) from existing bus transportation contract (Procurement)
    • Less that 24-hour travel does not allow reimbursement for meal purchase
  • List of participating students (does not include paid student assistants)
    • Verification that each student has signed a "Release of Liability" form.
  • Signed by Department coordinating and/or funding the trip.

To Be Delivered to Travel Office Within 30 Days From Date of Travel

  • Completed Travel Claim
  • Original receipts for any expense reimbursements

Documentation To Be Retained By Department That Coordinated/Arranged the Student Travel

  • Copy of Travel Request
  • List of participating students.
  • Student emergency contact information obtained prior to the trip.
  • Copy of signed "Release of Liability, Promise to Sue, Assumption of risk and Agreement to Pay Claims" form; retained for 3 years from the date of travel (as per Executive Order 1051 and Risk Management Technical Letter 2011-01).

Documentation To Be Retained by TravelOffice

  • Travel Request/Claim
  • Original receipts for any expense reimbursements

Insurance Coverage


How do I get authorization and manage the paperwork for a Student Recreation Center trip?

To Be Delivered To Travel Office Prior to Trip (At least two weeks prior to trip)

  • Travel Request Form (special form for Student Recreation Center).
    • Identify driver if applicable
    • Validate current defensive driving status
    • Request bus usage (if needed for trip) from existing bus transportation contract (Procurement)
    • Less that 24-hour travel does not allow reimbursement for meal purchase
  • List of participating students (does not include paid student assistants)
    • Verification that each student has signed a "Release of Liability" form.
  • Signed by authorized delegated authorities for financial transactions.

To Be Delivered to Travel Office Within 30 Days From Date of Travel

  • Completed Travel Claim
  • Original receipts for any expense reimbursements

Documentation To Be Retained By Student Recreation Center

  • Copy of Travel Request
  • List of participating students.
  • Student emergency contact information obtained prior to the trip.
  • Copy of signed "Release of Liability, Promise to Sue, Assumption of risk and Agreement to Pay Claims" form as per Executive Order 1051 and Risk Management Technical Letter 2011-01.

Documentation To Be Retained by Travel Office

  • Travel Request/Claim
  • Original receipts for any expense reimbursements

Insurance Coverage

  • Employee (including Student Assistants) listed as designated driver covered by University employee insurance.
  • Students assume own risk as per signed "Release of Liability


How do I get authorization and manage the paperwork for a University related student international travel?

To Be Delivered To Travel Office Prior to Trip (At least 30 days prior to trip)

  • International Travel Request Form
    • Identify driver if applicable
    • Validate current defensive driving status
    • Request bus usage (if needed for trip) from existing bus transportation contract (Procurement)
  • List of participating students (does not include paid student assistants)
  • Signed by Department coordinating and/or funding the trip.

To Be Completed Online (30 days prior to travel date)

  • Register for Foreign Travel Insurance Program (FTIP) coverage online
  • Once registered, the traveler will be contacted by the Office of Safety & Risk Management with follow up to include:
    • Confirmation of coverage
    • Traveler emergency contact information and itinerary
    • Information on travel warnings or CSU restrictions
    • Provision of the Travel Assistance Card to use during their trip
    • Info about the STEP registration (Smart Traveler Enrollment Program) with the State Department
  • If traveling to a country that is on the State Department Travel Warning list, or is on the CSU High Hazard Country List, then special approval steps must be completed which include approval by the President and the CSU Chancellor. These steps must be initiated at least 30-days prior to departure date.
  • The cost for Foreign Travel Insurance (FTIP) coverage  for Students is the responsibility of the Student or the department/program sponsoring/coordinating the international trip.  Risk Management will provide the quote and direction for payment.

To Be Delivered to Travel Office Within 30 Days From Date of Travel

Insurance Coverage

  • All students must register for the Foreign Travel Insurance Program (FTIP). For information, read and follow the steps on the CSU Stanislaus Risk Management website: http://www.csustan.edu/RiskManagement/InternationalTravel/ForeignTravelI...
  • For trips longer than 30 days, travel health insurance must also be purchased.  The cost of insurance must be included in the program fee. Information about insurance is available at the Office of International Education. Three weeks before departure, the Program Director will submit completed copies of the Foreign Travel Insurance Registration Form for each student. For trips longer than 30 days, the Program Director will also submit evidence that each student has purchased insurance.


How do I get authorization and manage the paperwork for a faculty-led student study abroad travel?

Faculty

  • In order to take a group of students out of the country, faculty must be appointed in writing by the Provost. For projects involving a faculty team, each faculty member must have a separate letter of appointment.
  • Faculty is required to participate in a pre-departure discussion of procedures and liability issues to be scheduled by the Office of International Education.
  • Faculty is required to take a copy of campus phone numbers and a file of student emergency contact numbers to call in case of emergency.
  • Faculty will take the following documents on the trip:
  • File of the students' emergency contact information;
  • Copy of campus phone numbers, including campus emergency contact numbers;
  • Photocopy of each student's passport; and
  • Copy of the signed Student Off-Campus Program Agreement for each student.

Travel Planning

  • The program must provide for round-trip transportation beginning and ending at the CSU Stanislaus campus. Students who choose to arrange their own transport for any segment of the trip must sign a waiver of liability form (included in Student Off-Campus Program Agreement). Provide these students with instructions as to how/where to meet the group if they are traveling independently outbound.
  • Each student must sign a Student Off-Campus Program Agreement (Appendix F of Study Abroad Course and Program Planning and Approval Process). This agreement includes a general waiver of liability, guidelines for refunds, parental permission for medical treatment of students under 18, and adult students' permission for medical treatment, in case a student should become unconscious as a result of accident or illness. This contract must also be signed by the Director of Procurement Services and filed with the Office of International Education.
  • Lodging: Faculty leaders are required to survey lodging provided by the program for safety (including fire safety) and cleanliness. If students are required to find their own lodging, such must be made clear in program information materials.
  • Itinerary: Turn in a chronological itinerary to Office of International Education prior to departure, including contact information (especially telephone numbers), at each location. Any alteration to the itinerary while abroad, including change of hotel or telephone numbers, must be communicated to Office of International Education immediately.

One (1) year prior to departure:

  • The faculty leader will submit an initial proposal to the appropriate College Dean.
  • The Dean will forward the proposal to the Director of International Education who will review the proposal and make a recommendation for initial program approval to the Provost.
  • Initial approval of the proposal authorizes the Program Director to begin program planning. Initial approval does not give authorization to take students out of the country.

Program Approval Packet (all forms are part of Study Abroad Course and Program Planning and Approval Process)

The following documents are to be submitted to the Office of International Education (OIE) at the intervals noted prior to departure. Faculty leaders are strongly advised to consult with the OIE Director in the process of gathering the required documentation.

Eight (8) months prior to departure

Submit the following to the Office of International Education:

  • Study Abroad Program Approval Checklist (Appendix A) (To be completed by the Office of International Education as documents are submitted)
  • Study Abroad Program Cover Sheet with approving signatures of department chair and college dean (Appendix B)
  • Faculty Application Form (Appendix C)
  • Detailed Narrative Description of the Program (Appendix D)

Seven (7) months prior to departure

  • Review by the campus Risk Manager
  • Review by the International Education Advisory Committee
  • Upon approval by the Risk Manager and the International Education Advisory Committee, seek approval by the Provost

Six (6) months prior to departure

Office of International Education submits proposal to the Chancellor's Office for review

Three (3) months prior to departure

Complete Study Abroad Program Authorization, including, Chancellor's Office approval, and President's signature.

One (1) month prior to departure:

  • Study Abroad Program Authorization
  • Provost letter(s) of faculty appointment
  • Complete travel itinerary, including in-country emergency services contact information
  • A detailed program budget
  • Outline of a plan for evaluating all aspects of the program (e.g., academic, logistical, and cultural). The evaluation data will be reviewed and will inform the regular planning process, including the decision to repeat the program, should that be requested.

Three (3) weeks prior to departure

  • Student Off-Campus Program Agreement between each student and the University
  • Completed insurance application forms from all students Link System wide Risk Management under International Travel Resource
  • A photocopy of each student's passport (or other legal document)
  • Authorized travel request submitted to Financial Services-Travel

Within thirty (30) days from return date of travel deliver to Financial Services - Travel

Risk Management

Emergency services information: For each stop on the itinerary, provide the following to Office of International Education:

  • Address and telephone number of the nearest full-service medical facility and how to arrange to have an injured student taken there;
  • The world-wide number provided by the overseas medical insurance company to call in case a student needs medical evacuation.)
  • The number and the name of a contact person at the nearest U.S. Embassy or Consulate (in case a student should disappear, die, or be arrested).
  • Signed copies of the Student Off-Campus Program Agreement (Appendix F). The faculty director should take copies when leaving the country.
  • Insurance covering medical care, air travel, evacuation, and repatriation is required. All students must register for the Foreign Travel Insurance Program (FTIP). For information, read and follow the steps on the CSU Stanislaus Risk Management website.
  • For trips longer than 30 days, travel health insurance must also be purchased. The cost of insurance must be included in the program fee. Information about insurance is available at the Office of International Education. Three weeks before departure, the Program Director will submit completed copies of the Foreign Travel Insurance Registration Form for each student. For trips longer than 30 days, the Program Director will also submit evidence that each student has purchased insurance.
  • A photocopy of each student's passport (or other acceptable documentation) will be on file with the Office of International Education before departure. The faculty leader must keep a copy as well.

Documents to be Retained by Faculty Coordinator and/or International Education

  • Copies of approved Program Approval Packet
  • List of participating students.
  • Student emergency contact information obtained prior to the field trip.
  • Signed copies of the Student Off-Campus Program Agreement.
  • Copies of the Foreign Travel Insurance Registration Form for each student.
  • Coy of Travel Request/Claim

Documents to be Retained by Travel Office

  • International Travel Request/Claim
  • Original receipts for any expense reimbursements

Insurance Coverage

  • All students must register for the Foreign Travel Insurance Program (FTIP). For information, read and follow the steps on the CSU Stanislaus Risk Management website.
  • For trips longer than 30 days, travel health insurance must also be purchased. The cost of insurance must be included in the program fee. Information about insurance is available at the Office of International Education. Three weeks before departure, the Program Director will submit completed copies of the Foreign Travel Insurance Registration Form for each student. For trips longer than 30 days, the Program Director will also submit evidence that each student has purchased insurance.