4/27/2015 university travel information csu dominguez hills
TRANSCRIPT
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University University Travel Travel
InformationInformationCSU Dominguez Hills
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PreviewPreview
• IntroductionIntroduction
• Travel Request FormTravel Request Form
• Registration FeesRegistration Fees
• Travel AdvancesTravel Advances
• Travel Expense Claim (STD 262)Travel Expense Claim (STD 262)
• Maximum meal allowances Maximum meal allowances
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PreviewPreview - - continuedcontinued
• Making Travel ArrangementsMaking Travel Arrangements• Use of Privately owned Vehicle on State Use of Privately owned Vehicle on State
BusinessBusiness• Commercial Car RentalsCommercial Car Rentals• Hotel/Motel Transient Occupancy Tax Hotel/Motel Transient Occupancy Tax
(TOT) Waiver(TOT) Waiver• Student TravelStudent Travel
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Travel Request FormTravel Request Form
• All travel requires prior approvalAll travel requires prior approval
• Qualifying travelQualifying travel– University Related BusinessUniversity Related Business– Employment CandidateEmployment Candidate– Relocation of New employeesRelocation of New employees– StudentsStudents
• Travel Request Form: Travel Request Form: CSUDH Adm/Fin CSUDH Adm/Fin TravelTravel
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Registration FeesRegistration Fees
• Conferences, workshops, etc.Conferences, workshops, etc.
• Complete registration formComplete registration form– Attach to Travel Request FormAttach to Travel Request Form– Provide accounting with 2 (original + 1 Provide accounting with 2 (original + 1
copy) copiescopy) copies
• Provide form Provide form at leastat least 2 weeks prior to 2 weeks prior to registration deadline for Pre-paymentregistration deadline for Pre-payment
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Travel AdvancesTravel Advances
• Made to employees who are travelling Made to employees who are travelling with a group or team of students to pay with a group or team of students to pay for meals.for meals.
• No more than 7 days prior to departureNo more than 7 days prior to departure• Expense claim must be submitted no Expense claim must be submitted no
later than 30 days after the triplater than 30 days after the trip
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Travel Expense Claim Travel Expense Claim (STD 262)(STD 262)
• Receipts must be submitted for all expenses Receipts must be submitted for all expenses including meals costing $25 or more.including meals costing $25 or more.
• Submit within 30 after the tripSubmit within 30 after the trip
• Travel advances open for over 90 days after Travel advances open for over 90 days after completion of travel will be referred to completion of travel will be referred to collections.collections.
• Travel Expense Claim:Travel Expense Claim: CSUDH Adm/Fin CSUDH Adm/Fin TravelTravel
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Meal AllowanceMeal Allowance – – summarysummaryLodging MaximumLodging Maximum
• Maximum Meal Allowance is $55 per Maximum Meal Allowance is $55 per day with overnight stayday with overnight stay
• $7 per day incidental allowance$7 per day incidental allowance
• No meal allowance withoutNo meal allowance without
overnight stayovernight stay
• Any single meal expense of $25 or Any single meal expense of $25 or more requires a receipt.more requires a receipt.
• Lodging max $195.00 excluding taxLodging max $195.00 excluding tax
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Meal Allowance – Meal Allowance – over 24 hoursover 24 hours
NO LODGING OR MEALS WITHIN 25 NO LODGING OR MEALS WITHIN 25 MILES OF CAMPUSMILES OF CAMPUS
International TravelInternational Travel
• Travelers to foreign destinations or to Travelers to foreign destinations or to Alaska, Hawaii, and US Possessions will Alaska, Hawaii, and US Possessions will receive the federal per diem for receive the federal per diem for lodging, meals and incidentals. The per lodging, meals and incidentals. The per diem amounts can be found at:diem amounts can be found at:
http://www.defensetravel.dod.mil/site/http://www.defensetravel.dod.mil/site/perdiemCalc.cfmperdiemCalc.cfm
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Making Travel ArrangementsMaking Travel Arrangements
• Away We Go TravelAway We Go Travel2908 Westminster Avenue2908 Westminster AvenueSeal Beach, CA 90740Seal Beach, CA 90740Phone: (562) 690-3339Phone: (562) 690-3339Email: [email protected]: [email protected]
• Need TI/TO and PS account numbers prior Need TI/TO and PS account numbers prior to calling. $20.00 service fee.to calling. $20.00 service fee.
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• Allowable Mileage Expense – With Overnight StayAllowable Mileage Expense – With Overnight Stay
Mileage shall ordinarily be computed Mileage shall ordinarily be computed between the between the traveler's normal work traveler's normal work location and the common carrier location and the common carrier or destination.or destination.
Mileage expenses may be allowed between the traveler's Mileage expenses may be allowed between the traveler's residence and the common carrier or destination if residence and the common carrier or destination if University business travel occurs during the traveler's University business travel occurs during the traveler's non-working hours, or during a regularly scheduled day non-working hours, or during a regularly scheduled day off.off.
Mileage RestrictionsMileage Restrictions
Mileage - ContinuedMileage - Continued
• When a traveler is authorized to drive a When a traveler is authorized to drive a private vehicle to or from a common private vehicle to or from a common carrier terminal, mileage may be carrier terminal, mileage may be reimbursed as follows:reimbursed as follows:
• 1) One round trip, including parking for 1) One round trip, including parking for the duration of the trip; orthe duration of the trip; or
• 2) Two round trips, including short-term 2) Two round trips, including short-term parking expenses, when an employee is parking expenses, when an employee is driven to a common carrier.driven to a common carrier.
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Mileage - ContinuedMileage - Continued
• Allowable Mileage Expense – No Allowable Mileage Expense – No Overnight StayOvernight Stay
If an employee has an assignment away If an employee has an assignment away from their normal work location, (e.g., from their normal work location, (e.g., single day workshop, local conference, single day workshop, local conference, training, assignments at more than one training, assignments at more than one location, etc.) which does not require an location, etc.) which does not require an overnight stay, reimbursement shall be overnight stay, reimbursement shall be made for mileage expenses as follows:made for mileage expenses as follows:
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Mileage - ContinuedMileage - Continued
• 1) Mileage between Home and a 1) Mileage between Home and a Single Assignment LocationSingle Assignment Location
Reimbursement shall be made for Reimbursement shall be made for roundtrip mileage between home roundtrip mileage between home and the assignment location, or and the assignment location, or between the normal work location between the normal work location and the assignment location, and the assignment location, whichever is less.whichever is less.
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Use of Privately Owned Vehicle Use of Privately Owned Vehicle on State Businesson State Business
• Authorization form must be submitted Authorization form must be submitted and approvedand approved– STD 261STD 261– http://www.csudh.edu/admfin/AS/astravel.htmhttp://www.csudh.edu/admfin/AS/astravel.htm
• Employee’s supervisor will approveEmployee’s supervisor will approve• Form to filed in employee’s department Form to filed in employee’s department • Reimbursement rate is 57.5 cents per Reimbursement rate is 57.5 cents per
milemile• Minimum insurance required by law must Minimum insurance required by law must
be maintained on vehiclebe maintained on vehicle
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Commercial Car RentalsCommercial Car Rentals
• Contracted with Enterprise car rental companyContracted with Enterprise car rental company– Contact car rental agency directly. Use Contact car rental agency directly. Use
University account number. Call Travel at ext. University account number. Call Travel at ext. 3808 for account number.3808 for account number.
• Contracted Rates includeContracted Rates include– $250,000 liability insurance$250,000 liability insurance– Full collision damage waiversFull collision damage waivers– ALWAYS decline the collision damage insuranceALWAYS decline the collision damage insurance
• American Express Corp. Card is accepted form American Express Corp. Card is accepted form of payment or direct bill to Universityof payment or direct bill to University
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Hotel/Motel Transient Hotel/Motel Transient Occupancy Tax (TOT) WaiverOccupancy Tax (TOT) Waiver
• California tax California tax waiverwaiver– STD 236STD 236
• Travel Web Site:Travel Web Site: http://www.csudh.edhttp://www.csudh.edu/admfin/AS/astravelu/admfin/AS/astravel.htm.htm
Student TravelStudent Travel
• A Student Travel waiver form is A Student Travel waiver form is required. The link to the waiver form required. The link to the waiver form is on the Travel web page.is on the Travel web page.
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