California State University, Chico Travel Procedures Manual

Transcription

1 California State University, Chico Chico, California California State University, Chico Travel Procedures Manual Office of Travel Services Phone Fax Campus Zip 140

2 Table of Contents Things to consider before you travel Authorization Signature Form... 6 Private Automobile Authorization Form... 6 Drivers' Training Requirement... 6 Hotel/Motel Occupancy Tax Waiver... 6 American Express Government Card Receipt Requirements Volunteer Employees... 8 Forms... 8 Travel Request Preparation In-State Travel Out-of-State Travel Blanket Mileage Requests Non State-Funded Trips Chancellor's Office Travel Reimbursements Travel Advances (Cash) Student Travel Personal Travel On-Campus Events Interviewee Travel Expenses Registration Fees Registration Fees Registration More Than $ Attendance at Conventions, Conferences or Business Meetings Pre-Payment of Registration Fees Subsistence Allowance Reimbursement Rates In-State Travel Short-Term Rates - Complete 24-hour period Lodging Meals Meal Tips Incidentals In-State Travel Short-Term Rates - Last Fractional Part of Travel Exceeding 24-hours In-State Travel Short-Term Rates - Less than 24-Hour Period Taxable/Reportable Income Out-Of-State Travel - Short-Term Rates Foreign Travel Long-Term Rates - In-State or Out-of-State Partial Reimbursement Overtime Meals Moving and Relocation Expenses No Travel Expenses.20 2

3 Transportation General Information Airlines Making Reservations for Contract Airfares Authorized Travel Agency BTA - Business Travel Account (Airfares) Making Reservations with Non-Contract Airfares Automobiles Drivers' Training Requirement Private Automobile Requirements Private Automobile Reimbursement Rates University Vehicles Reimbursement for Emergency Gasoline Purchases for University Vehicles Car Rentals CRBTA - Car Rental Business Travel Account..27 Use of Non-Contract Car Rentals Personal Use of Car Rentals IRS Regulations (6) (2) Interviewee Use of Rental Cars Vehicle Accidents Other Transportation Travel Expense Claim Preparation Due Dates Multiple Fiscal Year TEC 31 Multiple Trip TEC.. 31 Out-of-State TEC. 31 Foreign Travel TEC. 31 Credit Card Statements as Supporting Documentation Canceled Checks as Supporting Documentation.. 31 Social Security Numbers 32 Hotel Occupancy Rates.. 32 Hotel Receipt Requirement 32 Third-Party Hotel Receipts. 32 Meals. 32 General Receipt Requirements. 32 Missing Receipts..32 Receipt Organization...32 Frequently Asked Questions

4 Introduction This travel manual is intended to inform campus personnel of travel procedures and to guide users in the proper preparation of travel documentation. This manual incorporates State of California, CSU Board of Trustees, Department of General Services, Department of Personnel Administration, and CSU, Chico procedures and allowances for travel. The following travel expense and allowance policies apply to all CSU employees, represented and non-represented. The policies provide the reimbursement level for necessary out-of-pocket expenses incurred by CSU employees traveling on state business. Language of these policies, providing a specific time, distance, or amount, shall be strictly enforced. Language such as not more than or up to a specified amount will be interpreted as the absolute ceiling. This document summarizes the regulations covering the most common situations and provides information about campus travel procedures. A copy of the complete regulations approved by the Board of Trustees is available for review in the Travel Services Office, in Kendall Hall, room

5 Things to Consider Before You Travel In This Section Authorization Signature Form Private Automobile Authorization Form Driver s Training Requirement Lodging Tax Waiver Form American Express Government Card Receipt Requirements Volunteer Employees Forms 5

6 Before you Travel Authorized Signature Form All travel documents must be approved by an authorized signer. Complete a Travel Services Authorization Signature form and submit to Travel Services each new fiscal year. This form may also be updated as needed during the year. No one is allowed to authorize their own travel, therefore, make sure your DeptID(s) has sufficient authorized signers. Private Automobile Authorization Form The employee shall be held responsible for filing a certification form, Authorization to Use Privately Owned Vehicles on State Business at least once a year at the beginning of each academic year. The employee is responsible for notifying their department/college when the vehicle and insurance no longer meet the minimum standards. The form can be obtained from the following website Completed forms will be kept on file in the department/college office. Please do not send the form (or copies) to Travel Services or Vehicle Reservations. Driver s Training Requirement (S.A.M. 0751) In accordance with state policy employees who operate vehicles on official business must have a valid California Driver's License, insurance, and a good driving record. Employees must complete a Defensive Drivers' Training (DDT) course before they may drive any vehicle on state business. Under special circumstances a one-time DDT waiver may be granted. However, if the DDT course has not been completed and the one-time waiver has expired, further travel requiring the employee to drive must be suspended until the training course has been completed. For information regarding this procedure and for information on DDT courses, please contact Vehicle Reservations, extension Hotel/Motel Occupancy Tax Waiver Employees traveling overnight in California on official state business may be exempt from paying hotel/motel transient occupancy taxes. Prior to travel complete a hotel/motel exemption form. Many hotel/motel chains have their own form. Either exemption form is acceptable. Some hotel/motel establishments will not allow the exemption unless charges are paid with a Government Credit Card. The American Express Government Card should be sufficient for the waiver. Not all hotel/motel establishments will honor the tax waiver but the potential savings to the university make it worth the effort to present the document at check-in time. American Express Government Card The American Express Government Card is offered to all permanent employees and provides travelers the convenience of not having to use personal credit cards for business related expenses. The card is available at no annual fee to the individual. Card members will receive several travel benefits with the use of their card, including automatic business travel insurance, baggage insurance, check cashing privileges, assured reservations, and emergency card replacement. 1. Uses The American Express Government Card is to be used only for CSU, Chico travel expenses. Whenever possible it should be used to charge all hotel bills, meals, car rentals, and other university travel related expenses. All authorized car rental agencies will accept the CSU, Chico American Express Government Card. 6

7 2. Applying for the Card American Express Government Cards can be obtained by completing an application form, subject to approval. Requests for the application or questions concerning the applications can be directed to the office of the Associate Vice President of Business and Finance at Both new and renewal cards may be picked up in Kendall Hall, room Liability The University is not liable for charges made on the individual American Express Government Cards. The cardholder is responsible for payment and charges will be billed directly to the cardholder at their home address. The University will reimburse the traveler after a properly completed and approved Travel Expense Claim is received by Travel Services. 4. Payment Terms Charges are due and payable immediately upon receipt of your bill. All accounts which are 60 days past due will be subject to review by American Express for possible termination of charge privileges and permanent revocation. Late charges will be payable by the employee and will not be reimbursed by CSU, Chico. Resolution of disputed charges is the responsibility of the employee. The American Express Company provides employees with a toll free number which they can call in the event of disputed billing or other customer service issues Lost or Stolen Cards Employees should immediately notify American Express if their American Express card is lost or stolen by calling A replacement card will be forwarded to the Associate V.P., Business and Finance office and usually can be replaced within 3 business days. Employees will not be liable for charges arising from any unauthorized use of the card if the employee notifies American Express immediately. Receipt Requirements (non-subsistence related) (CO HR Attachment A, 110) Original receipts must be submitted for processing with the Travel Expense Claim. If an original receipt is lost, every effort must be made to obtain a duplicate. Please notate the Travel Expense Claim under Business Expense Remarks as to why the original receipt(s) is not attached. If no copy can be obtained, a Missing Receipt Affidavit must be completed and attached to the Travel Expense Claim. In the absence of the Missing Receipt Affidavit the amount in question will not be allowed. Receipts are required for every item except as follows: Streetcar, bus, rapid transit, ferry fares, bridge and road/bridge tolls Long-distance telephone or telegraph charges, if less than $5.00. You must indicate the date, place and person called in section 16, Business Expense Remarks and Details, on the Travel Expense Claim. Parking fees of $10.00 or less for any one continuous period of parking 7

8 Receipt Requirements (subsistence related) (S.A.M. 0721) Meals up to the daily maximum of $41.00 (actual out-of-pocket expense) do not need to be receipted unless any single meal expense is $25.00 or more. However, the expense needs to be incurred in order for the employee to be reimbursed. It is advised to keep all meal receipts or keep a record of them for ease in completion of the Travel Expense Claim. Employees will be reimbursed only for actual expenses incurred. Visit the Travel Services website, forms link, for a travel envelope template which may be printed and used to organize your receipts Volunteer Employees Volunteer employees asked to travel on behalf of the university must be registered as a volunteer employee with Human Resources. This will cover the traveler with Worker s Comp insurance. Visit the Human Resources web site at and drill down through the forms link. Do not send the completed Volunteer Employee form to Travel Services. Send the completed form to HR and direct all questions regarding this form to HR as well. Travel Forms All forms required for travel processes are available on the web at Click on the forms link. 8

9 Travel Request Preparation In This Section In- State Travel Request Out-of-State Travel Request Blanket Travel Request Non-State Funded Travel Request Chancellor s Office Reimbursed Travel Travel Advances Student Travel Personal Travel On Campus Events Interviewee Travel Expenses 9

10 Travel Request Preparation A Travel Request form must be submitted to Travel Services PRIOR to the date of travel see instate and out-of-state requirements, page 7. This includes both State and Foundation funded travel. If you are utilizing the Business Travel Account (BTA), the Travel Request must be in Travel Services before the end of the month in which you contacted the travel agency to purchase airline tickets. In-State Travel A Travel Request form must be submitted to Travel Services in advance of all trips related to university business at least three (3) working days prior to departure*. The estimated total cost of the trip should be indicated on the form in the chartfield line(s). This amount is an estimate and should include all anticipated expenses except the cost of state vehicles. If no reimbursement is anticipated or the travel will be Foundation funded, leave the chartfield(s) blank. Please use the state Travel Request form for all state travel even when the travel is funded in part, or in full, by the Foundation. *If a pre-paid registration over $500 is required, or three or more persons are attending the same conference, submit the Travel Request at least five (5) working days prior to departure (see page 8 for information regarding registration payments). These circumstances require additional processing time. Out-of-State Travel A Travel Request form must be submitted to Travel Services at least five (5) working days prior to the date of travel. Refer to the In-State Travel section above for additional information. An out-of-state trip must meet one of the following criteria: A trip certified by the president or his designee to be essential to the normal operation of the university. Please state a specific reason or criteria as to why the out-of-state travel is essential to the normal operation of the university. A trip to a meeting of a professional association or society to deliver a paper, to serve as moderator or group leader, to serve on a panel, or to fulfill obligations as an officer in the association or society. A trip having, as its primary purpose, the recruitment of faculty or administrative personnel. A statement justifying one of the preceding criteria must be indicated on the Travel Request form. Blanket Mileage Requests A blanket mileage request should be submitted on the Travel Request form when reimbursement for mileage and parking only is being requested. An example of a blanket mileage request would be student teaching supervision travel. For annual supervision Travel Services will assign TRVL # to the traveler for each academic year. This number will be provided to the department to use on each Travel Expense Claim for the traveler. When the academic year is over the TRVL# will expire. 10

11 Non State-Funded Trips Non state-funded trips (Foundation or non-reimbursable) also require notification to Travel Services by submission of a Travel Request form prior to the trip date if the employee is traveling on state business and/or state time (i.e., during a period when the person is normally required to be on duty). The purpose of out-of-state trips must meet the same criteria as shown above, page 7. If the specific criteria are not met the employee should use personal vacation. Personal vacation or sabbatical leave do not quality as state travel and, therefore, do not require travel approval or documentation. Chancellor s Office Travel Reimbursements When processing travel being reimbursed by the Chancellor s Office all pre-trip and post-trip form requirements are the same as for normal in-state or out-of-state travel. However, please use the following chartfield string(s): 606T01 G100X DXXXXX (Your department Dept ID) in-state travel 606T02 G100X DXXXXX (Your department Dept ID) out-of-state travel These chartfield numbers should be used on all travel related forms such as Travel Request forms, BTA reservations, Motor Vehicle CAF s and Travel Expense Claims. After the trip is completed a reimbursement from the Chancellor s Office will be posted to your Dept ID. The reimbursement method will come either in the form of a credit (via a journal entry) or a budget allocation to your department processed through the Budget Office. This may occur before or after the Travel Expense Claim has been processed. It is recommended that you contact the Chancellor s Office directly if you have any questions regarding the individuals or events eligible for reimbursement. Travel Advances Cash advances will be limited to the following scenarios: (1) Team travel with the advance issued directly to the faculty/staff person charged with responsibility of the group. (2) Foreign travel, the advance being necessary to acquire travel documents and/or prepayment of travel expenses in foreign currency. CSUC does not have monetary exchange or wire transfer capabilities. All Travel Advances must be accompanied by a completed Travel Request. Student Travel Students may travel as a representative (individually) of the university or part of a class (field trip). Individual Student Travel: As an individual traveler direct reimbursement can be made to students only if they are employed by the university. An exception may be made if the student has previously registered as a volunteer employee through Human Resources. Volunteer employee status, on record with HR, entitles the individual to Worker s Compensation benefits. The regulations and rates governing travel for university employees will apply, including the completion of necessary travel documents. If the student will be driving or using their personal vehicle, contact the office of Vehicle Reservations at extension 6117 for information regarding Defensive Drivers Training and other requirements. Travel as a Class Member: Students traveling as part of a class may have expenses covered by their instructor. No travel advance or reimbursement will be made to the student. The 11

12 instructor will complete a Travel Request Form under his/her name and attach a Class Roster listing the names of the participating students. A copy of the Class Roster should be kept in the department and a copy filed with University Police prior to departure. Contact the office of Risk Management at extension 6152 for information regarding insurance documents. A Travel Expense Claim, in the name of the instructor, should be submitted upon completion of the trip with supporting documentation for reimbursement made directly to the instructor. Field Trips: Students participating in field trips are not typically eligible for travel reimbursement. The instructor will complete a Travel Request Form under his/her name and attach a Class Roster listing the names of the participating students*. In addition, a copy of the Class Roster needs to be filed with University Police before departure. Contact the office of Risk Management at extension 6152 for information regarding insurance documents. *A blanket Travel Request Form is acceptable for multiple field trips by an instructor if submitted at the beginning of each semester and if all field trip dates for the semester are included. If trip dates are unknown then a Travel Request Form must be filed for each trip. If trip dates need to be changed (for example, inclement weather) an to Travel Services will suffice as notification. Personal Travel Travel that is not sponsored by CSUC, that is, personal business, is not considered travel and therefore does not require a Travel Request be completed. On-Campus Events Conferences, workshops, meetings, etc., taking place on the CSUC campus are not considered travel and therefore do not require travel documents be completed. These events are typically categorized as staff development. If registration fees are required a purchase order must be completed and submitted to the Procurement office. Interviewee Travel Expenses (CO HR , Attachment A, 117) Departments/Colleges may choose to pay subsistence and transportation expenses for a job candidate who must travel to be interviewed for a faculty or staff position. The regulations and rates governing travel for university employees will apply. Contact the Contracting Office, ext. 4525, for a Lodging Agreement number to cover hotel/motel expenses on behalf of the candidate. Upon completion of the candidate s visit the vendor s folio (receipt) will be sent to your department by Travel Services. Complete a Travel Services Interviewee Lodging Agreement Direct Pay Request and return with the original folio, one copy of the folio, and an envelope addressed to the hotel/motel. This form is available on the Travel Services web site at Travel Services will make direct payment to the selected establishment. Use of the BTA is permitted but no state rate shall be granted; you must advise the travel agency that you re making arrangements for a non-state traveler. A Travel Request form is required to support the BTA charges, however, no signature is required from the interviewee*. All other expenses are to be submitted on the state Travel Expense Claim form. The appropriate account number for interviewee travel reimbursement is 660R65. See page 29 for information regarding interviewee use of rental vehicles. * No Travel Request is required unless use of the BTA is involved. 12

13 Registration Fees In This Section Registration Fees Registration of More Than $500 Attendance at Conventions, Conferences or Business Meetings Pre-payment of Registration Fees 13

14 Registration Fees Any required registration fees must be indicated on the Travel Request form. If the registration is to be paid by the university a Pre-Payment Registration Request form must be completed. See Pre- Payment of Registration Fees page 8. Registration of More Than $500 (CO HR , Attachment A, 107, B.) A registration fee of more than $500 must be approved by the president, or designee, in advance of the trip. Travel Services will obtain the president's (or designee's) signature after receiving the Travel Request form and Pre-payment Registration Request form. To help facilitate this process, please submit the Travel Request and Pre-Payment Registration Request at least five (5) working days in advance of the trip. Attendance at Conventions, Conferences or Business Meetings (CO HR , Attachment A, 107, C.)If more than two employees from the same campus are attending the same conference/professional meeting, the department must list the names of others who will be going. Travel Services will obtain the president's (or designee's) signature after receiving the Travel Request form. This requirement does not apply to business meetings, training, or workshops. To help facilitate this process, please submit the Travel Request form at least five (5) working days in advance of the trip. Pre-Payment of Registration Fees To avoid out-of-pocket expenses to the traveler, prepayment of registration fees may be requested by completing the Pre-Payment Registration Request form. Attach TWO (2) copies of the vendor s invoice/registration form and an envelope addressed to the vendor and submit to Travel Services with the Travel Request form. The vendor s invoice or registration form must clearly demonstrate the payee (vendor s) name, address, and amount to be paid. Do not include this prepaid amount (or any other prepaid amount) on the related Travel Expense Claim. Download Pre-payment Registration form, and Instructions. 14

15 Subsistence/Allowance Reimbursement Rates In This Section Subsistence/Allowance Reimbursement Rates In-State Travel, Short-Terms Rates Lodging Meals Meals Included in Registration Fees Meal Tips Incidentals Last Fractional Part of Travel Exceeding First 24-Hours In-State Travel, Short-Terms Rates Less Than 24-Hours Taxable Reportable Income Out-of-State Travel, Short-Term Rates Foreign Travel Long-Term Rates, In-State or Out-of-State Partial Reimbursement Overtime Meals Moving and Relocation Expenses No Travel Expenses 15

16 Subsistence/Allowance Reimbursement Rates (CO HR , Attachment A, 105) The subsistence allowance is granted only when expenses are incurred for a trip twenty-five (25) miles or more from the campus. When employees are on travel status as defined in these procedures, payment of a subsistence allowance is authorized for both in-state and out-of-state travel. There are no increases in meal allowances for high priced areas. All subsistence allowances ($9.00, $12.00, and $20.00) in this section are expense caps and should not be used in lieu of actual expenses. In-State Travel, Short-Term Rates - Complete 24-hour period For each complete 24-hour period, reimbursement will be made for actual out-of-pocket expenses up to, and not more than, the following maximums: Daily Allowances Lodging No Max Actual expense with receipt Meals $41.00 Max Actual expense* Incidentals $5.00 After 1 st 24-hour period (SAM 0721) *Receipt required for any single meal $25.00 or more (S.A.M. 0721) Lodging Reimbursement will be made for actual expenses supported by an itemized hotel receipt. For a list of various lodging establishments please visit the following website: A Hotel/Motel Transient Occupancy Tax Waiver form may be presented to the lodging establishment to waive taxes. This form may be obtained from the Department of General Services (DGS) web site at Not all hotels/motels will honor the waiver but the potential savings to the university make it worth the effort to present the document at check-in time. Meals (CO HR , Attachment A, 105-6) For each COMPLETE** 24-hour period (see chart page 10), the maximum reimbursement amount is $ Actual meal expenses should be claimed, not per diem. For example, if within a complete 24-hour period the actual meal expenses are $10.17 for breakfast, $4.82 for lunch, and $19.63 for dinner, these amounts should be claimed on the Travel Expense Claim, NOT $9.00, $12.00, and $ **The 24-hour period meal allowance begins with the first ENTITLED meal based on the actual departure time of the trip as follows: 16

17 MEAL AUTHORIZED ALLOWANCE AMOUNT CONDITIONS (DEPART AND RETURN TIMES) FOR REIMBURSEMENT Breakfast $9.00 May be claimed ON THE FIRST DAY: If travel BEGINS before 7:00 am. May be claimed ON THE LAST DAY: if travel ENDS past 9:00 am Lunch $12.00 May be claimed ON THE FIRST DAY: if travel BEGINS before noon May be claimed ON THE LAST DAY: if travel ENDS past 2:00 pm May NOT be claimed: if travel is LESS THAN 24 HOURS in duration. Exception is made for mandatory business lunch. Dinner $20.00 May be claimed ON THE FIRST DAY: if travel BEGINS before 6:00 pm May be claimed ON THE LAST DAY: if travel ENDS after 6:00 pm Meals Included in Registration Fees When a registration fee includes a meal do not include that meal(s) as part of your subsistence allowance for same 24-hour period on the Travel Expense Claim. When other meals are purchased during the same 24-hour period you must still keep within the $41.00 meal allowance. Where no value has been placed on the meal(s) provided under the registration fee, use the maximum amounts as listed below for each meal provided. Continental breakfast is not considered a meal. Meal Tips Tips to waitpersons are not considered part of the meal expense and, therefore, should not be included in the meal total. Tips up to $5.00 may be claimed as an incidental. Incidentals (CO HR , Attachment A, 105 C. 2.) A $5.00 incidental allowance may be claimed for each COMPLETE 24-hour period. The term incidental allowance includes, but is not limited to, personal telephone calls, expenses for laundry, cleaning and pressing of clothes, tips for waitpersons and baggage handlers. It does NOT include cab fares or business telephone calls. 17

18 In-State Travel, Short-Term Rates Last fractional part of travel exceeding the first 24-hours (CO HR , Attachment A, 105C,1.b.) For travel, which is the last fractional part of a travel period (exceeding 24-hours), reimbursement will be made for actual out-of-pocket expenses up to and not more than the following maximums: Daily Allowances Lodging Actual expense with receipt No Maximum Meals Maximum Breakfast Actual Expense not to exceed $9.00 Lunch Actual Expense not to exceed $12.00 Dinner Actual Expense not to exceed $20.00 Incidentals N/A Only allowed after first complete 24-hour period If travel extends past 9:00 a.m., breakfast may be claimed* If travel extends past 2:00 p.m., lunch may be claimed* If travel extends past 6:00 p.m., dinner may be claimed* If travel extends overnight, lodging may be claimed* *Chancellor s Office HR Memo In-State Travel, Short Term Rates - Less than 24-hour period (CO HR , Attachment A, 105C 1.c.) For travel, which is less than 24 hours in duration, reimbursement will be made for actual out-ofpocket expenses up to and not more than the following maximum limits: Daily Allowances Lodging Actual expense with receipt No Maximum Meals 18 Maximum Breakfast Actual Expense not to exceed $9.00 Lunch Not allowed* Dinner Actual Expense not to exceed $20.00 Incidentals N/A Only allowed after completion of first 24-hour period *Employees who travel less than 24 hours may not claim any lunch allowance except when it is necessary to conduct official university business during lunch-time hours. (CO HR , Attachment A, 105, C, 1.c.)

19 Taxable/Reportable Income (IRS, Code 162(a) and SCO, Payroll Letter ) Meal reimbursements for travel less than 24 hours from the Internal Revenue Code, 162(a), Meal expenses, reimbursed by an employer to an employee, for travel away from home for less than 24 hours where no overnight stay is required, represent taxable and reportable income. Taxable meal reimbursements are subject to Federal/State income and applicable Social Security/Medicare taxes. All taxes will be withheld from a subsequent, regular payroll warrant. Daily Allowances Lodging Actual expense with receipt No Maximum Meals Maximum Breakfast Actual expense $9.00 Lunch Not allowed for less than 24-hour period N/A Dinner Actual expense $20.00 Incidentals Only allowed for complete 24-hour period N/A For breakfast, the travel begins before 7:00 a.m* For dinner, the travel extends past 6:00 p.m* For lodging, the travel extends overnight* Lunch allowance may not be claimed for one-day trips* * (Chancellor s Office HR Memo ) Out-Of-State Travel, Short-Term Rates Refer to In-State Travel, Short-Term Rates. Foreign Travel Refer to In-State Travel, Short-Term Rates. All foreign currency must be converted to US dollars with supporting documentation. Conversion rates can be obtained via the web at Long-Term Rates, In-State or Out-of-State (S.A.M. 0722) Short-term allowances are intended for trips of such duration that weekly or monthly rates for food and lodging are not obtainable. Short-term allowances will be discontinued after 30 consecutive days in one location unless the president has approved a continuation. Employees on travel status for longer than 31 consecutive days qualify for long-term travel per diem. The full long-term per diem is paid for each 24-hour period provided the employee's primary residence is occupied by the employee's dependents or is maintained at a net expense greater than $200 per month. If an employee does not maintain a separate residence, payment is one-half the full long-term rate. The rate ends when an employee is assigned to another geographic area. If long-term lodging is not available, then short-term rates may be approved beyond 31 days by the agency. Partial days of long-term travel are paid as follows: Less than 12 hours- one half the long-term rate; hours-full long-term rate. This rate includes meals, lodging, and incidental allowances. Consult the current DPA Management Memo for per diem allowances. 19

20 Partial Reimbursement If only partial reimbursement is to be made to an employee, Travel Services must have, prior to the trip, a completed Travel Request form with the appropriate box marked YES. Employees have the right to refuse to travel on state business if reimbursement is to be less than standard rate. Overtime Meals When an employee is required to report to work at least two hours prior to, or is required to remain at least two hours past a regularly scheduled work day, an overtime meal allowance may be claimed for actual meal expenses, supported by a receipt, not to exceed the maximum allowance for the lunch allowance. These meals are taxable and reportable income. Moving and Relocation Expenses The University is authorized, depending upon availability of funds, to assist in paying a portion of the moving and travel costs of a new faculty member or administrator. Expenses will be processed for reimbursement on a Purchase Order through the office of Procurement. No Travel Request form is required. For more information call Procurement at extension No Travel Expenses If a Travel Request Form and/or Pre-payment Registration Request have been submitted to Travel Services and no travel expenses are to be claimed, send an to Travel Services at pheath@csuchico.edu stating No expenses to be claimed. Please include traveler s name, trip date(s) and TRVL# if available. A Travel Expense Claim with the statement, No expenses to be claimed clearly printed on it may also be submitted in lieu of an . 20

21 Transportation In This Section Transportation General Airlines Making Reservations for Contract Airfares Business Travel Account (BTA) Making Reservations with Non-Contracted Airlines Automobiles Drivers Training Requirements Private Automobile Requirements Private Automobile Reimbursement Rates University Vehicles Reimbursement for Emergency Gasoline Purchases for University Vehicles Car Rentals - CRBTA Insurance Coverage Out-of-Country Car Rentals Use of Non-Contract Car Rentals IRS Regulations Personal Use of Car Rentals Interviewee Use of Rental Cars Vehicle Accidents Other Transportation 21

22 Transportation - General Transportation expenses consist of charges for commercial carriers, private car mileage allowances, overnight and day parking of state or privately owned vehicles, rental cars, gas for rental cars, necessary taxi, bus, rapid transit fares, bridge and road tolls, and other charges essential to the transport to and from CSU, Chico. Reimbursement will be made only for the method of transportation which is in the best interest of the university, considering both direct expenses as well as the employee s time. Provided the mode of transportation selected does not conflict with the needs of the campus, the employee may use a more expensive form of transportation and be reimbursed at the amount required for a less expensive mode of travel. The cost of both modes of transportation must be shown on a cost comparison worksheet and attached to the Travel Expense Claim with reference to CSU Procedure, S.A.M Visit the Travel Services website at to download the Cost Comparison Worksheet. Airlines Employees must, whenever possible, schedule flights on contracted airlines. Please visit the following website for a list of contracted airlines and city pairs: Travel between city pairs must be via contract airlines unless one or more of the following factors occur to make travel impractical: Space is not available on the contract airline The contractor's flight schedule would require overnight lodging A flight is missed and there is substantial delay until the contractor's next flight The contractor's flight schedule will not meet trip requirements, or will create a substantial loss of time A fare may be obtained at a lesser rate The state of California achieves cost savings through contracted fares as they are unrestricted (fully refundable, last minute ticketing), last seat availability and are for travel in either direction of the city pair. This provides government travelers with efficient cost-effective air travel. In the event that a lower fare is found, you are encouraged to obtain that fare if it is in the best interest of the university. Making Reservations for Contract Airfares Reservations for contracted flights may be made through authorized travel agencies or directly with the airlines. When making reservations in either case specify that the trip will be official state business for CSU, Chico. The only acceptable form of payment for state contracts is the American Express Government card. If contacting the airline directly an individual American Express Government card number must be provided (see page 4 for instructions on how to obtain the Government American 22

23 Express card). If using the BTA, contact one of the contracted travel agencies and provide the agent with a valid chartfield number in lieu of your American Express Government card number.* Currently CSU, Chico and the state of California have entered into an agreement with the following agency: Sacramento Travel Service 3121 Arden Way Sacramento, CA toll free admin@sacramento-travel.com *Contact your department s budget manager for a valid chartfield number. Tickets may be purchased two ways: 1) BTA Business Travel Account (American Express) To allow for no out-of-pocket expense for employees prior to the trip, employees should use the BTA. Any charges to the BTA are NOT to be included on any related Travel Expense Claims. NOTE Before making the reservations, contact your department/college office or the department responsible for funding your trip to obtain the chartfield number needed by the travel agency. This account will authorize the travel agency to bill the university directly. Authorized agencies are now allowed to charge ticketing fees. The ticketing fee consists of a onetime per ticket fee including, but not limited to: Processing/Issuing the ticket Cancellations/Refunds/Voids Changes/Exchanges The maximum ticketing fee is $ When using the BTA to book airfare, the Travel Request MUST be in the office of Travel Services before the end of the month in which you contact the travel agency. 2) American Express Government Card Your personal American Express Government Card may be used to purchase state contracted airfares, either with the authorized travel agency or directly with the airlines. This charge will be on your card and you will be responsible for making payment directly to American Express (see page 4 for instructions on obtaining the American Express Government card). 23

24 When making reservations directly with one of the contracted airlines, contact Travel Services for the current contract ID number. NOTE If you choose to book directly with the airlines vs. using the BTA, reimbursement for pre-paid airfare will be made after the completion of the trip*. Include your airfare expense on the related Travel Expense Claim and reimbursement will be made directly to you. *Exception: If the traveler is able to obtain a lower fare than the BTA AND tickets are purchased more than 30 days prior to the travel date, the traveler may request reimbursement prior to departure. Complete and submit a Direct Pay Request with verification of ticket purchase to Travel Services. A Travel Request Form must be on file. Do not include this expense on the Travel Expense Claim. To obtain state rate information for purposes of cost comparison, contact Sacramento Travel Service at Provide the name of the agent and date of call. Making Reservations with Non-Contracted Airlines Airfare may be booked with a non-contract airline if savings will be realized for the university. There is no restriction on form of payment, however, see the forgoing paragraph for reimbursement policy The Department of General Services (DGS) card may not be use to purchase airlines tickets. Automobiles Drivers Training Requirement In accordance with state policy (S.A.M. 0751) employees who operate vehicles on official business must have a valid California Driver's License, insurance, and a good driving record. Employees must complete a Defensive Drivers' Training course before they may drive any vehicle on state business. Under special circumstances a Defensive Drivers Training Waiver may be granted. For information regarding this procedure and for information on the Defensive Drivers Training course, contact Vehicle Reservations, extension

25 Private Automobile It has been determined that it is to the advantage of the university to encourage the use of privately owned vehicles whenever practical. Private Automobile Requirements Employees authorized to use a privately owned vehicle to conduct official business must meet the following requirements: The driver must have in their possession a valid Defensive Drivers Training Card. (Refer to Driver s Training Requirements section for additional information). Authorization to use Privately-Owned Vehicle Form 261 must be on file with the department who has approved the travel. The vehicle must be covered by liability/collision insurance. The vehicle must be in safe mechanical condition and be equipped with safety belts in operating condition. The employee shall be held responsible for filing a certification form, Authorization to Use Privately Owned Vehicles on State Business at least once a year at the beginning of each academic year. The employee is responsible for notifying their department and Travel Services when the vehicle and insurance no longer meet the minimum standards. The form can be obtained from the following website: The department shall retain the original statement. The department shall verify that there is a current certification on file before approving a Travel Request Form or Travel Expense Claim, authorizing payment of mileage reimbursement to an employee. Section of the California Vehicle Code requires state employees to carry in their automobile evidence of automobile liability insurance currently in force. Severe penalties may be assessed against the motorist for failure to do so. Private Automobile Reimbursement Rates (CO HR , Attachment A, 114, A & B The maximum reimbursement for use of private automobiles on official state business will be as follows: Standard Rate: The standard business mileage reimbursement rate is 44.5 cents per mile effective January 1, Rate of Travelers with Physical Disabilities: Employees who must operate a motor vehicle on official university business and who, because of a physical disability, must operate only specially equipped or modified vehicles may claim up to 52 cents per mile with certification as follows: I certify that the actual cost of operating my vehicle is equal to or greater that the rate claimed. Supervisors who approve Travel Expense Claims pursuant to this subsection have the responsibility of determining the need for the use of such vehicles. 25

26 Employees are required to keep adequate records of the fixed and variable cost of operating the vehicle in accordance with IRS regulations. Reimbursement for mileage exceeding $.445 per mile will be reported as income to the IRS and is subject to withholding for Federal Income Tax and applicable OASDI/Medicare withholding. When a trip commences or terminates at the employee's home, the distance traveled is computed from either the employee's campus, or home, whichever is the lesser distance. Exception: When travel to or from a common carrier commences or terminates before or after the regularly scheduled workday or on a regularly scheduled day off, distance may be computed from the employee's home. Reimbursement for travel between home and campus shall not be allowed when an employee is called back from home to work overtime that was not previously scheduled. University Vehicles Those wishing to use a university vehicle should contact Vehicle Reservations, located in Yuba Hall 117, extension The cost for usage of these vehicles will be charged directly to a department's motor pool account. When a Travel Expense Claim is being submitted for a trip involving a university vehicle, the letters "SC" are entered under Column 10b even though the cost is not shown on the claim form. Personal use of State Vehicles IRS Regulation (e) (2) states, The use of state vehicles for private use is considered a fringe benefit and subject to taxes. Example: When the vehicle is picked up the day prior to the trip or returned the day after the trip, any mileage to and from home (in a state owned or leased vehicle) is considered commuter mileage. The regulation does allow an exception one time per month. Any additional trips would be subject to taxes. Reimbursement for Emergency Gasoline Purchases for University Vehicles In rare cases, gasoline vendors will not accept the state credit card kept in the glove compartment of university vehicles. Employees must make every attempt to find a station that will accept the card but if no such vendor is available drivers of university vehicles may make the purchase from personal funds (cash or credit card) then file a claim for reimbursement. The driver must be sure to obtain an itemized receipt showing the vendor's name and address, the vehicle license number, and the date. The receipt must be made out to the driver and be marked "PAID". This receipt should then be given to the driver's department who in turn may call Vehicle Reservations at extension 6117 and, by stating the license number, learn whether the vehicle is (1) leased from the Department of General Services (DGS), or (2) owned by the university. One of the following procedures will be used: 26

27 1. Leased Vehicle a. Complete a Travel Expense Claim in the usual manner but for the amount of the gasoline purchase only. Include an explanation of the circumstances and the license number. No approval is necessary. b. Attach the vendor s original receipt to the original claim and submit to Travel Services, zip University-Owned Vehicle a. Complete a Travel Expense Claim in the usual manner including the gasoline purchase along with any other allowable expenses. b. Enter the license number, the cost and an explanation of the circumstances for the gasoline purchase. DO NOT charge this cost to your travel chartfield. Travel Services will assign the chartfield. c. Attach the gasoline receipt to the claim and submit both in triplicate to Travel Services, zip 140. A check will be sent to the employee via campus mail if the reimbursement involves a universityowned vehicle. Otherwise payment will be routed through the State Controller via the Sacramento State Garage and a warrant will be mailed to the employee s residential address. Car Rentals State travelers must use only the contract rental car company authorized by the Department of General Services (DGS). For the 2006 through 2008 calendar years, DGS has contracted with Enterprise-Rent-A-Car. Should Enterprise not have an appropriate vehicle or represent a location, Vanguard, (parent of Alamo and National) will be accepted as a backup rental option. For additional contract information visit the following website: How to Reserve a Rental Car 1) Reservations may be made through a state contracted travel agency. Rentals booked through the travel agent will be processed via the Car Rental Business Travel Account or CRBTA. The CRBTA works much the same as the airline BTA - all charges will be billed directly to the university allowing for no out-of-pocket expenses to be carried by the State traveler. When making reservations with the travel agent please be prepared to provide a valid chartfield string. AS WITH USE OF THE AIRLINE BTA, A TRAVEL REQUEST FORM MUST BE SUBMITTED TO TRAVEL SERVICES IMMEDIATELY FOR RECONCILIATION PURPOSES. 2) Reservations may be made directly with Enterprise Rent-a-Car. They can be reached at or visit their web site at Travelers must identify themselves as State employees and have a valid driver's license in their possession. To obtain the State of California contract rate, employees must give the Corporate Discount I.D. assigned by the Department of General Services DGCALIF. Additionally, online booking with Enterprise will require the first 3 characters of a company name which for the state of California is STA. Alamo may be 27

28 reached at ; National may be reached at Both of these alternate agency will recognize the same Corporate Discount ID DBCALIF. Reservations should be made at least 24 hours in advance. The rates are the maximum daily rate - the current rate may be lower. Rates include unlimited mileage provided the car is returned to the renting location or other drop point authorized at the time of pick up. There will be no "drop" fee for one-way travel in the state of California if the traveler identifies themselves as a State employee. Car Rental Forms of Payment The ONLY acceptable forms of payment are: 1) Government American Express card see pages 6-7 for information on how to obtain this card 2) Department of General Services (DGS) card - contact Vehicle Reservations at x ) CRBTA must use a State-approved travel agency to access this option of direct billing. Any other form of payment is not authorized as set forth in the State contract and will void conditions of the contract. Insurance Coverage (CO HR , Attachment A, 112 B, 2.) The traveler must decline insurance coverage when using the contract rental car agency. Collision Damage Waiver (CDW) and Liability Damage Waiver (LDW) are provided free of charge in the contract rate. Out-of-Country Car Rentals The university does not contract with car rental agencies outside the U.S. When renting a car outside the U.S. insurance must be purchased, and will be reimbursed by the university. Use of Non-Contract Car Rentals The State Motor Vehicle Liability Self-Insurance Program will neither defend nor indemnify state departments and employees against liability claims (and lawsuits) from third parties, which are the result of the operation of rental vehicles obtained from a company not under contract with the state of California. Enterprise Rent-a-Car is the only approved agency contracted by the State. Should Enterprise not have an appropriate vehicle or represent a location, Vanguard, (parent of Alamo and National) will be accepted as a backup rental option. In the event that the above mentioned companies were able to provide a vehicle but the employee chose to rent from a non-contract company, the employee must accept and pay for CDW (collision damage waiver), LDW (liability damage waiver), and PAI (personal accident insurance) at his or her own personal expense. This insurance coverage is not reimbursable. If the employee then has an atfault accident, the employee will be legally responsible for all damages (bodily injury, death, and property damage) sustained by others as well as property damage to the rental vehicle not covered by the insurance. Additionally, any fees incurred by the use of a non-contracted rental car that are included in the State of California rental car contracts are not reimbursable. Personal Use of Car Rentals Employees are reminded that use of these contracts for personal use is considered to be misuse. Employees wishing to extend the rental of a vehicle for personal business will make arrangements with the contract vendor to have the rental agreement for state business closed out at the end of their state business. It is not acceptable to extend rental agreements for official business and pay the difference for those days the vehicle was used on personal business. 28