CSUN > Sponsored Programs > Post-Award Administration>Processing of Expenditures > Travel Expenses

Click here for current travel reimbursement rates

Click here to download the 'Travel Expense Claim' form

CSU Travel Policy (Effective September 1, 2009)

Table of Contents

  1. Summary
  2. Application
  3. Process
  4. Supporting Documentation
  5. Coding of the Accounting String
  6. Allowable Travel Expenses/Rates
  7. Lodging
  8. Meals
  9. Incidentals
10. Air Travel
11. Automobile Rental
12. Use of Private Car
13. Other Expenses
14. Non-Reimbursable Expenses
15. Flowchart: Travel Expenses

 

 

1. Summary

2. Application
Faculty and staff in a sponsored project can be reimbursed for travel expenses using the form 'Travel Expense Claim'. No additional Check Request is necessary.

3. Process
The claimant submits a 'Travel Expense Claim' form with supporting documentation to the Principal Investigator. The document must indicate the name and address of the traveler, the date and time of the travel, the destination, the purpose of the trip and the costs relating to the travel. Any advances received for the trip must be deducted. The claimant must sign the form. The Principal Investigator reviews the claim for correctness and appropriateness, and approves the expenditure via his signature. The form is then forwarded to The University Corporation for processing and payment.

4. Supporting Documentation
With the exception of claims on a per diem basis and incidentals, original invoices and receipts must support all expenses. For air travel, please include the traveler's flight coupon or formal receipt, and the boarding passes. For a detailed listing of appropriate supporting documentation, please refer to section 1.5

5. Coding of the Accounting String
The 'Travel Expense Claim' form must be coded with an 'Accounting String' to ensure the proper allocation of the expenses to the correct project and the correct account.

Since the "Travel Expense Claim" form does not provide for a separate area for the coding, please enter the accounting string in section "(11) Purpose of the Trip".

Example: 630100/S4000/24200/40019999

6. Allowable Travel Expenses/Rates
The California State Board of Control determines the allowable amounts and rates for the reimbursement of travel expenses. The rates are frequently updated in order to account for inflation and cost of living increases. Please refer to the latest 'Travel Guidelines' memo issued by The University Corporation or contact Judy Dickinson at extension 4695 or Teresa Loren at extension 2981.

7. Lodging
Lodging may be reimbursed for the full amount paid, provided the cost is neither excessive nor unreasonable.

Telephone charges are allowable on hotel bills. However, next to each telephone call on the hotel bill must be a clear indication of whether it was "business" or "personal". Business calls are eligible for reimbursement; personal calls are not eligible for reimbursement.

Movies cannot be reimbursed.

8. Meals

Per-Diem Rates
Meals during travel are usually reimbursed based on per-diem rates. No receipts or invoices are necessary. (click here for current meal reimbursement rate)

International Per-Diem Rates
For international travel, these per-diem rates may be exceeded, with prior written approval by the Chancellor's Office, only.

Reimbursement of actual expenses for meals
Actual expenses for meals that are in excess of the above per diem rates can be reimbursed in exceptional circumstances above and beyond regular travel activities and/or beyond the control of the traveler.

Examples of exceptional circumstances can be:
- As part of the business/sponsored program activity, it is appropriate for the traveler to invite another person to a meal (interview, job-interview, etc.).
- The traveler participates in a business/sponsored program group activity, where the venue for the meal was selected by the group.

A higher price level at a U.S. destination is not a sufficient reason to claim a meal reimbursement in excess of the per-diem rates. Please note that under no circumstances alcohol can be reimbursed as part of a government funded sponsored program.

In order to request a meal reimbursement in excess of the per-diem rates the traveler needs to complete a detailed written explanation on the exceptional circumstance and submit itemized receipts.

Meal reimbursement if traveling for less than 24 hours:

• If travel begins before 7:00 am, breakfast may be claimed
• Lunch may not be claimed
• Dinner may be claimed if travel extends past 6:00 pm

Meal reimbursement if traveling for more than 24 hours:

If you are traveling for more 24 hours, the following meals can be claimed during the last day of travel:

• Breakfast may be claimed if travel extends past 9:00 am
• Lunch may be claimed if travel extends past 2:00 pm
• Dinner may be claimed if travel extends past 6:00 pm

9. Incidentals
An additional incidental allowance may be claimed for each 24-hour period. Incidental allowance includes expenses such as laundry, pressing, dry cleaning, and tips for services such as waiters and baggage handlers. It does not cover cab fares, telegrams, telephone calls, and other business expenses. These expenses can be claimed separately. (click here for current incidental reimbursement rate)

10. Air Travel
Economy/Coach Class, Only
All air travel must be economy or coach class, and special, low-cost rates should be used when possible.

Fly American Act
Travelers on federally sponsored trips must travel on U.S. flag carriers, unless that option is not available. U.S. air carrier service is considered available even though:

• Comparable service can be provided at less cost by a foreign air carrier.
• Foreign air carrier is preferred or is more convenient

The exceptions where use of a non-US carrier is permissible in this are as follows:

• Travel to and from the US. Use of a non-US carrier is permissible if:
  • The airport abroad is the origin or destination airport, and use of a US carrier would extend the total travel time 24 hours or more than would travel by non-US carrier; or
  • The airport abroad is an interchange point, and use of a US Carrier would require the traveller to wait six (6) hours or more to make connection or would extend the total travel time six (6) hours or more than would travel by non-US carrier.
    
• Travel Between Points outside the US. Use of a non-US carrier is permissible if:
  • Travel by non-US carrier would eliminate two (2) or more aircraft changes en route; or
  • Travel by US carrier would extend the total travel time six (6) hours or more than would travel by non-US carrier.
  • Short Distance Travel. For all short distance travel, regardless of origin and destination, use of a non-US carrier is permissible if the elapsed travel time on a scheduled flight from origin to destination airport by non-US carrier is three (3) hours or less and service by US carrier would double the travel time.

U.S. flag air carrier service available at point of origin should be used to destination or, in the absence of direct or through service, to the furthest interchange point on a usually traveled route;

This requirement is applicable to all federally funded award including flow-down subawards. A U.S. flag carrier is on holding a certificate der Section 401 of the Federal Aviation Act, 49 U.S.C. 1371 (1970).

Frequent Flyer Benefits (Mileage)
The use of frequent flyer benefits (mileage) to acquire an airline tickets for business use, cannot be reimbursed with the cost of a comparable ticket.

 

11. Automobile Rental
When renting an automobile, the traveler must ensure that sufficient insurance coverage is in place. Coverage is usually provided through the travelers private car insurance. Coverage can also be obtained through the purchase of a Loss Damage Waiver (or equivalent) from the rental agency. Insurance costs are generally reimbursable.

Enterprise-Rent-A-Car:
As member of the CSU Auxiliary Organizations Risk Management Alliance, The University Corporation participates in a preferred customer program with Enterprise-Rent-A-Car. When reserving or booking a vehicle, please specify our corporate account number NACA053.

The negotiated rates are available nationwide at any Enterprise location, with the exception of New York.  A valid credit card and driver's license must be presented at the time of rental. 

Enterprise Rent-A-Car online reservations instructions
Enterprise Rent-A-Car Negotiated Rated NACA053

Please note: The above is not an endorsement of Enterprise-Rent-A-Car. The decision of choosing a car rental agency should be based on safety concerns, practicality and price-worthiness. For insurance reasons, this program can only be used while conducting official business of The University Corporation; private use of this program is not permitted.

 

12. Use of Private Car
The use of a private car for traveling on a sponsored project will be reimbursed with the current mileage rate. (click here for current mileage reimbursement rate)

13. Other Expenses
All other expenses incurred while traveling on a sponsored project are reimbursed based on their relevance to the project, reasonableness, allowability, and available budget. Proper supporting documentation is required. Other expenses may include:

• Tolls
• Parking Fees
• Conference Fees
• Attendance Fees
• Telephone, Fax or Business Center Charges

14. Non-Reimbursable Expenses
The following costs cannot be reimbursed:

• First and business class airfare
• Alcoholic beverages
• Valet services
• Traffic fines
• Personal insurance charges
• Motorcycle transportation costs
• Tips (covered under the Incidental expense allowance)
• Movies and other entertainment costs
• Personal phone calls

15. Flowchart: Travel Expenses

 

This web site was last updated on: Monday, July 6, 2009 8:31 AM

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