University Travel

eTravel Reimbursement Guidelines

Please review the California State University Travel Policy and Procedures prior to traveling on official University business.

LISTED BELOW ARE THE eTRAVEL GUIDELINES FOR CSU, NORTHRIDGE:

APPROVAL OF TRAVEL REQUEST:

  • CSUN employees traveling on official University business must complete an eTravel Authorizationprior to travel
  • Mandatory international travel insurance must be purchased prior to international travel. Please see our Foreign and High Risk Travel Quick Guide and contact Risk Management & Insurance for details.
  • If the traveler does not complete an eTravel Authorization prior to travel, the Dean/Dept. Chair/Management must be consulted for further instruction prior to completing the eTravel Expense Report. The Travel Desk will not reimburse for travel without an eTravel Authorization. 

BOOKING TRAVEL RESERVATIONS

Travel reservations must be purchased through CSUN’s approved Travel Agency listed below:

  • CSUN’s approved Travel Agency is Plaza Travel
  • Payment for travel expenses must be made by the Traveler, not on behalf of other Staff or Faculty

CSU PREFERRED CAR RENTAL COMPANIES:

The CSU has special rates and agreements with Enterprise and National. Contact the CSUN Travel Coordinator at x2945 for the State rate code or call Plaza Travel.

Enterprise Car Rental now requires a second form of identification at the rental counter when picking up a vehicle for official University business.

Travelers should be prepared to present a valid Driver’s License along with a 2nd form of ID as listed below:

  • An Employee Issued ID
  • A CSUN Business Card
  • A copy of your Travel Itinerary if your reservations were made using Plaza Travel
  • An Authorization Letter on CSUN letterhead, including the renter’s name, date of rental and a contact name and number from your Department/College for verification purposes

NOTE: Booking car rental reservations outside of the Car Rental Companies listed above or Plaza Travel requires justification and documentation to prove that it was less expensive to purchase with an outside source, otherwise the traveler risks not being reimbursed or receiving partial reimbursement. Insurance is included with the CSU preferred Car Rental Companies; therefore the traveler will not be reimbursed for insurance.

PRIVATELY OWNED VEHICLES USED FOR TRAVELING ON OFFICIAL UNIVERSITY BUSINESS:

DAILY EXPENSES

The Travel Expense Itemization Worksheet can be used to keep track of daily expenses.

Sign up for eRefund for FASTER reimbursement!

TRAVEL ADVANCE REQUEST

  • Submit an eTravel Cash Advance only for expenses $100 or more.
  • Cash Advances can be requested for travel related expenses paid in advance  by the employee (credit card reimbursement) and for up to 75% of the allowable meal allowance.
    • Travel Advance requests must be submitted at least 15 business days prior to the trip.
    • Travel Advance requests for up to 75% of the allowable meal allowance will not be processed until 10 days prior to the trip. A separate request must be created.

ALLOWABLE TRAVEL ADVANCES:

  • Airfare
  • Registration, conference, workshop or invitation fees:

Printed detailed information from the conference, workshop or invitation must be provided, which includes the following:

    • Dates of the conference, workshop or invitation
    • Location
    • Agenda and meals provided from the conference, workshop or invitation
    • Registration fee information with the remit address
    • Non Federal or State conferences will require the traveler to obtain a completed Vendor Data Record Form from the vendor before an advance will be paid
  • Cash advance for up to 75% of the allowable meal allowance

NOTE:Failure to provide the proper documentation and completed information will delay the advance request.

TRAVEL ADVANCES NOT ALLOWED:

  • Advances less than $100 per expense 
  • CSU Travel Policy prohibits hotel advances
  • US Bank Personal Liability Travel Card holder

CREDIT CARD REIMBURSEMENT REQUEST:

  • Submit an eTravel Cash Advance
  • Detailed receipts and proof of payments must be attached. If credit card statement is not available, proof of payment is required
  • Credit Card Reimbursement requests must be submitted at least 15 business days prior to the trip, otherwise the traveler will not be reimbursed until the conclusion of the trip by completing an eTravel Expense Report

NOTE: Failure to provide the proper documentation and completed information will delay the credit card reimbursement payment request.

eTRAVEL EXPENSE REPORT

  • Sign up for eRefund for FASTER reimbursement!
  • Submit an eTravel Expense Report and reference the eTravel Authorization #
  • If the traveler does not complete an eTravel Authorization prior to travel, the Dean/Dept. Chair/Management must be consulted for further instruction prior to completing the eTravel Expense Report. The Travel Desk will not reimburse for travel without an eTravel Authorization. 
  • All detailed receipts must be attached for all purchases $25 and over
  • When itemized receipts are required but cannot be obtained or have been lost and all measures to obtain a duplicate receipt have been exhausted, the traveler is required to select the No Receipt check box and provide a satisfactory explanation in the comments section explaining why such receipts are not being submitted with the Expense Report.
  • Registration, conference, workshop or invitation fees:

Printed detailed information from the conference, workshop or invitation must be provided, which includes the following:

    • Dates of the conference, workshop or invitation
    • Location
    • Agenda and meals provided from the conference, workshop or invitation
    • Registration fee information
  • If any travel expenses are paid through Cash Posting Order (CPO), do not add it to the eTravel Expense Report
  • Convert International currency expenses to US currency, for items $25 and over, using the International Currency Converter. A copy of the conversion must be attached for each expense. The converted amount must match what is entered on the expense report
  • Copy of International Travel Insurance, if applicable
  • All Cash Advances must be associated with the appropriate expense report.
  • Mileage:

Required information:

    • Business purpose
    • Departure and destination must be entered under the description portion of the expense line. (e.g. CSUN to CO)
    • Dates
    • MapQuest must be attached for claims $25 and over
    • Mileage is computed based on the shortest distance from CSUN or home address and physical destination address, not City to City
    • The MapQuest copy must show the starting address, destination address and total number of miles

NOTE: Failure to provide the proper documentation and completed information will delay the travel reimbursement.

MILEAGE CLAIM REIMBURSEMENTS ONLY:

  • A Travel Authorization is not required
  • Submit an eTravel Expense Report
  • Required information:
    • Purpose of the trip
    • Departure and destination must be entered under the description portion of the expense line (e.g. CSUN to CO)
    • Dates
  • MapQuest must be attached for claims $25 and over
    • Mileage is computed based on the shortest distance from CSUN or home address and physical destination address, not City to City
    • The MapQuest copy must show the starting address, destination address and total number of miles