Guidelines

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

LISTED BELOW ARE THE TRAVEL GUIDELINES FOR CSU, NORTHRIDGE:

APPROVAL OF TRAVEL REQUEST:

• CSUN employees traveling on official University business must complete an Approval of Travel Request Form prior to Travel.
• This form must be approved by the Department Approvers and retained in the Department.
• All travel for College personnel must be approved by the College Dean prior to travel.
• All international travel requires the Provost/Vice President’s approval prior to travel.
• Mandatory international travel insurance must be purchased prior to international travel. Please contact Risk Management & Insurance for details.

PROCEDURES FOR THE APPROVAL OF ACADEMIC TRAVEL:

Form Name(s):  Approval of Travel Request, Travel Expense Claim Form

Department: Chair/Supervisor

If Paid for by Another Unit:  Financial Approver

Dean’s Office:  Dean/MPP Designee

• All International travel requires the Provost/Vice President’s signature on both the Approval of Travel Request Form and the Travel Expense Claim Form.

• Deans must obtain the approval of the Provost for Academic Affairs on both the Approval of Travel Request Form and the Travel Expense Claim Form for their own business travel.
• Academic field trip information is located at: Risk Management & Insurance

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.

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 or any other services (GPS, roadside assistance).

PRIVATELY OWNED VEHICLES USED FOR TRAVELING ON OFFICIAL UNIVERSITY BUSINESS:

• Employees using a personal vehicle while on official CSUN business must have an Authorization to Use Privately Owned Vehicles for State Business Form (STD261) on file.
• The completed and approved form should be retained in the Department.

(Do not send to Accounts Payable)

DAILY EXPENSES

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

TRAVEL ADVANCE REQUEST

• Submit a Travel Advance Request Form.
• Approval of Travel Request Form must be attached.
• Travel Advance requests must be submitted to Accounts Payable at least 15 business days prior to the trip.

ALLOWABLE TRAVEL ADVANCES:

• Airfare.
• Registration, conference, workshop or invitation fees and meal allowance:

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 advancefor 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 $100.00.
• Personal Liability Travel Cardholders.
• CSU Travel Policy prohibits hotel advances.

CREDIT CARD REIMBURSEMENT REQUEST:

• Submit a Credit Card Travel Reimbursement Form.
• Original credit card statement and detailed receipts must be attached. If credit card statement is not available, proof of payment is required.
• Credit Card Reimbursement requests must be submitted to Accounts Payable at least 15 business days prior to the trip, otherwise the traveler will not be reimbursed until the conclusion of the trip by completing a Travel Expense Claim Form.

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

TRAVEL EXPENSE CLAIM FORM

• Submit travel claims no more than 30 days after the expenses were paid or incurred.
• Sign up for eRefund for FASTER reimbursement!
• Submit a Travel Expense Claim Form.
• All original detailed receipts must be attached. Copies are not allowable.
• Lost receipts require a Missing Receipt Certification Form completed and attached for items $75.00 and over.
• 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.

• Convert International currency expenses to US currency using the International Currency Converter. A printed copy of the conversion must be attached for each expense. The converted amount must match what is entered on the claim form.
• Copy of International Travel Insurance, if applicable.
• All credit card reimbursements and travel advances prior to the trip must be entered on the claim form under both the appropriate expense column and the advance column on the claim form.

MILEAGE (only if $75 and over per one-way trip):

Required information:

• Purpose of the trip
• Destination (City & State)
• Dates & Times
• MapQuest must be attached.
  • Mileage is computed based on the shortest distance from CSUN or home address and physical destination address, not City to City.
  • For overnight stay, mileage can be claimed from the traveler's home address if the travel occurs during non-working hours or during a regular scheduled day off.
  • 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 claim reimbursement.

MILEAGE CLAIM REIMBURSEMENTS ONLY:

• Submit a Travel Expense Claim Form
• Required information:

• Purpose of the trip
• Destination (City & State)
• Dates & Times
• MapQuest must be attached.
  • Mileage is computed based on the shortest distance from CSUN or home address and physical destination address, not City to City.
  • For overnight stay, mileage can be claimed from the traveler's home address if the travel occurs during non-working hours or during a regular scheduled day off.
  • The MapQuest copy must show the starting address, destination address and total number of miles.