University Travel Information

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• University Travel Information

CSU Dominguez Hills
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Preview

• Introduction
• Travel Request Form
• Registration Fees
• Travel Advances
• Travel Expense Claim (STD 262)
• Maximum meal allowances

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Preview - continued

• Making Travel Arrangements
• Use of Privately owned Vehicle on State Business
• Commercial Car Rentals
• Hotel/Motel Transient Occupancy Tax (TOT) Waiver
• Student Travel

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Travel Request Form

• All travel requires prior approval
• Qualifying travel
• University Related Business
• Employment Candidate
• Relocation of New employees
• Students
• Travel Request Form CSUDH Adm/Fin Travel

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Registration Fees

• Conferences, workshops, etc.
• Complete registration form
• Attach to Travel Request Form
• Provide accounting with 2 (original 1 copy)
  copies
• Provide form at least 2 weeks prior to
  registration deadline for Pre-payment

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Travel Advances

• Made to employees who are travelling with a group
  or team of students to pay for meals.
• No more than 7 days prior to departure
• Expense claim must be submitted no later than 30
  days after the trip

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Travel Expense Claim (STD 262)

• Receipts must be submitted for all expenses
  including meals costing 25 or more.
• Submit within 30 after the trip
• Travel advances open for over 90 days after
  completion of travel will be referred to
  collections.
• Travel Expense Claim CSUDH Adm/Fin Travel

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Meal Allowance summaryLodging Maximum

• Maximum Meal Allowance is 55 per day with
  overnight stay
• 7 per day incidental allowance
• No meal allowance without
• overnight stay
• Any single meal expense of 25 or more requires a
  receipt.
• Lodging max 195.00 excluding tax

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Meal Allowance over 24 hours

• NO LODGING OR MEALS WITHIN 25 MILES OF CAMPUS

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International Travel

• Travelers to foreign destinations or to Alaska,
  Hawaii, and US Possessions will receive the
  federal per diem for lodging, meals and
  incidentals. The per diem amounts can be found
  at
• http//www.defensetravel.dod.mil/site/perdiemCalc
  .cfm

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Making Travel Arrangements

• Away We Go Travel
• 2908 Westminster Avenue
• Seal Beach, CA 90740
• Phone [phone]
• Email awaywego.travel_at_verizon.net
• Need TI/TO and PS account numbers prior to
  calling. 20.00 service fee.

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Mileage Restrictions

• Allowable Mileage Expense With Overnight Stay
• Mileage shall ordinarily be computed between the
  traveler's normal work location and the common
  carrier or destination.
• Mileage expenses may be allowed between the
  traveler's residence and the common carrier or
  destination if University business travel occurs
  during the traveler's non-working hours, or
  during a regularly scheduled day off.

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Mileage - Continued

• When a traveler is authorized to drive a private
  vehicle to or from a common carrier terminal,
  mileage may be reimbursed as follows
• 1) One round trip, including parking for the
  duration of the trip or
• 2) Two round trips, including short-term parking
  expenses, when an employee is driven to a common
  carrier.

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Mileage - Continued

• Allowable Mileage Expense No Overnight Stay
• If an employee has an assignment away from their
  normal work location, (e.g., single day workshop,
  local conference, training, assignments at more
  than one location, etc.) which does not require
  an overnight stay, reimbursement shall be made
  for mileage expenses as follows

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Mileage - Continued

• 1) Mileage between Home and a Single Assignment
  Location
• Reimbursement shall be made for roundtrip mileage
  between home and the assignment location, or
  between the normal work location and the
  assignment location, whichever is less.

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Use of Privately Owned Vehicle on State Business

• Authorization form must be submitted and
  approved
• STD 261
• http//www.csudh.edu/admfin/AS/astravel.htm
• Employees supervisor will approve
• Form to filed in employees department
• Reimbursement rate is 57.5 cents per mile
• Minimum insurance required by law must be
  maintained on vehicle

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Commercial Car Rentals

• Contracted with Enterprise car rental company
• Contact car rental agency directly. Use
  University account number. Call Travel at ext.
  3808 for account number.
• Contracted Rates include
• 250,000 liability insurance
• Full collision damage waivers
• ALWAYS decline the collision damage insurance
• American Express Corp. Card is accepted form of
  payment or direct bill to University

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Hotel/Motel Transient Occupancy Tax (TOT) Waiver

• California tax waiver
• STD 236
• Travel Web Site http//www.csudh.edu/admfin/AS/as
  travel.htm

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Student Travel

• A Student Travel waiver form is required. The
  link to the waiver form is on the Travel web page.