Travel Polices & Procedures

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Travel Components

Out-of-state or international travel is composed of three elements:

  1. Approval via submission of a Travel Authorization (Form CSUFRS-30, Exhibit A).
  2. The actual trip.
  3. Reimbursement of actual expenses incurred via submission receipts for completion of an Employee Expenditure Voucher form (Exhibit B) within 15 business days after completion of the trip if a travel advance is taken, or 30 calendar days after completion of the trip if an advance is not taken.  Any forms submitted after the above timeframes will be returned without reimbursement, encumbered funds will be released, and the conditions of the travel advance agreement will be invoked.

In-state travel is composed of:

  1. Mileage only or any non-mileage expense $50.00 or less per trip with prior approval of Department Chair or Director.  Submission of a Travel Authorization is not required.  A current certificate of insurance must be on file in the Administrative Services Office and minimum liabilities met (refer to section “Insurance and Use of Personally Owned Vehicle” for detailed information).  Reimbursement is made via submission Mileage Reimbursement form within 30 calendar days after the end of the month.  Any forms submitted after this date will be returned without reimbursement.
  2. Travel involving any non-mileage expense greater than $50.00 per trip, submission of a Travel Authorization (Form CSUFRS-30, Exhibit A) for approval is required and reimbursement is made via submission of receipts for completion of an Employee Expenditure Voucher form within 15 business days after completion of the trip if a cash advance is taken, or 30 calendar days after completion of the trip if an advance is not taken. Any forms submitted after this date will be returned without reimbursement and encumbered funds will be released.

NOTE:  Expenses that are incurred before travel is approved are the responsibility of the traveler should the travel be disallowed.

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