4/27/2015 University Travel Information CSU Dominguez Hills

4/27/2015 Preview Introduction Introduction Travel Request Form Travel Request Form Registration Fees Registration Fees Travel Advances Travel Advances Travel Expense Claim (STD 262) Travel Expense Claim (STD 262) Maximum meal allowances Maximum meal allowances

4/27/2015 Preview - continued Making Travel Arrangements Making Travel Arrangements Use of Privately owned Vehicle on State Business Use of Privately owned Vehicle on State Business Commercial Car Rentals Commercial Car Rentals Hotel/Motel Transient Occupancy Tax (TOT) Waiver Hotel/Motel Transient Occupancy Tax (TOT) Waiver Student Travel Student Travel

4/27/2015 Travel Request Form All travel requires prior approval All travel requires prior approval Qualifying travel Qualifying travel –University Related Business –Employment Candidate –Relocation of New employees –Students Travel Request Form: CSUDH Adm/Fin Travel Travel Request Form: CSUDH Adm/Fin Travel CSUDH Adm/Fin Travel CSUDH Adm/Fin Travel

4/27/2015 Registration Fees Conferences, workshops, etc. Conferences, workshops, etc. Complete registration form 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 Provide form at least 2 weeks prior to registration deadline for Pre-payment

4/27/2015 Travel Advances Made to employees who are travelling with a group or team of students to pay for meals. 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 No more than 7 days prior to departure Expense claim must be submitted no later than 30 days after the trip Expense claim must be submitted no later than 30 days after the trip

4/27/2015 Travel Expense Claim (STD 262) Receipts must be submitted for all expenses including meals costing $25 or more. Receipts must be submitted for all expenses including meals costing $25 or more. Submit within 30 after the trip Submit within 30 after the trip Travel advances open for over 90 days after completion of travel will be referred to collections. Travel advances open for over 90 days after completion of travel will be referred to collections. Travel Expense Claim: CSUDH Adm/Fin Travel Travel Expense Claim: CSUDH Adm/Fin TravelCSUDH Adm/Fin TravelCSUDH Adm/Fin Travel

4/27/2015 Meal Allowance – summary Lodging Maximum Maximum Meal Allowance is $55 per day with overnight stay Maximum Meal Allowance is $55 per day with overnight stay $7 per day incidental allowance $7 per day incidental allowance No meal allowance without No meal allowance without overnight stay Any single meal expense of $25 or more requires a receipt. Any single meal expense of $25 or more requires a receipt. Lodging max $ excluding tax Lodging max $ excluding tax

4/27/2015 Meal Allowance – over 24 hours NO LODGING OR MEALS WITHIN 25 MILES OF CAMPUS

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: 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: mCalc.cfm 4/27/2015

Making Travel Arrangements Away We Go Travel Away We Go Travel 2908 Westminster Avenue Seal Beach, CA Phone: (562) Need TI/TO and PS account numbers prior to calling. $20.00 service fee. Need TI/TO and PS account numbers prior to calling. $20.00 service fee.

4/27/2015 Allowable Mileage Expense – With Overnight Stay 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. Mileage Restrictions

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: 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 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. 2) Two round trips, including short-term parking expenses, when an employee is driven to a common carrier. 4/27/2015

Mileage - Continued Allowable Mileage Expense – No Overnight Stay 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: 4/27/2015

Mileage - Continued 1) Mileage between Home and a Single Assignment Location 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. 4/27/2015

Use of Privately Owned Vehicle on State Business Authorization form must be submitted and approved Authorization form must be submitted and approved –STD 261 – Employee’s supervisor will approve Employee’s supervisor will approve Form to filed in employee’s department Form to filed in employee’s department Reimbursement rate is 57.5 cents per mile Reimbursement rate is 57.5 cents per mile Minimum insurance required by law must be maintained on vehicle Minimum insurance required by law must be maintained on vehicle

4/27/2015 Commercial Car Rentals Contracted with Enterprise car rental company Contracted with Enterprise car rental company –Contact car rental agency directly. Use University account number. Call Travel at ext for account number. Contracted Rates include 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 American Express Corp. Card is accepted form of payment or direct bill to University

4/27/2015 Hotel/Motel Transient Occupancy Tax (TOT) Waiver California tax waiver California tax waiver –STD 236 Travel Web Site: admfin/AS/astravel.htm Travel Web Site: admfin/AS/astravel.htm admfin/AS/astravel.htm admfin/AS/astravel.htm

Student Travel A Student Travel waiver form is required. The link to the waiver form is on the Travel web page. A Student Travel waiver form is required. The link to the waiver form is on the Travel web page. 4/27/2015