College of Education Eureka Hall 401 Updated: October 28, 2015 Things to Know Before you Go! Sacramento State Travel Procedures

1.Types of Travel: slide 3Types of Travel 2.Overview of University Travel: slide 4Overview of University Travel 3.Before You Travel: slide 5Before You Travel 4.Unfunded Travel: slides 6-11Unfunded Travel 5.Funded Travel: slides 12-16Funded Travel 6.International Travel: slides 17-18International Travel 7.Travel Claim (Funded): slides 19-21Travel Claim (Funded) 8.International Travel Currency Conversion: slide 24International Travel Currency Conversion 9.Electronic Funds Transfer (EFT): 25Electronic Funds Transfer (EFT) 10.Overview of UEI Travel: slide 26Overview of UEI Travel 11.UEI Travel: slides 27-32UEI Travel 12.Supervision Travel: slide 33Supervision Travel 13.Sample Travel Process Timeline: slide 34Sample Travel Process Timeline 14.Key Dates (College of Education Deadlines): slide 35Key Dates (College of Education Deadlines)  PRIOR TO TRAVEL: KEY SUBMISSION TIMELINES PRIOR TO TRAVEL: KEY SUBMISSION TIMELINES  FINAL SUBMISSION DEADLINE DATES FINAL SUBMISSION DEADLINE DATES 15. Links slide 36 Links Table of Contents

Types of Travel 1. Unfunded Travel  No funding provided by the University, UEI or COE  It is still considered Unfunded if you are seeking a grant for the travel but the funds have not yet been awarded. 2. Funded Travel  General Fund – (e.g. SPAR, Dean or Branch)  Supervision – Through AERO  Provost – If you are receiving funding through the Provost  UEI – If you are receiving a grant from UEI then you will need to complete UEI’s travel paperwork (provided by UEI). This process is separate from the University. Table of Contents

Overview of University Travel Faculty obtain travel forms from the College of Education website and submit to Eureka 401* Chair signs travel paperwork Dean signs travel paperwork Provost signs travel paperwork APS Staff will enter Requisition for travel in CFS (If travel is Funded) Faculty travels Faculty completes & s Travel Claim, supporting documents & receipts to APS staff within 30 days of completing travel. APS Staff review Travel Claim and make necessary adjustments Faculty signs Travel Claim Chair signs Travel Claim 11 Travel Claim is submitted to Accounts Payable 12 Check is in the mail! 13 * APS staff review travel paperwork 2 10 Table of Contents

 If you know you will be traveling on University business (including if you’re using UEI funds), you should notify Academic and Program Support (APS) staff at least 30 days* prior to your domestic travel so that all necessary paperwork can be completed and signatures can be obtained before you travel. *60 days for International travel.  NOTE: It is required by the Provost for ALL University Travel (Unfunded or Funded) to submit a Travel Justification and supporting documents as described in slides 6 & 11. Travel paperwork is located on the College of Education “Forms and Handbooks for faculty and staff” webpage: listed under “Travel Submission Packets.”  APS staff consist of:  Susana Guzman –  Colleen Mesa–  Don Nahhas –  Annie Suarez - (AERO-Supervision When you submit your travel paperwork (obtained from our travel webpage) to Eureka 401, you will be given a travel envelope and checklist to help keep track of all of your travel documents and receipts. Before You Travel Unfunded or Funded Table of Contents

If you are NOT receiving funding for travel, you are still required to complete/turn in the following 30 days before your Domestic travel or 60 for International travel: 1.Unfunded Travel Request form 2.Travel Planner Form 3.UNFUNDED Travel Justification Check List 4.Domestic Travel Expense Justification form 5.Copy of your hotel reservation/confirmation 6.Copy of your conference registration 7.Invitation letter (if presenting) 8.Copy of your presentation abstract (as noted in the program) 9.Travel Itinerary (airline or other if obtained prior to submitting justification).  Travel paperwork is located on the College of Education “Forms and Handbooks for faculty and staff” webpage;  Personal Vehicle – If you are using your personal vehicle for travel, you will need to complete additional liability paperwork with the University. Please contact: Kim Ross – for more information.  Once your Unfunded Travel Request is received in Eureka 401 and checked in, you will be assigned an APS staff member to assist you throughout the process. You will be contacted via to submit any additional documents electronically to that APS staff member. Unfunded Travel Table of Contents

-Sample- Unfunded Travel Request Configs/documents/forms/accountPayable/UnfundedTrav elRequest.pdf Table of Contents Please type your Chair’s full name in the “Approving Official’s Printed Name” line.

-Sample- Travel Planner planner pdf Table of Contents

-Sample- Unfunded Travel Justification Check List Table of Contents travel-just-checklist pdf  Use this Unfunded Travel Justification Check List to assist you in completing the Travel Expense Justification form properly.

-Sample- Unfunded Travel Expense Justification Configs/documents/forms/accountPayable/Travel_Expe ns_Justification_Domestic_August2015.pdf Table of Contents  Please use the Unfunded Travel Justification Check List to assist you in completing the Travel Expense Justification form properly.

Important!  If you think you will receive funding in the future for a previous trip, save all your supporting documents and receipts! Receipts are needed for your travel claim. We have created an “UNFUNDED Travel Claim Supporting Documents Check List” to help ensure you collect and retain all the necessary travel receipts.  If you do receive funding in the future, you will need to follow the steps for Funded Travel, including resubmitting a new Travel Expense Justification form for approval AND attach the signed copy of your previous Unfunded Travel Expense Justification form.  The CSU maximum lodging rate is $ per night (excluding taxes). You must fill out the “Lodging Rate Exception” portion of the Travel Expense Justification form and get approval from the Provost if you wish to be reimbursed for rates over $ *Please note that you can choose to stay in hotels that exceed the $ rate, but without approval from the Provost you will only be able to claim up to $ per night. Unfunded Travel Cont. Table of Contents checklist pdf

If you are receiving funding for travel, you need to complete/turn in the following 30 days before you travel (60 for international travel): 1.FUNDED Travel Justification Check List 2.Domestic or International Travel Expense Justification form 3. Travel Planner 4. Copy of your letter of funding 5. Copy of your hotel reservation/confirmation 6. Copy of your conference registration Invitation letter (if presenting) 7. Copy of your presentation abstract (as noted in the program) International Traveler’s need to also provide: 1. Foreign Travel Insurance Request Form – Must be completed 10 days prior to travel Letter from University President approving International Travel 3. Approved International Travel Justification.  Travel paperwork is located on the College of Education “Forms and Handbooks for faculty and staff” webpage; listed under “Travel submission Packets.”  Once your travel packet/forms are received in Eureka 401 and checked in, you will be assigned an APS staff member to assist you throughout the process. You will be contacted via to submit any additional documents electronically to that APS staff member. Funded Travel Table of Contents

-Sample- Funded Travel Justification Check List just-checklist pdf  Use this Funded Travel Justification Check List to assist you in completing the Travel Expense Justification form properly. Table of Contents

-Sample- Funded Travel Expense Justification Configs/documents/forms/accountPayable/Travel_Expe ns_Justification_Domestic_August2015.pdf  Please use the Funded Travel Justification Check List to assist you in completing the Travel Expense Justification form properly. Table of Contents

-Sample- Travel Planner planner pdf Table of Contents

Funded Travel Cont.  Airline Reservations – When making your airline reservations, DO NOT use your personal points/rewards to purchase your flight. The CSU WILL NOT reimburse you for the dollar value of the ticket; only for the amount (in cash) that is out of pocket.  Personal Vehicle – If you are using your personal vehicle for travel, you will need to complete additional liability paperwork with the University. Please contact: Kim Ross – for more  Lodging – The CSU maximum lodging rate is $ per night (excluding taxes). You must fill out the “Lodging Rate Exception*” portion of the Travel Expense Justification form and get approval from the Provost if you wish to be reimbursed for rates over $ * Lodging Rate Exception can include: lodging rate of hotel hosting conference and/or lowest rate available in travel area. Please note that you can choose to stay in hotels that exceed the $ rate but without approval from the Provost you will only be able to claim up to $ per night.  Advance – If you need an Advance, please indicate the amount on your Domestic Travel Justification form. Please give at least 30 days notice to acquire all signatures, for staff to enter Travel Requisition with the Advance, and for the Advance to be issued.  Car Rental – If you need a rental car, APS staff will make the arrangements for you and reserve an economy class vehicle.  When you submit your travel paperwork (obtained from our travel webpage) to Eureka 401, you will be given a travel envelope and checklist to help keep track of all of your travel documents and receipts. Table of Contents

Unfunded or Funded travel, you need to complete/turn in the following 60 for international travel: 1.INTERNATIONAL Travel Justification Check List 2.International Travel Expense Justification form 3.Travel Planner 4.Copy of your letter of funding 5.Copy of your hotel reservation/confirmation 6.Copy of your conference registration 7.Invitation letter (if presenting) 8. Copy of your presentation abstract (as noted in the program) 9. Foreign Travel Insurance Request Form – Must be completed 10 days prior to travel Letter from University President approving International Travel 11.Approved International Travel Justification. International Travel Table of Contents

-Sample- International Travel Expense Justification Check List Table of Contents International Travel Form must be submitted to Chair at least 60 days in advance & the President at least 30 days in advance!!!  Use this INTERNATIONAL Travel Justification Check List to assist you in completing the International Travel Expense Justification form properly. travel-justification-check-list pdf

-Sample- International Travel Expense Justification Configs/documents/forms/accountPayable/Travel_Exp ense_Justification_International_August2015.pdf Table of Contents International Travel Form must be submitted to Chair at least 60 days in advance & the President at least 30 days in advance!!!  Please use the INTERNATIONAL Travel Justification Check List to assist you in completing the International Travel Expense Justification form properly.

After you have completed your travel, you need to do the following within 30 days*: 1.Complete and a Travel Claim form to the APS staff member assisting you. 2.Turn in all original receipts and supporting documents (e.g. Conference schedule/brochure). 3.APS staff member will review Travel Claim and make any necessary adjustments. 4.APS staff member will contact you to come and sign Travel Claim. 5.APS staff member will have Chair sign the Travel Claim and then submit to Accounts Payable for processing. 6.INTERNATIONAL TRAVELERS: You will need to submit a currency rate exchange for your travel. The APS staff can provide you with an Excel sheet to help you with the rate conversion. *Maybe sooner if traveling dates are near the end of the fiscal year deadlines. Travel Claim Funded Travel Table of Contents

Travel Claim Cont. Meals – You can only claim meals if the conference you are attending does not provide them. You can claim up to $55 per day for meals. You will need to show the cost of each meal (Breakfast, Lunch and Dinner) on your Travel Claim Form (each meal must have a total). You cannot claim alcohol. NOTE: any meal over $24.99 requires an itemized receipt. If claiming meals you will need to show that the conference did not provide meals. This is done by submitting a Conference Brochure or Daily Schedule showing that meals are on your own. Travel of Less Than 24 Hours: When the entire length of a trip is less than 24 hours, Internal Revenue Service regulations state that meals and incidental expenses shall not be reimbursed unless the travel includes an “overnight stay” as supported by a lodging receipt. Incidentals – can only be claimed after the first 24 hours of travel, and only up to $7 a day. Mileage – You can claim mileage to-and-from the airport. Be sure to include your vehicle license info on the Travel Claim. You will only be reimbursed for the amount that you received funding for. If your Travel Claim exceeds the approved amount, you will need to enter a negative number in the Travel Claim. If you received an Advance, you will need to subtract the amount you received from the rest of your claim. For a full explanation of how to complete a Travel Claim, see the “Instructions” tab in the Travel Claim Excel document. ____________________________________________________________________________________________________________ Travel Procedures and Regulations: California State University, Sacramento Table of Contents

Table of Contents -Sample- form-check-list pdf  Use this Travel Expense Claim Form Check List to assist you in completing the Travel Expense Claim form properly. Travel Expense Claim Form Check List

Configs/documents/forms/accountPayable/Travel%20E xpense%20Claim2015.xls Table of Contents -Sample-  Faculty completes all areas highlighted in yellow  APS staff will complete all areas highlighted in green  Please use the Travel Expense Claim Form Check List to assist you in completing the Travel Expense Claim form properly. Travel Expense Claim Form

conversion xlsx Table of Contents -Sample-  We have developed a Currency Conversion Excel Sheet to help you with your International Currency Conversions.  The Excel Spreadsheet can be downloaded to your computer (see link below).  There is a step-by-step Instructions tab to assist you in customizing the spreadsheet to your currency of origin and the exchange rate conversions. International Travel Currency Conversion

-Sample- EFT form Configs/documents/forms/accountPayable/EFT_Proces s%20_Form_August_2014_Fillable.pdf Table of Contents If you would like to be reimbursed for your Travel Claim through Direct Deposit, follow these instructions. 1.Download the EFT form (see link below). 2.Read the instructions, complete and sign the EFT form and attach either a Voided Check, or a Deposit Slip. 3.In order to set up Electronic Funds Transfer/Direct Deposit for Travel Claims, you must schedule an appointment with Leah Davis in Procurement and bring the EFT from and voided check or deposit slip. Leah Davis is currently only making appointments from 3:00pm to 4:00pm, Monday through Friday. She can be reached at (916) or 4.You must already be set up in CFS before you meet with Leah Davis.

Overview of UEI Travel Faculty complete UEI travel paperwork (provided by UEI) Faculty submit travel forms to Eureka 401* Chair signs UEI travel paperwork APS staff submit travel paperwork to UEI Faculty travels Faculty completes & submits UEI Travel Claim (provided by UEI), supporting documents & receipts to APS staff within 30 days of completing travel. APS staff review UEI Travel Claim & make any necessary adjustments Faculty signs UEI Travel Claim Chair signs UEI Travel Claim Travel Claim is submitted to UEI 11 Check is in the mail! 12 * APS staff review travel paperwork 3 10 ** UEI Travel Paperwork is also available on the College of Education website Table of Contents

UEI Travel If you are receiving UEI funding for travel, you need to turn in the following: 1.Estimated Cost Worksheet 2.Travel Request 3.Copy of your letter of funding  UEI Travel paperwork is located on the College of Education “Forms and Handbooks for faculty and staff” webpage; listed under “Travel Submission Packets. The Excel document encompasses all of the UEI travel forms.  Once your travel packet/forms are received in Eureka 401 and checked in, you will be assigned an APS staff member to assist you throughout the process. You will be contacted via to submit any additional documents electronically to that APS staff member. Table of Contents

UEI Travel Cont.  Advance – If you need an Advance, please indicate the amount on your UEI Travel Request form. Please give at least 30 days notice (prior to the date the funds are desired) to acquire all signatures, for staff to submit UEI Travel Request with the Advance, and for the Advance to be issued.  Car Rental – If you need a rental car, APS staff will make the arrangements for you and reserve an economy class vehicle. Table of Contents

-Sample- UEI Estimated Travel Cost Worksheet Choose “N” for Non-State Funds Table of Contents

-Sample- UEI Travel Request Table of Contents

UEI Travel Claim After you have completed your travel, you need to do the following within 30 days: 1.Complete and a UEI Travel Claim form to APS staff member assisting you. 2.Turn in all original receipts and supporting documents (e.g. Conference schedule/brochure). 3.APS staff member will review UEI Travel Claim and make any necessary adjustments. 4.APS staff member will contact you to come and sign UEI Travel Claim. 5.APS staff member will have Chair sign the UEI Travel Claim and then submit to UEI for processing. A few things to know about the UEI travel claim… 1.Meals – You can only claim meals if the conference you are attending does not provide them. You can claim up to $55 per day for meals. Note: any meal over $24.99 needs an itemized receipt. If claiming meals you will need to show that the conference did not provide meals. 2.Incidentals – can only be claimed after the first 24 hours of travel, and only up to $7 a day. 3.Mileage – You can claim mileage to-and-from the airport. Be sure to include your vehicle license info on the Travel Claim. You will only be reimbursed for the amount that you received funding for. If your UEI Travel Claim exceeds the approved amount, you will need to enter a negative number in the UEI Travel Claim (see sample). Table of Contents

-Sample- UEI Travel Claim Table of Contents

If you are receiving funding for Supervision travel, you need to turn in the following to Annie Suarez by the 10 th of each month: Travel Claim – Please use the Travel Claim that Annie s you.  At the beginning of each semester, Annie will receive a list of faculty who will be receiving funds for Supervision Travel. Annie will faculty members explaining the travel procedures using the attached Travel Claim form.  Once the Travel Claim is received by Annie, she will review it and forward it for signatures from the Chair and the Dean’s Office. Once signatures have been received the Travel Claim will be sent to Accounts Payable for processing. Supervision Travel Table of Contents

Sample Travel Timeline  As soon as possible, fill out Travel forms (funded or unfunded) located on the College of Education “Forms and Handbooks for faculty and staff” webpage; listed under “Travel Submission Packets” and submit to Eureka  30 – 60 days prior to travel complete and submit necessary forms for travel to Eureka 401 and obtain Travel Envelope.  Domestic Travel Justification forms can take days to obtain all signatures (Chair, Dean and Provost).  International* Travel Justification forms can forms can take days to obtain all signatures (Chair, Dean and Provost) and must be submitted to the President’s office no later than 30 days prior to travel date.  Complete and submit Travel Claim Form and supporting documents and receipts to APS staff within 30 days after travel date.  APS staff finalizes Travel Claim Form and obtains signatures (1-2 weeks).  APS Staff submits complete Travel Claim Form to Accounts Payable/Travel, UEI or Provost’s Office (depending on funding source).  Travel reimbursement check mailed to traveler within (1-2 weeks). * International Travelers must complete a Foreign Travel Insurance Request Form 10 days prior to travel Table of Contents

College of Education Deadlines PRIOR TO TRAVEL: KEY SUBMISSION TIMELINES  Notify COE Staff as soon as possible of upcoming travel  Submit International Travel Justification – 60 days prior to travel date  International Travel Insurance Obtain– 10 days prior to travel date (include approval letter from President Nelson)  Submit Domestic Travel Justification – 30 days prior to travel date  Submit Travel Expense Claims (with all receipts) – 1 week after travel completion FINAL SUBMISSION DEADLINE DATES  Last day to submit International Travel Justifications – March 24, 2016  Last day to submit Domestic Travel Justifications – May 9, 2016  Last day to submit (Funded) Travel Expense Claims (with all receipts) – June 3, 2016 NOTE: THERE ARE NO EXCEPTIONS TO THESE DEADLINES Table of Contents Unfunded and Funded

Links  COE Forms and Handbooks for faculty and staff -  Travel: Things to Know Before you Go! -  COE Travel Planner -  UNFUNDED-Travel Justification Check-List -  FUNDED-Travel Justification Check-List –  INTERNATIONAL-Travel Justification Check-List – pdfhttp:// pdf  Domestic Travel Expense Justification - Configs/documents/forms/accountPayable/Travel_Expens_Justification_Domestic_August2015.pdfhttp:// Configs/documents/forms/accountPayable/Travel_Expens_Justification_Domestic_August2015.pdf  EFT Process Form -  UNFUNDED-Travel-Document-Check-List.pdf -  FUNDED-Travel-Document-Check-List.pdf -  International Travel Expense Justification - Configs/documents/forms/accountPayable/Travel_Expense_Justification_International_August2015.pdfhttp:// Configs/documents/forms/accountPayable/Travel_Expense_Justification_International_August2015.pdf  UEI Travel Request -  UEI Travel Claim Form -  Unfunded Travel Request -  Travel Expense Claim Form Check-List –  Travel Expense Claim -  Currency Conversion Spreadsheet (International Travel):  Travel Procedures and Regulations: California State University, Sacramento - payable/Documents/ACPY/Travel_Procedures_and_Regulations_Updated_Jan_10_2014.pdfhttp:// payable/Documents/ACPY/Travel_Procedures_and_Regulations_Updated_Jan_10_2014.pdf  Foreign Travel Insurance Request Form Table of Contents