1. CSU East Bay Travel Reimbursement Training Effective January 1, 2015
4/17/2017
Travel Reimbursement
CSU East Bay Travel Reimbursement Training
Effective January 1, 2015
Csu East Bay Travel Policy Training

2. Introduction Are you planning to conduct business travel on
4/17/2017
Introduction
Are you planning to conduct business travel on
behalf of the CSU East Bay, including performing
research, Participating in the meeting, attending
conferences?
Will you be authorizing travel for someone else and
approving reimbursement for travel expenses? Or preparing claims or processing
payment?
For any of these conditions, it is your responsibility to become familiar with what is expected of you regarding official California State University East Bay travel.
This Presentation has been created to provide direction to California State University East Bay business travelers, approvers, and payment processors about the Travel Policy and Procedures of California State University East Bay.
Csu East Bay Travel Policy Training

3. Introduction (continue…)
4/17/2017
Introduction (continue…)
The CSU Travel Procedures and Regulations procedures are issued under the Chancellor’s delegation of authority to the Executive Vice Chancellor and campus Presidents. The implementing regulation are issued under re-delegation of authority to the campus Chief Financial officers.
The most current version of Travel Procedures and Regulations can be accessed online at:
Specific details that can not be covered in this training presentation are included in the Travel Procedures along with examples and formulas in appendices.
Csu East Bay Travel Policy Training

4. Travel Reimbursement Introduction
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Travel Reimbursement Introduction
The Travel Reimbursement contain information on reimbursable travel costs and filing Travel Expense Claim documentation.
Travel types are:
Travel within the contiguous 48 U.S. states.
Travel to Alaska, Hawaii and US Possessions
Travel International location
Note: Some travel reimbursements may be taxable to the individual – so be informed!
Csu East Bay Travel Policy Training

5. Travel Reimbursement Introduction (continue…)
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Travel Reimbursement Introduction (continue…)
Most of CSU East Bay’s reimbursable travel occurs in the lower 48 contiguous U.S. States.
The procedures covering Payment of Travel, Transportation, and Miscellaneous Expenses for the lower 48 are generally applicable to all types of travel and lengths of stay.
Subsistence expenses such as lodging, meals and incidentals allowances and documentation requirements will vary by type and location of travel.
Csu East Bay Travel Policy Training

6. Travel Reimbursement Introduction (continue…)
4/17/2017
Travel Reimbursement Introduction (continue…)
Reimbursed travel expenses are considered by the IRS to be taxable income to the traveler under the following conditions:
Eligible meals reimbursed on single day travel,
Meals and incidentals reimbursed in excess of published federal rates without appropriate documentation,
Expenses for travel in excess of one year, or
Certain travel expenses related to moving a new appointee or a current employee.
Note: Payment of the travel costs for CSU East Bay employees by another party may constitute a conflict of interest.
Csu East Bay Travel Policy Training

7. Forms Obtain the “Request for Authorization” Form prior to travel
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Forms
Obtain the “Request for Authorization” Form prior to travel
Complete and Submit “Employee Payment request” Form
Select payment type before filling the detail
Fill out “Form 261” (Authorization to Use Privately Owned Vehicles on State Business) for mileage reimbursement
The form is valid for one year
Defensive Driving Certificate
The form is valid for four years
Csu East Bay Travel Policy Training

8. Travel Reimbursement Responsibilities
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Travel Reimbursement Responsibilities
Each party in the travel reimbursement process has specific responsibilities. The following slides cover the required action of:
The Traveler Responsibility
The Authorized Approver Responsibility
The Travel Reimbursement Office
Csu East Bay Travel Policy Training

9. Travel Reimbursement Responsibilities (continue…)
4/17/2017
Travel Reimbursement Responsibilities (continue…)
Traveler’s Responsibilities:
Obtain Travel Authorization prior to the trip
Travelers should make certain that the business related expenses incurred are ordinary, reasonable, not extravagant, and necessary for the purpose of the trip
Submit Travel Expense Claim to Account Payable Department SA2750 within 30 days from the return of the trip
Provide Name, Department, Business Purpose, and Inclusive date of the trip
Provide actual receipts; including meal, lodging, airfare, transportation, registration confirmation, and conference agenda if available
Provide appropriate funding chart fields to be charged for the expense.
Signature is required on the Travel Expense Claim
Obtain approving signature for the expense
Csu East Bay Travel Policy Training

10. Travel Reimbursement Responsibilities (continue…)
4/17/2017
Travel Reimbursement Responsibilities (continue…)
Approving Authority Responsibilities:
Ensure expenses are actual, reasonable, and supported by a business purpose
Verify expenses charged to department accounts and funds are sufficient and appropriate
Review the travel request is in compliance with the CSU Travel Policy. Approve or deny travel claim payment in a timely manner
Travel Reimbursement Office:
Verify all receipts and documentation attached
Ensure travel claim is in compliance with the CSU travel policy
Verify approver signature - Delegation Authority (DOA) on file
Process or deny travel expense claim for payment
Csu East Bay Travel Policy Training

11. Travel Reimbursement Prepaid Travel Expenses
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Travel Reimbursement Prepaid Travel Expenses
Prepaid Expenses and Direct Billing:
Check Request or ProCard - use for registration or conference fees
University contracted Fell Travel Agency for airfare and rental car
Declining Balance Cards:
Use Declining Balance Card for University related travel expenses
Valid only while an individual is employed by the University
If the travelers does not have a Declining Balance Card, a personal Credit Card should be used
Csu East Bay Travel Policy Training

12. Travel Reimbursement Prepaid Travel Expenses (continue…)
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Travel Reimbursement Prepaid Travel Expenses (continue…)
Travel or Cash Advance:
Advances may be obtained by employees under certain circumstances
A cash advance must be returned immediately if an authorization trip is cancelled or postponed
A traveler should have no more than one outstanding advance at a time.
Csu East Bay Travel Policy Training

13. Travel Reimbursement Transportation
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Travel Reimbursement Transportation
Actual transportation expenses will be reimbursed based on the economical model of transportation and most commonly traveled route
Transportation expenses - Airfares, Car rental charges, parking, tolls, taxis, and mileage reimbursement
Note: A group of employees should avoid traveling together on the same aircraft, automobile or other transportation if an accident could seriously affect the functioning of the University.
Csu East Bay Travel Policy Training

14. Travel Reimbursement Transportation (continue…)
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Travel Reimbursement Transportation (continue…)
Commercial Airlines:
Coach or any other discounted economy-class fare
Baggage Fees are reimbursable
Commonly use airlines are:
Southwest Airlines
United Airlines
Alaska Airlines
US Airways
American Airlines
Delta Air Lines
YCAL Airfares:
YCAL Airfares are discounted airfare for State employees
Traveler will be reimbursed up to the YCAL rate
Csu East Bay Travel Policy Training

15. Travel Reimbursement Transportation (continue…)
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Travel Reimbursement Transportation (continue…)
Privately Owned Vehicle:
Mileage costs for a private vehicle will ordinarily be reimbursed based on miles from the traveler’s work location to the destination
Mileage reimbursement of per mile, per CSU
Please ensure the below forms are on file in order to receive mileage reimbursement
Form 261(Authorization to Use Privately Owned Vehicles on State Business).
Defensive Driving Certificate.
Csu East Bay Travel Policy Training

16. Travel Reimbursement Transportation (continue…)
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Travel Reimbursement Transportation (continue…)
Traveling by Rental Cars:
Contact Fell Travel Agency (official University travel agency) for airfare and rental car reservation
Enterprise rental car
Contact Katherine Landa for the account number(?).
Gasoline receipt is reimbursable
Rental vehicle include Insurance Coverage
Return rental car with full tank of gas upon dropping of vehicle
Csu East Bay Travel Policy Training

17. Travel Reimbursement Subsistence Expenses
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Travel Reimbursement Subsistence Expenses
Subsistence expenses:
Lodging
Meals
Incidental expenses.
Csu East Bay Travel Policy Training

18. Travel Reimbursement Subsistence Expenses (continue…)
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Travel Reimbursement Subsistence Expenses (continue…)
Lodging
Traveling on official business more than 25 miles (one way) from work location or home, whichever is closer
Actual lodging up to $195 per night excluding tax
Traveler should request for lodging tax exemption upon checking in hotel
Staying with a friend or relative, a gift may be reimbursed up to $75. Receipt required
Note: Over the limit lodging requires approval by Division Vice President
Csu East Bay Travel Policy Training

19. Travel Reimbursement Subsistence Expenses (continue…)
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Travel Reimbursement Subsistence Expenses (continue…)
Meals
Overnight Travel
Travel less than 12 hours
Csu East Bay Travel Policy Training

20. Travel Reimbursement Subsistence Expenses (continue…)
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Travel Reimbursement Subsistence Expenses (continue…)
Overnight Travel
Meals are reimbursable for travel that includes an overnight stay
Meal reimbursement of $24.99 or over requires an itemized receipt
Tips are reimbursed up to 20% of the total bill
Actual meal expenses is allowed up to $55/day
Take advantage of the meal provided as part of the event/conference
Csu East Bay Travel Policy Training

21. Travel Reimbursement Subsistence Expenses (continue…)
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Travel Reimbursement Subsistence Expenses (continue…)
Travel less than 12 hours
Breakfast is reimbursable if travel begins 2 hours before work hours, and the amount reimbursed is reportable as income
Lunch is not reimbursable
Dinner is reimbursable if travel ends 2 hours after work hours, and the amount reimbursed is reportable as income
Meal reimbursement of $24.99 or over requires an itemized receipt
Csu East Bay Travel Policy Training

22. Travel Reimbursement Subsistence Expenses (continue…)
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Travel Reimbursement Subsistence Expenses (continue…)
Incidental Expenses
Tips to bell hops, baggage carriers, and porters
Hotel housekeeper
Actual incidental expenses are allowed up to $7 per 24 hours
Next slide for more details on Subsistence Expenses
Csu East Bay Travel Policy Training

23. Travel Reimbursement Subsistence Expenses (continue…)
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Travel Reimbursement Subsistence Expenses (continue…)
Description
Type of Expense
Report on Travel Claim
Tips to bell hops; baggage carriers; porters;
Hotel housekeepers; stewards or stewardesses; other ship personnel; and hotel servants in foreign countries.
Incidental Expense
Actual cost incurred.
Alaska, Hawaii and the U.S. Possessions
Daily M & IE
The Published Federal Government amount for the geographic location.
No receipts required.
International
Daily M&IE and Lodging
The published Federal Government amount for the geographic location.
The Following expenses are not considered to be incidental expenses and should be reported as indicated
Tips for Meals
Include as part of actual expense for meal.
Actual total cost incurred and meal type (e.g. breakfast, lunch, dinner)
Any single expense of $25or more requires a receipt.
Tips to shuttle or taxi drivers
Include as part of actual expense for shuttle or taxi fare.
Actual total cost incurred and type used.(e.g. taxi, shuttle, etc.)
Valet tips
Include as part of actual expense for parking fee.
Actual total cost incurred.
Csu East Bay Travel Policy Training

24. Travel Reimbursement Subsistence Expenses (continue…)
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Travel Reimbursement Subsistence Expenses (continue…)
Continental U.S. Travel: Daily reimbursement Allowances and Documentation Requirements
Less Than 30 Days
With Overnight Stay
30 Days
Or More
In Excess
of One year
Contiguous United States:
Daily M&IE……………………..
Lodging……………………………
Actual ,meal expenses up to $55/calendar day + actual incidental expenses up to $7/calendar day
Receipts required for expenses of $25 or more
Actual lodging up to $195*/night, excluding taxes.
Receipt required.
Maximum Meals and Lodging per Diem determined by Authorized Approver cannot exceed federal Per diem for area.
No receipts required.
Per Diem up to 150% of 30 day per diem.
No receipts required
Alaska, Hawaii and the U.S. Possessions………………………
Published Federal Government Per Diem for specific location.
Same as above.
International
Daily M7IE and lodging
Non-commercial Facility
Daily Lodging Expenses
Actual expenses up to 100% of published federal Government Per Diem for specific location.
Receipts required for non-international travel.
Csu East Bay Travel Policy Training

25. Travel Reimbursement Subsistence Expenses (continue…)
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Travel Reimbursement Subsistence Expenses (continue…)
Travel to Alaska, Hawaii and US Possessions
Lodging
Actual lodging up to $195 per night excluding tax.
Receipts required.
Meals and Incidentals
Federal Government Per Diem for specific location.
No receipts required.
Csu East Bay Travel Policy Training

26. Travel Reimbursement Subsistence Expenses (continue…)
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Travel Reimbursement Subsistence Expenses (continue…)
Travel International
Lodging, Meals and Incidental Expenses are reimbursable
Federal Government Per Diem for specific location
No receipts required.
(Lana Can Provide more information)
Csu East Bay Travel Policy Training

27. Travel Reimbursement Subsistence Expenses (continue…)
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Travel Reimbursement Subsistence Expenses (continue…)
Taxability of International Travel With Personal Use
(check with Ben or Lana)
Per IRS, it is taxable if both following condition are met:
The total period of the trip is longer than one week, and
At least 25% of the trip is personal
Csu East Bay Travel Policy Training

28. Travel Reimbursement Subsistence Expenses (continue…)
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Travel Reimbursement Subsistence Expenses (continue…)
Relocation Expenses (check with Lana)
Csu East Bay Travel Policy Training

29. Travel Reimbursement Subsistence Expenses (continue…)
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Travel Reimbursement Subsistence Expenses (continue…)
Federal Per-diem rates for all locations:
Updated Per-diem rates by the Federal Department of Defense,
can be access at:
Csu East Bay Travel Policy Training

30. Travel Reimbursement Miscellaneous Expenses
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Travel Reimbursement Miscellaneous Expenses
Miscellaneous Travel Expenses
Registration fees for conferences, conventions, meetings of professional Training
Tips that are reasonable and customary
Other business related expenses such as faxing, internet use, copy services, overnight delivery/postage, equipment rentals, local and long-distance telephone calls
Expenses that would not ordinarily be reimbursed but arise because of special or unusual circumstances and are approved as an exception
Csu East Bay Travel Policy Training

31. Travel Reimbursement Special Situations
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Travel Reimbursement Special Situations
Special Traveler Situation
Employee Travelers
Non-employee Travelers
Csu East Bay Travel Policy Training

32. Travel Reimbursement Special Situations
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Travel Reimbursement Special Situations
Employee Travelers
Travel Expenses for these travelers must be paid, reimbursed, and reportable in accordance with the provision of these procedures
The CSU East Bay will reimburse travel expenses under certain condition for the following:
Faculty member on Sabbatical Level
School Site Teacher Candidate Supervisors
Athletic Coaches
Visiting Academic Appointees
Post-Doctorates
Temporary Work Assignments
Students Performing business for the CSU East Bay or participating in educational related activities such as, supporting research, attending conferences, presenting papers, etc.
Csu East Bay Travel Policy Training

33. Travel Reimbursement Special Situations
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Travel Reimbursement Special Situations
Non-Employee Travelers
A Vendor Data 204 Form for each non-employee traveler is required to be on file with the university prior to making a payment
The University will also reimburse travel expenses for the following travelers given a bona fide business purpose and if all regulations are followed:
Prospective Employees
Independent Contractors and Consultants
Students and Non-Degree Candidates
Volunteers
Witnesses
Foreign Visiting Scholars
Spouse or Registered Domestic Partner Travel
Athletic Travel – Spouse/Domestic Partner and Other Family Members
As usual, review of the Travel Procedures prior to making arrangements is strongly recommended.
Csu East Bay Travel Policy Training

34. Travel Reimbursement Travel Expense Claim
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Travel Reimbursement Travel Expense Claim
Travel Claim Submission
Send completed Travel Expense Claim to Account Payable - SA2750
At least 10 day turn-around processing time is required (check w/Lana)
Travel reimbursement check is available for pick-up at SA2750 after notification is sent
Csu East Bay Travel Policy Training

35. processing your Travel Reimbursement Check
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Travel Reimbursement
FRIENDLY REMINDER
Ways to Expedite / Delay
processing your Travel Reimbursement Check
Csu East Bay Travel Policy Training

36. Travel Reimbursement To Expedite your Travel Reimbursement Check
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Travel Reimbursement
To Expedite your Travel Reimbursement Check
Attach Travel Authorization Request Form or approval if available
Submit lodging receipt (Additional approval from VP in excess of lodging rate of $195/night)
Submit actual meal receipts (Itemized receipts required for items at $24.99 or more)
Tape meal receipts onto a 8 ½ x 11 paper
Exclude unauthorized purchases (i.e. alcohol, movies, or other non-business related expenses)
Verify mileage rate and calculations
Attach parking, taxi or shuttle, conference receipt, and conference agenda
List pre-paid expenses (i.e. Travel Advance, registration fees, airfare costs)
Provide correct chart field string for expense to be recorded
Obtain Traveler and Approving Official Signature
Csu East Bay Travel Policy Training

37. Travel Reimbursement To Delay your Travel Reimbursement Check
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Travel Reimbursement
To Delay your Travel Reimbursement Check
Failure to attach Travel Authorization Request/approval
Failure to submit Lodging receipt (or additional approval from VP in excess of lodging rate of $195/night)
Missing actual meal receipts (Itemized receipts required for items at $24.99 or more)
Failure to tape meal receipts onto a 8 ½ x 11 paper
Claiming unauthorized expenses (i.e. alcohol, movies, or other non-business related expenses)
Incorrect mileage calculations (mileage rate or distance traveled)
Failure to attach parking, taxi or shuttle, conference receipt, and conference agenda
Failure to list pre-paid expenses (i.e. Travel Advance, registration fees, airfare costs)
Failure to provide correct chart field string for expense to be recorded
Missing Traveler and Approving Official Signature
Csu East Bay Travel Policy Training

38. Travel Reimbursement Account Payable Staff
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Travel Reimbursement
Account Payable Staff
Lana Lewis – Accounts Payable Manager – Contact at
Tammy Heard – Accounting Technician (A-M) – Contact at
Anne Hoy- Accounting Technician (M-Z) – Contact at
ConsMercedes Galicia – Accounting Technician – Contact at
Csu East Bay Travel Policy Training