Fiscal Services: Travel Summary

Mileage Reimbursement

Sign up today for the Accounts Payable/Travel Training (Forms Policies on the Travel Website) - If you have specific issues you would like discussed contact either Karen (x3130) or Sally(x6207) by phone or email.

The following is a brief outline of the important items to consider when traveling on official university business. For complete rules and guidelines see:

• CSU Pol. & Proced. Governing Travel & Reloc. Expense Reimb.

Before you travel:

• American Express Corporate Card  applications are available on our website under Travel Forms.
  
  Note: For Non-Travel related credit card purchases see the Procurement ProcCard
  
  
• An Interstate/Out Of State Request form should be completed and on file with the Accounting Office for each trip involving reimbursable expenses.
  
• A Travel Advance may be requested to pay for registration fees directly to the vendor.
  
• A Charge Request Form - for rental car or lodging.
  
• A Business Travel Account Charge Request may be used to charge an airline ticket purchased through Uniglobe.  All YCAL fares must be purchased through a state authorized agency. The campus American Express business travel account (BTA) has been set up with Uniglobe, an authorized agency. All other authorized purchases or reservations must be made using your American Express Corporate Card to insure insurance coverage and reimbursed upon your return. Reimbursements will not be made for damage waivers.
  
• A defensive driving training course offered through CSUB Campus Safety must be completed once every 4 years if you drive on official state business more than one time in any given month.
  
• When making lodging reservations, inquire about a Claim for Exemption from Transient Occupancy Tax.

• Per Diem rates are:
  
  Breakfast $ 10.00
  Lunch $15.00
  Dinner $25.00
  Incidentals $ 5.00
  
  
  Meals and incidentals up to the daily maximum of $50.00 do not need to be receipted; however, the expense needs to be incurred in order to be reimbursed.
  
• Meal reimbursements for travel of less than 24 hours are reportable income.  Employees who travel for less than 24 hours may not claim a luncheon allocation except as allowed in 106B (Business Related Meals), or 106C (Meals of Appointees).
  
• The standard maximum mileage reimbursement rate is 55 cents per mile EFFECTIVE January 1, 2009.
  • PREVIOUS MILEAGE WAS:
    • 58.5 cents per mile (July 1, 2008 thru December 31, 2008)
• Authorization To Use Privately-Owned Vehicles on State Business Form must be on file in the Accounting Office. No reimbursement will be made when the employee uses a privately owned motorcycle or motor driven cycle.

• Fill out a Travel Claim (Form 262) within 30 days after your return with original receipts for lodging, airfare, car rental, gas, parking fees greater than $10 for one continuous period of parking. Provide a program, email invitation, agenda, flyer, or other document showing the purpose, location, and dates of the travel event.
  
• Registration fees exceeding $500.00 must be approved by the Vice President or Dean of the department on the travel claim. When 2 or more people from the same department are attending the same convention or conference, each claim must be approved by the Vice President or Dean of the department

Good luck on your trip.