Travel How-to Information

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As you travel on university business, you will need to complete various forms. The following is a list of commonly used forms for traveling.


HOW TO INFORMATION


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Authorization to Drive Your Own Car

Who: Staff or Faculty

When: Use this form to request authorization to use your personal vehicle, when you travel on official university business.

How: Complete the form, acquire the necessary signatures, and route the completed form to Accounting Office.

Form: Authorization to Drive a Privately Owned Vehicle on State Business

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Charge Request Form

Who: Staff or Faculty

When: Use this form to obtain pre-authorization to reserve a flight or car rental.

How: Complete the form, acquire the necessary signatures, and route the completed form to Accounts Payable.

Form: Charge Request

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To find out more, go to: Travel

EFT Form & Instructions

Who: Staff or Faculty

When: Use this form to authorize the university to use electronic funds transfer for your travel or AP reimbursements.

How: Complete the form and attach a voided check (checking) or deposit slip (savings). Submit all paperwork in a seal envelope in person to General Accounting (Administration Building) Attn: Becky Lappin. (Do not put in interoffice mail.)

Form: EFT Form & Instructions


Employee Business Expense Advance 2017

Who: Staff or Faculty

When: Use this form to obtain request an advance for employee business expenses

How: Complete the form, acquire the necessary signatures, and route the completed form to Cashiering.

Form: Employee Business Expense Advance 2017

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Lost Receipt Form

Who: Staff or Faculty

When: Use this form to certify that the merchandise or service listed on the form was received and that a duplicate copy of the invoice or sales slip could not be obtained.

How: Complete the form, acquire signatures, and route to Procurement & Contract Services (Administration West 102) along with the Common Finance System (CFS) Access Request form

Form: Lost Receipt Form

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Mileage Report

Who: Staff or Faculty

When: Use this form for reimbursement of mileage incurred while on official university business.

How: Complete the form, acquire the necessary signatures, and route the completed form to Accounting Office.

Form: Mileage Report

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Transient Occupancy Tax Form

Who: Staff or Faculty

When: Use this form to certify that you are a representative or employee of a State agency, that the State of California will pay the occupancy tax, and that the charges incurred were in the performance of official duties.

How: Complete the form, acquire the necessary signatures, and give the completed form to the Hotel/Motel Operator.

Form: Transient Occupancy Tax Form

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Travel Advance

Who: Staff or Faculty

When: Use this form to request registration fees be paid directly to the vendor.

How: Complete the form, acquire appropriate signatures, and route the completed form to the Accounts Payable.

Form: Travel Advance

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Travel Authorization Request

Who: Staff or Faculty

When: Use this form to request authorization to travel on official CSUB business.

How: Complete the form, acquire the necessary signatures, and attach the completed form to your Travel Expense Claim.

Form: Travel Authorization Request

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Travel Credit Card Application

Who: Staff or Faculty

When: Use this form to apply for a travel credit card that can be used when traveling on official university business for travel related expenses as outlined by the Travel policy.

How: Complete the form, acquire the necessary signatures, and route the completed form to Accounting Office.

Form: Travel Credit Card Application

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Travel Expense Claim (US)

Who: Staff or Faculty

When: Use this form for reimbursement of travel expenses, such as meals, lodging, airfare, car rental, gas, parking fees, etc.

How: Complete the form within 30 days of return, acquire the necessary signatures, attach receipts and other supporting documentation, and route the completed form to Accounts Payable.

Form: Travel Expense Claim Continental U.S.

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Travel Expense Claim International, Alaska, Hawaii

Who: Staff or Faculty

When: Use this form for reimbursement of travel expenses, such as meals, lodging, airfare, car rental, gas, parking fees, etc., when Federal Per Diem Rates apply.

How: Complete the form within 30 days of return, acquire the necessary signatures, attach receipts and other supporting documentation, and route the completed form to Accounts Payable.

Form: Travel Expense Claim International, Alaska, Hawaii

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Year-end Travel Accrual Form

Who: Staff or Faculty

When: Use this form to account for travel expenses incurred late in the fiscal year, past the Travel Claim submission deadline.  This will ensure the expense is charged against the current fiscal year budget (if the form is complete and submitted by the deadline).  

How: Complete the form by the deadline, acquire the necessary signatures, attach receipts and other supporting documentation, and email the form to Sally Shaff at sshaff@csub.edu.

Form: Year-end Travel Accrual Form

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To find out more, go to: Travel