Accounts Payable – Travel Website Updates

Travel website pages are under construction and will be reviewed and updated over the coming months. We appreciate any feedback that you might wish to add to the process, which includes:

• Content update – general information and campus procedural clarifications
• Form updates – reduction/combining of forms as appropriate and general updates to update links, etc.
  • Please note – while the .pdf documents can be saved to your desktop, the website will always house most current version. Please visit often to make sure working with most current form.
  • Travel Request form update – a new version will be available by 8/1 to include changes from collaboration efforts with the Foundation. For travel that is Foundation funded in full, please complete the Foundation Travel Request form (they will no longer accept the state travel request for Foundation funded travel as of 8/1). For travel that is state funded in full please complete the CSU, Chico Travel Request form. If funding is split, please complete the CSU, Chico Travel Request and send a copy of the form with Foundation claim to Foundation once the chair/dean/project director has signed. However, in order to receive state side reimbursement the form must contain all further necessary signatures.
  • VPAA Supplemental form update – a new version will be available by 8/1 to reflect this form is specific to Faculty travel.
  • Webpage relocation – Travel specific info webpages have been migrated under the Accounts Payable umbrella on the main Accounting Operations webpage http://www.csuchico.edu/ao/ (left hand menu “Accounts Payable” link).
  • Recent webpage additions –
    • A webpage was created to house documents related to resources created by Academic Affairs. Campus Guidelines related to Academic Affairs Travel and the VPAA Supplemental form can be found here http://www.csuchico.edu/ao/ap/Campus%20Guidelines%20-%20Academic%20Affairs%20Travel.shtml
      • The Supplemental Form for VPAA Faculty travel is required by AA and does not need to be forwarded or maintained in the Accounts Payable office. It can be housed at the department, chair, or dean office depending upon your area’s preference/best practice.
• A webpage was created to house documents related to travel signature/approval authority. Minimum signature authority established:
  • Travel Approval – VP/Provost or Senior VP for AA for domestic travel, President for international.
    • For VPAA travel a Dean’s signature must be on the form before Provost or Senior Vice Provost will sign the Travel Request.
    • Travel Claim/Reimbursement/Third Party payments – Dean, Chair, Director

http://www.csuchico.edu/ao/ap/Travel%20Signature%20Authority.shtml

• Procedural clarification – For amounts in excess of the lodging limit established by the Chancellor’s Office in April of this year, please submit separate email or memo correspondence substantiating VP approval for reimbursement for amounts above the reimbursable $175 hotel nightly room rate. Please see Chancellor’s Office memo for more information at http://www.csuchico.edu/ao/ap/travel%20policy.shtml.

We appreciate the collaboration with everyone to continue to update and improve procedures. Please feel free to contact Accounts Payable x6426 or Melissa at x5851 with update input, errors located in forms, or general questions.