Expense Claim Preparation Tips

Alaska, Hawaii or the U.S Possessions

Costs are generally higher in the areas outside the 48 contiguous United States, including domestic areas such as Alaska, Hawaii and the U.S. possessions.  Travelers to these areas will receive a fixed amount per diem for meals and incidentals based on the Federal Per Diem rate for travel destination.  Lodging shall be reimbursed based on actual costs incurred as supported by an original itemized receipt.

Prevailing rates on non-foreign area per diems are published periodically by the U.S. Department of Defense.  These rates are recognized by the IRS and are in effect on the date of travel.

Canceled Checks as Support Documentation

Canceled checks submitted in support of travel expenses must be copies of both the front and the back of the check.  In cases where a bank may not supply individual canceled checks, submission of a scanned check with a MICR line (bar code) displayed at bottom will be accepted.  If neither of the above options is available submit a copy of the relevant bank statement.

Credit Card Statements

 Send a copy of the credit card statement with the traveler's name clearly showing. Do not send original credit card statements with Travel Expense Claims. In the interest of privacy and security, block out all but the last 4-5 digits of the account number. 

Hotel Daily Rate

Lodging expenses must be reported by date on the Travel Expense Claim.  Charges for meals, phone calls, parking, internet fees, room service, safe fees, etc. appearing on the itemized hotel receipt must be entered under the appropriate categories on the Travel Expense Claim.

Hotel Occupancy Rates - Double/Triple + Occupancy

The State of California will reimburse only the single occupancy rate for a State traveler.  In most cases hotels charge the same rate for up to two persons.  In the event the hotel charges extra for a second, third or fourth person, (i.e. family members traveling with State employee) the hotel rate must be adjusted down to the single occupancy rate on the Travel Expense Claim.  An exception is made for multiple State employees (on State business for same trip) sharing a room.

International Travel

Travelers to foreign destinations will receive a fixed amount per diem for lodging, meals and incidentals in accordance with the Federal Maximum Travel Per Diem Allowances for Foreign Areas published by the U.S. Department of Defense.  A chart summarizing the applicable reimbursement methods and the maximum rates authorized for lodging, meal and incidental expenses incurred while on travel status is located in the CSU Travel Procedures and Regulations.  Refer to the chart in Appendix C, page 46.  Receipts will not be required for reimbursement.

Internet Fees 

Reasonable and customary internet fees charged by hotels or internet cafés are reimbursable when used for State business.  Provide an original receipt verifying payment and enter in column 12, "Business Expenses", on the Travel Expense Claim.

Multiple State Travelers on One Travel Expense Claim

Occasionally one State traveler may cover expenses for another State traveler.  Under Business Remarks, identify the second traveler and attach required receipts for both travelers.   Reimbursement will be made only to the traveler who paid expenses.

Multiple Trip Travel Expense Claims

Trips occurring in the same month maybe entered on one Travel Expense Claim.

Signatures 

Signatures on the Travel Expense Claim must be originals. Travel Expense Claims without original signatures will be returned to the preparer. 

Travel Expense Claim Without a Travel Request

Travel Expense Claims without a Travel Request on file will not be processed and will be returned to the preparer.