Instructions for Travel

Prior to making travel arrangements, please refer to the CSU Travel Policy.

Step 1: Complete items on the "Preliminary Travel Checklist"

Step 2: Prepare Travel Request:

• Step-Saver Travel Workbook - Excel workbook containing all Travel forms with auto fill-in and auto calculation.

             OR 

          Manual Travel Request Form

• Due Dates for Travel Requests: When utilizing the Business Travel Account (BTA) or the Car Rental Business Travel Account (CRBTA), a Travel Request must be received by Travel Accounting prior to purchasing an airline ticket or reserving a rental car.
  
  • In-State Travel:
    • A Travel Request must be submitted to Travel Accounting at least three (3) business days prior to departure.
    • If pre-paid registration over $500 is required or three or more persons are attending the same conference, the Travel Request must be submitted at least five (5) business days prior to departure.
  • Out-of-State Travel-A Travel Request must be submitted to Travel Accounting at least five (5) business days prior to the date of travel.

• Travel Request Resources:
  
  • Driving vs Flying -If opting to drive instead of fly, only the lesser of the two amounts may be claimed. Complete the Cost Comparison form to determine the reimbursable amount.
  • Mileage Calculator- Rental car v.s. private vehicle cost comparison tool

Step 3: Make Reservations:

• Use the University's authorized travel agent, TravelStore, to book air, car and hotel reservations. (Register to access the TravelStore)

• The Defensive Driver Training requirement must be met by the traveler prior to renting a vehicle.  To verify the traveler's Defensive Driver Training status, use a Portal log-in and password to access the Verification page.

• Reserve a rental car

• Reserve a van

• University Bus Reservations- campus owned buses are reserved through Vehicle Reservations using Easy Trip Request

Step 4: Print the forms below for use during travel, keep all receipts and have a nice trip!

• Hotel /Motel Occupancy Tax Waiver Form - Complete the form and present to lodging provider. More . . .

• Travel Envelope - Print this on a standard envelope to organize receipts, trip information and track expenses.

Step 5: Prepare and submit a Travel Claim after the trip (claims totaling less than $1.00 will not be paid):

•   Step-Saver Travel Workbook- Excel workbook containing all Travel forms with auto fill-in and auto calculation.

               OR

          Manual Travel Claim Form

• Due Dates for Travel Expense Claims:
  • Travel Expense Claims are due in Travel Accounting no later than 30 days from the final date of the trip. 
  • Travel expenses claimed for July 1 and after must be on a separate Travel Expense Claim form from those claimed for June 30 or earlier.

• Claim Preparation Resources:  
  • Additional Claim Information - special notes on completing a Travel claim.
  • Mileage Chart - chart of mileage to frequently traveled destinations.