Travel

Forms: See Forms and Signature Authority for Travel Forms on left menu.

Employees of the University

Employees traveling on job-related University business are subject to the regulations, rates, standards and practices established by the CSU Chancellor’s office as published in the CSU, Chico Travel Procedures (see left menu). Only actual expenses will be paid and/or reimbursed.

Either an Accounts Payable (“Stateside”) Travel Request Approval form or a CSU, Chico Research Foundation Travel Approval Request (one or the other, not both) is required when any CSU, Chico employee leaves campus on job-related University business. See link under Travel Procedures, below, for Travel Request Approvals and section at bottom of this page for Research Foundation.

For payment and/or reimbursement of State-funded travel expenses for employees, use the Pre-Travel Direct Pay or Reimbursement Request form and/or the Travel Expense Claim form.

Please make every effort to obtain the signature of the traveler on all forms. If the traveler is unavailable to sign, a printed email authorization from him or her can be attached to the form.

BTA (Business Travel Account direct bill for airfare) and CRBTA (Car Rental Business Travel Account direct bill) can be used for employees; travel must be arranged by an employee through CalTravelStore and/or Enterprise Rent-A-Car.

Travel Procedures:

TRAVEL REQUEST APPROVAL:
Includes Requirements; Funding; Blankets; Field Trips; Changes; Cancellations; Closure

AIR TRAVEL:
Includes BTA; CalTravelStore and Concur; Pre-Travel Reimbursement; Non-Employees: Interviewees, Students, Volunteer Employees and Guests of the University

AUTOMOBILE TRAVEL:
Includes CRBTA; Car Rental; Enterprise Rent-a-Car; Defensive Driver Training; Non-employees: Interviewees, Students, Volunteer Employees and Guests of the University; Private Vehicle Use; University Bus Reservations

LODGING:
Includes Reimbursement Limits; Hotel/Motel Tax Waiver form; Local Lodging for Interviewees and Guests of the University; Shared Lodging with Non-Employees

REGISTRATION FEES:
Includes Direct Pay; Reimbursement; Membership Fees; CPO; Cancellations

TRAVEL ADVANCES:
Includes Requirements

TRAVEL EXPENSE CLAIM:
Includes Requirements; Supplementals; Corrections; Fiscal Year Funding

DIRECT DEPOSIT ENROLLMENT 

Special Considerations:

Accommodations due to medical condition or disability

In the event that expenses in excess of the rates published in the CSU, Chico Travel Procedures must be incurred due to a medical condition or disability, please contact the campus ADA coordinator, Sandy Parsons, to discuss necessary accommodations for your travel activity. Confidential findings will be communicated to the Accounts Payable Manager so that the claim for reimbursement can be completed accordingly.

International Travel and travel to Alaska, Hawaii and
the US Possessions

Actual expenses will be reimbursed up to the maximum amount allowed for the destination. Consistent with domestic travel procedures, international travel expenses greater than $25 require submission of itemized receipts.  Maximum reimbursement rates may be found by visiting the following websites (search by country and month of travel):

NOTE: Both sites have same amounts but are presented differently.  The foreign website combines the meal and incidental values so users may find the non-foreign presentation more user friendly for travel claim preparation.

Currency converter for international travel: please use www.oanda.com/currency/converter/.

Student travel on field trips and other academic activities

Regulations and rates governing travel for university employees will apply to student travel. See the CSU Chico Risk Management website at www.csuchico.edu/risk > Academic Field Trips & Off-Campus Activities for information on requirements.

Do not submit a Travel Request Approval form for students. For payment and/or reimbursement of State-funded travel expenses for students, use the Travel Expense Claim form and/or the Pre-Travel Direct Pay or Reimbursement Request form; include a copy of the liability waiver.

See links under Travel Procedures, above, for Air Travel; Automobile Travel; Lodging; Registration; and Travel Expense Claim.

Interviewees

Regulations and rates governing travel for university employees will apply to interviewee travel. Do not submit a Travel Request Approval form for interviewees.

For reimbursement of State-funded travel expenses for interviewees, use the Travel Expense Claim form.

See links under Travel Procedures, above, for Air Travel; Automobile Travel; Lodging; and Travel Expense Claim.

Volunteer employees

Regulations and rates governing travel for university employees will apply to volunteer employee travel. If the volunteer employee will be traveling internationally, the office of Risk Management must be contacted 30 days prior to departure.

Do not submit a Travel Request Approval form for volunteer employees. For payment and/or reimbursement of State-funded travel expenses for volunteer employees, use the Travel Expense Claim form and/or the Pre-Travel Direct Pay or Reimbursement Request form; include a copy of the HR Volunteer POI Request form.

BTA (Business Travel Account direct bill for airfare) can be used for volunteer employees; flights must be arranged by a department employee through CalTravelStore.

See links under Travel Procedures, above, for Air Travel; Automobile Travel; Lodging; Registration; and Travel Expense Claim.

Guests of the University

Consultants, guest speakers, reviewers, musicians and other individuals providing services to the University: regulations and rates governing travel for university employees will apply to guests of the University unless otherwise negotiated under service contract.

To pay guests noted above for their service fees and/or travel reimbursement, please use a requisition. Do not use travel documents for guests providing services to the University. For more information about requisitions, contact Procurement and Contract Services, zip 244, ext. 5134.

See links under Travel Procedures, above, for Air Travel and Lodging.

Moving and relocation

Moving and relocation benefits must be pre-approved; departments will collaborate with employee, Procurement & Contract Services and Accounts Payable to establish benefit documents and reimbursements. See Policies and Procedures > Moving & Relocation. Some aspects of moving and relocation reimbursement are reportable to the IRS and will affect an employee’s W-2. After authorization is received in Accounts Payable, use a Travel Expense Claim form for reimbursement.

Travelers paying for other travelers—including field trips

One traveling employee or student may pay travel expenses for other traveling employee(s) or student(s) on the same trip or field trip and be reimbursed. Use a Travel Expense Claim form and/or a Pre-Travel Direct Pay or Reimbursement form. Reimbursement will be made to the traveler who paid expenses. Identify the other traveler(s) and his or her expense(s) and attach all receipts.

Non-travelers paying for travelers

A non-traveling employee or student may pay travel expenses for traveling employee(s) or student(s) and be reimbursed. Use a Pre-Travel Direct Pay or Reimbursement form. Reimbursement will be made to the person who paid expenses. Include a note stating that payee did not travel, identify the traveler(s) and the expense(s) and attach all receipts.

Research Foundation

Travel funded by the CSU Chico Research Foundation with no funding from the State (no “Stateside” funding) requires no Accounts Payable forms. Instead, use the Foundation form and submit it to Foundation.  Access the CSU, Chico Research Foundation website at www.csuchico.edu/rfdn > Office of Research and Sponsored Programs > Travel.

Partial funding: see links, above, for Travel Request Approvals and Travel Expense Claim.

On Campus Events

On-campus events such as conferences, workshops, meetings, etc. attended on the CSU, Chico campus by CSU, Chico employees are not considered travel. Contact Accounts Payable for payment of registration for employees to on-campus events.  Reimbursements for registration payments should follow general reimbursement procedures.  Contact Procurement and Contract Services for more information.

Other Travel

Non University-related travel requires no Accounts Payable travel forms.