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STUDENT TRAVEL REIMBURSEMENT INFORMATION

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Try to minimize the cost of travel whenever possible. State contracted rates for air travel, car rentals and lodging may help to reduce the cost of your travel. The maximum that CSUPERB will reimburse for air travel between contracted cities, car rental and lodging will be the state contract rate. See Government Contract Rates for Travel for information on the contract rates and how to use them. Also check discount airlines such as Southwest and Jet Blue for fares which may be lower than contract rate.

 

On some campuses to be reimbursed, the student must be a CSU employee. If the student will not be a paid employee at the time of travel (such as teaching/research assistant or work study), the student may sign up as a voluntary employee for that time period. The student must do this prior to the travel by filling out the appropriate forms at the Personnel Office. This process may take several days, so plan accordingly. Please check with your campus travel clerk to determine if this is a requirement on your campus.

Reimbursement Procedure

CSUPERB disburses funds to the appropriate college(s) at each university; thus the student should submit all paper work to their own college/department travel clerk rather than to the CSUPERB office at SDSU. [Note: SDSU students should submit their paperwork, Request for Absence Form and Travel Expense Claim Form, to Pat Alfano in the CSUPERB office following the time lines listed below].

 

     There are two steps to this process:

1. TRAVEL REQUEST FORM: Prior to travel you should submit a travel request form to your travel clerk. These forms are non-standard and will vary from campus to campus. They may have slightly different names, such as "Request for Absence Form", and will vary in appearance. You should check with your travel clerk to be sure you have the correct form, to determine how far in advance of the travel the form is due, and for help completing the form.

 

2. TRAVEL EXPENSE CLAIM FORM: These forms are now also non-standard and will vary from campus to campus.  You should check with your travel clerk to be sure you have the correct form for your campus. Two weeks after approval OR two weeks after travel (whichever is later), a Travel Expense Claim Form shall be completed and the original, signed copy accompanied by appropriate original documentation (e.g. airline ticket receipt) shall be submitted to your college/department travel clerk. Travel will not be reimbursed if the Travel Expense Claim Form and documentation are not submitted to your college/department travel clerk within two weeks after approval or two weeks after travel (whichever is later). Your travel clerk can help you fill in this form or see Travel Expense Claim Form Tips. for some general tips. [NOTE: the Travel Claim Form is a different form than the "Travel Request Form" in No. 1 above.]

Contact Information
     If you have any questions regarding Student Travel Reimbursement please contact:

Eric Nedelman

CSUPERB
San Diego State University

5500 Campanile Drive

San Diego, CA 92182-1230

nedelman@sciences.sdsu.edu

619-594-2822