Travel Expense Claim Forms

Payment and reimbursement for travel expenses is made
in accordance with the rates, standards and practices
established by the CSU Chancellor’s office as published in the
CSU, Chico Travel Procedures.

Requirements 

Only actual expenses will be paid and/or reimbursed.

Forms: For the most current Travel Expense Claim form, please see Forms on left menu.

No expenses/No additional expenses: When there are no expenses to be reimbursed to the traveler, a Travel Expense Claim form is not required. This includes use of BTA and/or CRBTA and/or use of Pre-Travel Direct Payment or Reimbursement; if there are no additional expenses to be reimbursed to the traveler, no Travel Expense Claim form is required.

Due dates:Travel Expense Claim forms are due in Accounts Payable no later than 60 days from the final date of the trip. Every effort will be made to process reimbursements within ten (10) working days from the receipt of a complete Travel Expense Claim form (with receipts) in Accounts Payable. (Note: claims totaling less than $1.00 will not be paid.)

Only one trip on a Travel Expense Claim form: the only exception is in the case of Blanket Travel Requests, when you may put as many day trips as you like on one Travel Expense Claim. For more on Blanket Travel Requests, see our Travel Request Approval page, reachable from our Travel page.

SIGNATURES  

Traveler: required. Please make every effort to obtain the signature of the traveler. If the traveler is unavailable to sign, an email authorization from him or her can be attached to the claim.

Signature of Appropriate Admin/Dean: Please see Signature Authority for Travel Forms on the left menu for required signatures. If an approving authority is unavailable to sign, an email authorization from him or her can be attached to the claim.

RECEIPTS AND DOCUMENTATION  

Please see the CSU, Chico Travel Procedures.

Loose receipts should be taped (not stapled) to blank paper in date order and included with the claim. (Please note: most receipts turn black under tape, so try to not cover up the printing with tape.)

Missing receipts: Every effort should be made to obtain receipts for expenses. Restaurants and hotels are usually able to recreate an itemized receipt based on date.  Itemized receipts are required for expenses greater than $25.

SUPPLEMENTAL TRAVEL EXPENSE CLAIM  

A Supplemental Travel Expense Claim may be filed when:

  • expense(s) were left off the original Travel Expense Claim form. Submit a new Travel Expense Claim form, write Supplemental at the top and enter only the new expense(s) and include required receipt(s). This form will require the claimant’s and approving signatures.
  • the original Travel Expense Claim was not reimbursed in full due to a lack of funding. If additional funding becomes available, submit a copy of the original Travel Expense Claim form and write Supplemental at the top. Do not change any entries on the form; just include an explanation of additional amount to be funded in the “Business Expense Remarks and Details” section. Do not submit copies of receipts already submitted with the original claim. This form will require the claimant’s and approving signatures.

CORRECTIONS TO STATE CHARTFIELD AFTER REIMBURSEMENT  

To correct a State chartfield on a completed Travel Expense Claim or Pre-Travel Direct Pay or Reimbursement Request, please contact Accounts Payable.

FISCAL YEAR FUNDING 

Travel that is completed by May 31st:  Travel Expense Claims should be received in Accounts Payable by mid-June in order to be charged to the current fiscal year.

Travel that is completed in June: Because the Travel Expense Claim may not arrive in Accounts Payable until the end of June or perhaps July, Accounts Payable will contact the preparer regarding accrual of funded amount.

Travel that begins before June 30 and is completed after July 1 is considered Multiple Fiscal Year Travel. Registration payments, reimbursements and BTA charges that are processed in the current fiscal year will be evaluated during year-end procedures and charged to the appropriate fiscal year. Actual subsistence and other pay-as-you-go expenses (lodging, ground transportation, parking, tolls, etc.) will be charged in the new fiscal year, when the Travel Expense Claim form is submitted.

Completing the Form   

Claimant's Name: Please use the claimant’s legal first and last name. Nicknames or preferred names can be in parentheses. 

Personal Travel Dates: Note all personal travel dates in Business Expense Remarks and Details. 

Lodging costs reimbursement limits: please see the CSU, Chico Travel Procedures and our Lodging page, reachable from our Travel page (on left menu).

Meals, beverages and gratuities: see the CSU, Chico Travel Procedures. Meal costs may include beverages as well as gratuities up to 20% of meal total; write the tip amount on the receipt. Please note that alcoholic beverages will not be reimbursed; food/beverage total, tax and tip must be adjusted on receipt to omit alcoholic beverage costs and related charges and entered accordingly on the claim.

Incidentals: tips to hotel personnel can be claimed under Incidentals with an explanation in Business Expense Remarks and Details. Please see CSU, Chico Travel Procedures.

Flying expenses versus driving expenses: If opting to drive a private vehicle instead of fly, only the lesser of the two amounts may be claimed. Complete the Travel Transportation Cost Comparison form (see Forms) to determine the reimbursable amount and include the completed form with the Travel Expense Claim form.

Transportation: tips to drivers and valets are to be included with transportation and parking fees; write the tip amount on the receipt. Tips for drivers when there is no fee can be claimed under Transportation without a receipt; include an explanation in Business Expense Remarks and Details.

Personal car use standard mileage reimbursement rate is noted in CSU, Chico Travel Procedures. (The most current Travel Expense Claim as posted on our Forms page will calculate the dollar amount based on the current mileage rate.) Enter actual miles traveled. Gas will not be reimbursed in addition to standard mileage reimbursement.

Business expenses: registration fees, phone calls, Internet fees, hotel safe fees, printing, shipping, etc. can be claimed under Business Expenses with an explanation in Business Expense Remarks and Details. Please see CSU, Chico Travel Procedures.

Hotel receipts showing parking, meals, business expenses, etc. require the charges to be listed on the Travel Expense Claim in the appropriate categories.

Prepaid Airfare, Car Rental or Registration/Hotel: enter amounts in appropriate columns and again in rows marked "Prepaid". These amounts will deduct from "Total Trip Cost Approved" and reduce the amount in "FUNDED Exp. Paid by Traveler".

CPO registration: The amount can be entered under Business Expenses with a note in "Business Expense Remarks and Details". Enter amount again under "Prepaid Registration/Hotel" to reduce total amount in "FUNDED Exp. Paid by Traveler".

AMOUNT "NOT" FUNDED

Partial funding due to budget restraints: enter amount not to be reimbursed in “Amount NOT funded”. This amount will deduct from “Total Trip Cost” and reduce the "Total Trip Cost Approved". Include all receipts with this claim. If additional funding becomes available, see Supplemental Travel Expense Claim, above.

REPORTING MILES TRAVELED 

Report actual miles traveled. Please visit www.csuchico.edu/sustainablefuture/practices/transportation.shtml and click on Campuswide Sustainability Practices > Travel & Transportation for information and air mileage calculator. Passengers should not report miles for private car, rental car or train.

State Chartfield Account Codes for Travel Request Approval and Travel Expense Claim Forms   

  • 606001:  In-State Travel
  • 606002:  Out-of-State Travel
  • 660G01:  University Sponsored Travel (Non-employees including students)
  • 660R90:  Registration
  • 660M10:  Memberships
  • 660R65:  Recruitment Interviews
  • 660R66:  Moving and Relocation
  • 606T01:  Chancellor's Office Reimbursement, In-State
  • 606T02:  Chancellor's Office Reimbursement, Out-of-State

Funding from other sources: note funding from other sources in Business Expense Remarks and Details.