Travel Request Approval 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.


Students, Interviewees, Volunteer Employees and Guests of the University

Non-employees should not submit Travel Request Approval forms. For more on travel payment and reimbursement for non-employees, please see our Travel page (on left menu).

Employee Travel

Forms: For the most current Travel Request Approval form, please see Forms on left menu.

Travel funded by the State (“Stateside”) including CPO, travel direct pay or CRBTA/BTA: submit an approved Travel Request Approval form to Accounts Payable. Employees who will not be incurring expenses (e.g. a passenger on a day trip) may be listed on another’s Travel Request Approval form in lieu of submitting a Travel Request Approval form of their own.

Travel funded by both the CSU Chico Research Foundation and the State: complete the Accounts Payable Travel Request Approval form in lieu of completing Foundation’s Travel Request. Submit the Accounts Payable form to Accounts Payable and keep a copy of the form and submit it to CSU, Chico Research Foundation with the Foundation claim.

Travel funded by the CSU Chico Research Foundation and not funded by 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.

Unfunded Travel: Travel with no funding from either the State or CSU, Chico Research Foundation, e.g. travel that is fully funded by outside sources or by the traveler: submit an approved Accounts Payable Travel Request Approval form for liability purposes.  See CSU, Chico Travel Procedures for more information on potential confict of interest.

Due Dates: Travel Request Approvals are due in Accounts Payable with all necessary signatures at least three (3) business days (domestic travel) and 30 days (international and US Possessions travel) prior to departure.

Signatures: 

Traveler signature is 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 form.

Provost/Vice President: All Travel Request Approval forms require approval by the Division Vice President or his or her appointee. For international travel, the President's approval is also required. If the approving authority is unavailable to sign, an email authorization from him or her can be attached to the form.
 

“Blanket” Travel Request Approval forms

Travel Request Approval forms may be completed to cover multiple trips over a semester or fiscal year under the following circumstances:

  • recurring trips of similar nature such as to local vendors or meetings;
  • day trips only:  Blanket Travel Request Approval forms cannot be submitted for overnight travel;
  • mileage for personal vehicle use and/or parking are the only expenses claimed (CRBTA is allowed);
  • multiple field trips: See  FIELD TRIPS.

Use a Travel Request Approval form; enter travel dates of any range up to all fiscal year (July 1 to June 30). Enter the destination (e.g. Chico; Butte County; Butte, Tehama and Yuba Counties; Northern California). Enter the purpose (e.g. recruitment; meetings; shopping; supervision of students.) Write Blanket on the top. Estimated expenses are a totaling of all trips.

Recurring local trips that are part of the employee’s job description using State vehicles with no State-funded expenses do not require a Travel Request Approval form. 

Note: When claiming expenses for travel on a “Blanket” Travel Request Approval, put as many trips as you like on one Travel Expense Claim (i.e., supervisor mileage claims submitted each month).

Field Trips 

See the CSU Chico Risk Management website  at www.csuchico.edu/risk  >  Academic Field Trips & Off-Campus Activities for information on requirements.

The instructor/trip leader will complete a Travel Request Approval form under his or her name; include the number of students traveling. If no expenses will be claimed, check “No expenses/No claim to file”.

For multiple field trips for one class, a “Blanket” Travel Request Approval form under the instructor’s name may be submitted at the beginning of each semester listing all known, one-day field trip dates and destinations. If trip info needs to be changed due to weather or other reason, an email to Accounts Payable is sufficient notification to amend the Travel Request Approval on file. If trip dates or locations are unknown, a separate Travel Request Approval form must be filed for each trip as it is scheduled.

Changes to a Travel Request Approval

When the purpose and destination of a trip are unchanged and minor changes result in unchanged or lowered 'maximum reimbursement amount authorized', you do not need to resubmit the Travel Request Approval form for approval. Notification of these changes can be made directly to Accounts Payable via email.

Changes resulting in significantly increased 'maximum reimbursement amount authorized' require an amended copy of the Travel Request Approval form be submitted to authorizers for approval and forwarded to Accounts Payable.

When the purpose and destination of a trip is changed, cancel the Travel Request and submit a new Travel Request Approval form.

Cancelling a Travel Request Approval 

If the trip was canceled or the employee could not travel or trip purpose and destination is changed, contact Accounts Payable via email and request the Travel Request Approval be cancelled. Provide the traveler's name, destination and travel dates.

Closing a Travel Request Approval 

If the box “Travel Claim to be filed” is checked and it turns out that a claim will not be filed, please notify Accounts Payable via email. Provide the traveler's name, destination, travel dates and state that “no claim will be filed”.

Completing the Form

Traveler Information:

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

Name(s) of Other State Employee(s) or Students(s) also traveling: list any travelers on the same trip—including those with Travel Request Approval forms of their own as well an those who will not be submitting a Travel Request Approval form of their own. Use a second page if necessary. For field trips and team travel, you may specify how many students or employees are traveling in lieu of names. Be sure to see the CSU Chico Risk Management website at www.csuchico.edu/risk > Academic Field Trips & Off-Campus Activities for information on student academic travel.

Trip Information:

Travel Dates: Please use MM/DD/YY – MM/DD/YY format.

Personal travel dates if any:  Please use MM/DD/YY - MM/DD/YY format for any personal travel dates.

Destination: City, State.

Claim Information: Form of Payment/Reimbursement:

Funding from the State:

  • If there will be reimbursable expenses, check “Travel Claim to be filed”. A State Chartfield and 'maximum reimbursement amount authorized' is required.
  • If there will be no reimbursable expenses, check “No expenses /No claim to file”.  A State Chartfield is required only if there is the possibility of using BTA/CRBTA or CPO.
  • BTA/CRBTA: If the BTA or CRBTA will be used, check the box for “BTA or CRBTA”; State Chartfield and 'maximum reimbursement amount authorized' is required. If there will be reimbursable expenses, check “Travel Claim to be filed”; if there will be no reimbursable expenses, check “No expenses /No claim to file”.
  • CPO: If registration is paid by CPO, State Chartfield and 'maximum reimbursement amount authorized' is required. If there will be additional reimbursable expenses, check “Travel Claim to be filed”; if there will be no additional reimbursable expenses, check “No expenses /No claim to file”.
  • Pre-travel Direct Pay or Pre-travel Reimbursement: If Pre-Travel Direct Pay or Reimbursement Request is used, State Chartfield and 'maximum reimbursement amount authorized' is required. If there will be additional reimbursable expenses, check “Travel Claim to be filed”; if there will be no additional reimbursable expenses, check “No expenses /No claim to file”.

Partial funding from Foundation and partial funding from the State: In addition to above, check “Foundation Funded - Partial”. 

No funding from either the State or Foundation: For travel fully funded by outside sources or by the traveler—and therefore no BTA or CRBTA will be used and no direct pay or reimbursements will be made—check  “No expenses/No claim to file.” State Chartfield is not needed.

Total Estimated Expenses:

These are all estimated expenses for the trip, regardless of the amount to be reimbursed or paid by the State.

Lodging:

The maximum reimbursable room rate for lodging as of January 1, 2016 as stated in CSU, Chico Travel Procedures is $275 (before taxes or surcharges, per night per person).

Reimbursement in excess of the maximum reimbursable rate (before taxes or surcharges, per night per person) requires VP approval on the Travel Request Approval form. Include a note with the Travel Request Approval form explaining the hotel rate.

State Chartfield (maximum reimbursement amount authorized):

Enter the State chartfield(s) and the maximum dollar amount(s) to be funded by the State. 

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