College of EducationEureka Hall 401

Updated: October 28, 2015

Things to Know Before you Go!

Sacramento State Travel Procedures

1. Types of Travel: slide 3

2. Overview of University Travel: slide 4

3. Before You Travel: slide 5

4. Unfunded Travel: slides 6-11

5. Funded Travel: slides 12-16

6. International Travel: slides 17-18

7. Travel Claim (Funded): slides 19-21

8. International Travel Currency Conversion: slide 24

9. Electronic Funds Transfer (EFT): 25

10. Overview of UEI Travel: slide 26

11. UEI Travel: slides 27-32

12. Supervision Travel: slide 33

13. Sample Travel Process Timeline: slide 34

14. Key Dates (College of Education Deadlines): slide 35

PRIOR TO TRAVEL: KEY SUBMISSION TIMELINES

FINAL SUBMISSION DEADLINE DATES

15. Links slide 36

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Types of Travel

1. Unfunded Travel

No funding provided by the University, UEI or COE

It is still considered Unfunded if you are seeking a grant for the travel but the funds have not yet been awarded.

2. Funded Travel

General Fund – (e.g. SPAR, Dean or Branch)

Supervision – Through AERO

Provost – If you are receiving funding through the Provost

UEI – If you are receiving a grant from UEI then you will need to complete UEI’s travel paperwork (provided by UEI). This process is separate from the University.

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Overview of University Travel

Faculty obtain travel forms from the College of

Education website and submit to Eureka 401*

Chair signs travel

paperwork

Dean signs travel

paperwork

Provost signs travel

paperwork

APS Staff will enter Requisition for travel

in CFS (If travel is Funded)

Faculty travels

Faculty completes & emails Travel Claim,

supporting documents & receipts to APS staff

within 30 days of completing travel.

APS Staff review Travel Claim and make necessary

adjustments

Faculty signs Travel Claim

1 3 4

6 7 8

9

5

Chair signs Travel Claim

11

Travel Claim is submitted to Accounts

Payable

12

Check is in the mail!

13

* http://www.csus.edu/coe/forms/faculty-staff.html

APS staff review travel paperwork

2

10

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If you know you will be traveling on University business (including if you’re using UEI funds), you should notify Academic and Program Support (APS) staff at least 30 days* prior to your domestic travel so that all necessary paperwork can be completed and signatures can be obtained before you travel.

*60 days for International travel.

NOTE: It is required by the Provost for ALL University Travel (Unfunded or Funded) to submit a Travel Justification and supporting documents as described in slides 6 & 11.

Travel paperwork is located on the College of Education “Forms and Handbooks for faculty and staff” webpage: http://www.csus.edu/coe/forms/faculty-staff.html listed under “Travel Submission Packets.”

APS staff consist of: Susana Guzman – sguzman@csus.edu Colleen Mesa– colleen.mesa@csus.edu Don Nahhas – nahhasd@csus.edu Annie Suarez - suareza@csus.edu (AERO-Supervision Travel)

When you submit your travel paperwork (obtained from our travel webpage) to Eureka 401, you will be given a travel envelope and checklist to help keep track of all of your travel documents and receipts.

Before You TravelUnfunded or Funded

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If you are NOT receiving funding for travel, you are still required to complete/turn in the following 30 days before your Domestic travel or 60 for International travel:1. Unfunded Travel Request form2. Travel Planner Form3. UNFUNDED Travel Justification Check List4. Domestic Travel Expense Justification form5. Copy of your hotel reservation/confirmation6. Copy of your conference registration 7. Invitation letter (if presenting)8. Copy of your presentation abstract (as noted in the program)9. Travel Itinerary (airline or other if obtained prior to submitting justification).

Travel paperwork is located on the College of Education “Forms and Handbooks for faculty and staff” webpage; http://www.csus.edu/coe/forms/faculty-staff.html.

Personal Vehicle – If you are using your personal vehicle for travel, you will need to complete additional liability paperwork with the University. Please contact: Kim Ross – rossk@csus.edu for more information.

Once your Unfunded Travel Request is received in Eureka 401 and checked in, you will be assigned an APS staff member to assist you throughout the process. You will be contacted via email to submit any additional documents electronically to that APS staff member.

Unfunded Travel

Table of Contents

-Sample- Unfunded Travel

Request

http://www.csus.edu/aba/ABA-Files-Configs/documents/forms/accountPayable/UnfundedTravelRequest.pdf

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Please type your Chair’s full name in the “Approving Official’s Printed Name” line.

-Sample- Travel Planner

http://www.csus.edu/coe/forms/assets/form-travel-planner-20140731.pdf

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-Sample- Unfunded Travel

JustificationCheck List

Table of Contentshttp://www.csus.edu/coe/forms/assets/unfun

ded-travel-just-checklist-20151023.pdf

Use this Unfunded Travel JustificationCheck List to assist you in completing the Travel Expense Justification form properly.

-Sample- Unfunded Travel

Expense Justification

http://www.csus.edu/aba/ABA-Files-Configs/documents/forms/accountPayable/Travel_Expens_Justification_Domestic_August2015.pdf

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Please use the Unfunded Travel JustificationCheck List to assist you in completing the Travel Expense Justification form properly.

Important! If you think you will receive funding in the

future for a previous trip, save all your supporting documents and receipts! Receipts are needed for your travel claim. We have created an “UNFUNDED Travel Claim Supporting Documents Check List” to help ensure you collect and retain all the necessary travel receipts.

If you do receive funding in the future, you will need to follow the steps for Funded Travel, including resubmitting a new Travel Expense Justification form for approval AND attach the signed copy of your previous Unfunded Travel Expense Justification form.

The CSU maximum lodging rate is $195.00 per night (excluding taxes). You must fill out the “Lodging Rate Exception” portion of the Travel Expense Justification form and get approval from the Provost if you wish to be reimbursed for rates over $195.00.

*Please note that you can choose to stay in hotels that exceed the $195.00 rate, but without approval from the Provost you will only be able to claim up to $195.00 per night.

Unfunded Travel Cont.

Table of Contentshttp://www.csus.edu/coe/forms/assets/unfunded-t

ravel-doc-checklist-20151023.pdf

If you are receiving funding for travel, you need to complete/turn in the following 30 days before you travel (60 for international travel):

1. FUNDED Travel Justification Check List2. Domestic or International Travel Expense Justification form3. Travel Planner 4. Copy of your letter of funding5. Copy of your hotel reservation/confirmation6. Copy of your conference registration

Invitation letter (if presenting)7. Copy of your presentation abstract (as noted in the program)

International Traveler’s need to also provide:8. Foreign Travel Insurance Request Form – Must be completed 10 days prior to

travel. http://www.csus.edu/aba/ABA-Files-Configs/documents/forms/riskMgmt/FTIPrequest.xlsx

9. Letter from University President approving International Travel10. Approved International Travel Justification.

Travel paperwork is located on the College of Education “Forms and Handbooks for faculty and staff” webpage; http://www.csus.edu/coe/forms/faculty-staff.html listed under “Travel submission Packets.”

Once your travel packet/forms are received in Eureka 401 and checked in, you will be assigned an APS staff member to assist you throughout the process. You will be contacted via email to submit any additional documents electronically to that APS staff member.

Funded Travel

Table of Contents

-Sample- Funded Travel

JustificationCheck List

http://www.csus.edu/coe/forms/assets/funded-travel-just-checklist-20151023.pdf

Use this Funded Travel JustificationCheck List to assist you in completing the Travel Expense Justification form properly.

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-Sample- Funded Travel

Expense Justification

http://www.csus.edu/aba/ABA-Files-Configs/documents/forms/accountPayable/Travel_Expens_Justification_Domestic_August2015.pdf

Please use the Funded Travel JustificationCheck List to assist you in completing the Travel Expense Justification form properly.

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-Sample- Travel Planner

http://www.csus.edu/coe/forms/assets/form-travel-planner-20140731.pdf

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Funded Travel Cont.

Airline Reservations – When making your airline reservations, DO NOT use your personal points/rewards to purchase your flight. The CSU WILL NOT reimburse you for the dollar value of the ticket; only for the amount (in cash) that is out of pocket.

Personal Vehicle – If you are using your personal vehicle for travel, you will need to complete additional liability paperwork with the University. Please contact: Kim Ross – rossk@csus.edu for more information.

Lodging – The CSU maximum lodging rate is $195.00 per night (excluding taxes). You must fill out the “Lodging Rate Exception*” portion of the Travel Expense Justification form and get approval from the Provost if you wish to be reimbursed for rates over $195.00.

* Lodging Rate Exception can include: lodging rate of hotel hosting conference and/or lowest rate available in travel area. Please note that you can choose to stay in hotels that exceed the $195.00 rate but without approval from the Provost you will only be able to claim up to $195.00 per night.

Advance – If you need an Advance, please indicate the amount on your Domestic Travel Justification form. Please give at least 30 days notice to acquire all signatures, for staff to enter Travel Requisition with the Advance, and for the Advance to be issued.

Car Rental – If you need a rental car, APS staff will make the arrangements for you and reserve an economy class vehicle.

When you submit your travel paperwork (obtained from our travel webpage) to Eureka 401, you will be given a travel envelope and checklist to help keep track of all of your travel documents and receipts.

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Unfunded or Funded travel, you need to complete/turn in the following 60 for international travel:

1. INTERNATIONAL Travel Justification Check List2. International Travel Expense Justification form3. Travel Planner 4. Copy of your letter of funding5. Copy of your hotel reservation/confirmation6. Copy of your conference registration 7. Invitation letter (if presenting)8. Copy of your presentation abstract (as noted in the program)

9. Foreign Travel Insurance Request Form – Must be completed 10 days prior to travel. http://www.csus.edu/aba/ABA-Files-Configs/documents/forms/riskMgmt/FTIPrequest.xlsx

10. Letter from University President approving International Travel11. Approved International Travel Justification.

International Travel

Table of Contents

-Sample- International Travel Expense Justification

Check List

Table of Contents

International TravelForm must be submitted to Chair at least 60 days

in advance & the President at least 30 days

in advance!!! Use this INTERNATIONAL Travel

Justification Check List to assist you in completing the International Travel Expense Justification form properly.

http://www.csus.edu/coe/forms/assets/international-travel-justification-check-list-20151028.pdf

-Sample- International Travel Expense Justification

http://www.csus.edu/aba/ABA-Files-Configs/documents/forms/accountPayable/Travel_Expense_Justification_International_August2015.pdf

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International TravelForm must be submitted to Chair at least 60 days

in advance & the President at least 30 days

in advance!!! Please use the INTERNATIONAL

Travel Justification Check List to assist you in completing the International Travel Expense Justification form properly.

After you have completed your travel, you need to do the following within 30 days*:

1. Complete and email a Travel Claim form to the APS staff member assisting you.

2. Turn in all original receipts and supporting documents (e.g. Conference schedule/brochure).

3. APS staff member will review Travel Claim and make any necessary adjustments.

4. APS staff member will contact you to come and sign Travel Claim.

5. APS staff member will have Chair sign the Travel Claim and then submit to Accounts Payable for processing.

6. INTERNATIONAL TRAVELERS: You will need to submit a currency rate exchange for your travel. The APS staff can provide you with an Excel sheet to help you with the rate conversion.

*Maybe sooner if traveling dates are near the end of the fiscal year deadlines.

Travel ClaimFunded Travel

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Travel Claim Cont.

• Meals – You can only claim meals if the conference you are attending does not provide them. You can claim up to $55 per day for meals. You will needto show the cost of each meal (Breakfast, Lunch and Dinner) on your TravelClaim Form (each meal must have a total). You cannot claim alcohol.

NOTE: any meal over $24.99 requires an itemized receipt. If claiming meals you will need to show that the conference did not provide meals. This is done by submitting a Conference Brochure or Daily Schedule showing that meals are on your own.

• Travel of Less Than 24 Hours: When the entire length of a trip is less than 24 hours, Internal Revenue Service regulations state that meals and incidental expenses shall not be reimbursed unless the travel includes an “overnight stay” as supported by a lodging receipt.

• Incidentals – can only be claimed after the first 24 hours of travel, and only up to $7 a day.

• Mileage – You can claim mileage to-and-from the airport. Be sure to include your vehicle license info on the Travel Claim.

• You will only be reimbursed for the amount that you received funding for. If your Travel Claim exceeds the approved amount, you will need to enter a negative number in the Travel Claim. If you received an Advance, you will need to subtract the amount you received from the rest of your claim.

For a full explanation of how to complete a Travel Claim, see the “Instructions” tab in the Travel Claim Excel document. ____________________________________________________________________________________________________________

Travel Procedures and Regulations: California State University, Sacramentohttp://www.csus.edu/aba/accounts-payable/Documents/ACPY/Travel_Procedures_and_Regulations_Updated_Jan_10_2014.pdf

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-Sample-

http://www.csus.edu/coe/forms/assets/travel-claim-form-check-list-20151028.pdf

Use this Travel Expense Claim Form Check List to assist you in completing the Travel Expense Claim form properly.

Travel Expense Claim Form Check List

http://www.csus.edu/aba/ABA-Files-Configs/documents/forms/accountPayable/Travel%20Expense%20Claim2015.xls

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-Sample-

Faculty completes all areas highlighted in yellow

APS staff will complete all areas highlighted in green

Please use the Travel Expense Claim Form Check List to assist you in completing the Travel Expense Claim form properly.

Travel Expense Claim Form

http://www.csus.edu/coe/forms/assets/currency-conversion-20151028.xlsx

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-Sample-

We have developed a Currency Conversion Excel Sheet to help you with your International Currency Conversions.

The Excel Spreadsheet can be downloaded to your computer (see link below).

There is a step-by-step Instructions tab to assist you in customizing the spreadsheet to your currency of origin and the exchange rate conversions.

International Travel Currency

Conversion

-Sample- EFT form

http://www.csus.edu/aba/ABA-Files-Configs/documents/forms/accountPayable/EFT_Process%20_Form_August_2014_Fillable.pdf

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If you would like to be reimbursed for your Travel Claim through Direct Deposit, follow these instructions.

1. Download the EFT form (see link below).

2. Read the instructions, complete and sign the EFT form and attach either a Voided Check, or a Deposit Slip.

3. In order to set up Electronic Funds Transfer/Direct Deposit for Travel Claims, you must schedule an appointment with Leah Davis in Procurement and bring the EFT from and voided check or deposit slip. Leah Davis is currently only making appointments from 3:00pm to 4:00pm, Monday through Friday. She can be reached at (916) 278-7810 or ldavis@csus.edu.

4. You must already be set up in CFS before you meet with Leah Davis.

Overview of UEI Travel

Faculty complete UEI travel paperwork

(provided by UEI)

Faculty submit travel forms to Eureka 401*

Chair signs UEI travel paperwork

APS staff submit travel paperwork to

UEI

Faculty travels

Faculty completes & submits UEI Travel Claim

(provided by UEI), supporting documents &

receipts to APS staff within 30 days of completing travel.

APS staff review UEI Travel Claim & make

any necessary adjustments

Faculty signs UEI Travel

Claim

Chair signs UEI Travel Claim

1 2 4

6 7 8

9

5

Travel Claim is submitted

to UEI

11Check is in the

mail!

12

* http://www.csus.edu/coe/forms/faculty-staff.html

APS staff review travel paperwork

3

10

** UEI Travel Paperwork is also available on the College of Education websiteTable of Contents

UEI Travel

If you are receiving UEI funding for travel, you need to turn in the following:

1. Estimated Cost Worksheet

2. Travel Request

3. Copy of your letter of funding

UEI Travel paperwork is located on the College of Education “Forms and Handbooks for faculty and staff” webpage; http://www.csus.edu/coe/forms/faculty-staff.html, listed under “Travel Submission Packets. The Excel document encompasses all of the UEI travel forms.

Once your travel packet/forms are received in Eureka 401 and checked in, you will be assigned an APS staff member to assist you throughout the process. You will be contacted via email to submit any additional documents electronically to that APS staff member.

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UEI Travel Cont.

Advance – If you need an Advance, please indicate the amount on your UEI Travel Request form. Please give at least 30 days notice (prior to the date the funds are desired) to acquire all signatures, for staff to submit UEI Travel Request with the Advance, and for the Advance to be issued.

Car Rental – If you need a rental car, APS staff will make the arrangements for you andreserve an economy class vehicle.

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-Sample- UEI Estimated

Travel Cost Worksheet

Choose “N” for Non-State Funds

http://www.csus.edu/coe/forms/faculty-staff.html

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-Sample- UEI Travel

Request

http://www.csus.edu/coe/forms/faculty-staff.html

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UEI Travel ClaimAfter you have completed your travel, you need to do the following within 30 days:

1. Complete and email a UEI Travel Claim form to APS staff member assisting you.

2. Turn in all original receipts and supporting documents (e.g. Conference schedule/brochure).

3. APS staff member will review UEI Travel Claim and make any necessary adjustments.

4. APS staff member will contact you to come and sign UEI Travel Claim.

5. APS staff member will have Chair sign the UEI Travel Claim and then submit to UEI for processing.

A few things to know about the UEI travel claim…

6. Meals – You can only claim meals if the conference you are attending does not provide them. You can claim up to $55 per day for meals.

Note: any meal over $24.99 needs an itemized receipt. If claiming meals you will need to show that the conference did not provide meals.

7. Incidentals – can only be claimed after the first 24 hours of travel, and only up to $7 a day.

8. Mileage – You can claim mileage to-and-from the airport. Be sure to include your vehicle license info on the Travel Claim.

You will only be reimbursed for the amount that you received funding for. If your UEI Travel Claim exceeds the approved amount, you will need to enter a negative number in the UEI Travel Claim (see sample). Table of Cont

ents

-Sample- UEI Travel Claim

http://www.csus.edu/coe/forms/faculty-staff.html

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If you are receiving funding for Supervision travel, you need to turn in the following to Annie Suarez by the 10th of each month:

Travel Claim – Please use the Travel Claim that Annie emails you.

At the beginning of each semester, Annie will receive a list of faculty who will be receiving funds for Supervision Travel. Annie will email faculty members explaining the travel procedures using the attached Travel Claim form.

Once the Travel Claim is received by Annie, she will review it and forward it for signatures from the Chair and the Dean’s Office. Once signatures have been received the Travel Claim will be sent to Accounts Payable for processing.

Supervision Travel

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Sample Travel Timeline

As soon as possible, fill out Travel forms (funded or unfunded) located on the College of Education “Forms and Handbooks for faculty and staff” webpage; http://www.csus.edu/coe/forms/faculty-staff.html listed under “Travel Submission Packets” and submit to Eureka 401.

30 – 60 days prior to travel complete and submit necessary forms for travel to Eureka 401 and obtain Travel Envelope.

Domestic Travel Justification forms can take 15-20 days to obtain all signatures (Chair, Dean and Provost).

International* Travel Justification forms can forms can take 15-20 days to obtain all signatures (Chair, Dean and Provost) and must be submitted to the President’s office no later than 30 days prior to travel date.

Complete and submit Travel Claim Form and supporting documents and receipts to APS staff within 30 days after travel date.

APS staff finalizes Travel Claim Form and obtains signatures (1-2 weeks).

APS Staff submits complete Travel Claim Form to Accounts Payable/Travel, UEI or Provost’s Office (depending on funding source).

Travel reimbursement check mailed to traveler within (1-2 weeks).

* International Travelers must complete a Foreign Travel Insurance Request Form 10 days prior to travel - http://www.csus.edu/aba/ABA-Files-Configs/documents/forms/riskMgmt/FTIPrequest.xlsx

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College of Education Deadlines

PRIOR TO TRAVEL: KEY SUBMISSION TIMELINES

Notify COE Staff as soon as possible of upcoming travel Submit International Travel Justification – 60 days prior to travel

date International Travel Insurance Obtain– 10 days prior to travel date

(include approval letter from President Nelson)

Submit Domestic Travel Justification – 30 days prior to travel date Submit Travel Expense Claims (with all receipts) – 1 week after travel

completion

FINAL SUBMISSION DEADLINE DATES

Last day to submit International Travel Justifications – March 24, 2016 Last day to submit Domestic Travel Justifications – May 9, 2016

Last day to submit (Funded) Travel Expense Claims (with all receipts) – June 3, 2016

NOTE: THERE ARE NO EXCEPTIONS TO THESE DEADLINES

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Unfunded and Funded

Unfunded and Funded

Links COE Forms and Handbooks for faculty and staff - http://www.csus.edu/coe/forms/faculty-staff.html

Travel: Things to Know Before you Go! - http://www.csus.edu/coe/forms/assets/travel-things-to-know-20150819.pdf

COE Travel Planner - http://www.csus.edu/coe/forms/assets/form-travel-planner-20140731.pdf

UNFUNDED-Travel Justification Check-List - http://www.csus.edu/coe/forms/assets/unfunded-travel-just-checklist-20151023.pdf

FUNDED-Travel Justification Check-List – http://www.csus.edu/coe/forms/assets/funded-travel-just-checklist-20151023.pdf

INTERNATIONAL-Travel Justification Check-List – http://www.csus.edu/coe/forms/assets/international-travel-justification-check-list-20151028.pdf

Domestic Travel Expense Justification - http://www.csus.edu/aba/ABA-Files-Configs/documents/forms/accountPayable/Travel_Expens_Justification_Domestic_August2015.pdf

EFT Process Form - http://csus.edu/aba/ABA-Files-Configs/documents/forms/accountPayable/EFT_Process%20_Form_August_2014_Fillable.pdf

UNFUNDED-Travel-Document-Check-List.pdf - http://www.csus.edu/coe/forms/assets/unfunded-travel-doc-checklist-20151023.pdf

FUNDED-Travel-Document-Check-List.pdf - http://www.csus.edu/coe/forms/assets/funded-travel-doc-checklist-20151023.pdf

International Travel Expense Justification - http://www.csus.edu/aba/ABA-Files-Configs/documents/forms/accountPayable/Travel_Expense_Justification_International_August2015.pdf

UEI Travel Request - http://www.enterprises.csus.edu/wp-content/uploads/2012/08/UF_TravelRequest.xls

UEI Travel Claim Form - http://www.enterprises.csus.edu/wp-content/uploads/2012/08/UF_TravelClaim_1-1-15.xls

Unfunded Travel Request - http://csus.edu/aba/ABA-Files-Configs/documents/forms/accountPayable/UnfundedTravelRequest.pdf

Travel Expense Claim Form Check-List – http://www.csus.edu/coe/forms/assets/travel-claim-form-check-list-20151028.pdf

Travel Expense Claim - http://csus.edu/aba/ABA-Files-Configs/documents/forms/accountPayable/Travel%20Expense%20Claim2015.xls

Currency Conversion Spreadsheet (International Travel): http://www.csus.edu/coe/forms/assets/currency-conversion-20151028.xlsx

Travel Procedures and Regulations: California State University, Sacramento - http://www.csus.edu/aba/accounts-payable/Documents/ACPY/Travel_Procedures_and_Regulations_Updated_Jan_10_2014.pdf

Foreign Travel Insurance Request Form - http://www.csus.edu/aba/ABA-Files-Configs/documents/forms/riskMgmt/FTIPrequest.xlsx

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