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  • Reimbursements & Petty Cash Resources | California State University Stanislaus
    Campus Life Giving You are here Home Financial Support Services Gateway Staff Faculty Reimbursements Petty Cash Resources Reimbursements Petty Cash Resources Overview How to Policies Resources Forms Contacts Links tools and reference materials related to reimbursements American Express Personal Liability Government Card Agreement CSU Stanislaus Change Fund Procedure Direct Pay Guidelines Payment Matrix for Consultants Guests Travel Request Claim Instructions Printer friendly version Business Finance Staff Faculty Students Parents Suppliers

    Original URL path: https://www.csustan.edu/financial-support-services-gateway/staff-faculty/reimbursements-petty-cash-resources (2016-02-15)
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  • Reimbursements & Petty Cash Forms | California State University Stanislaus
    Campus Life Giving You are here Home Financial Support Services Gateway Staff Faculty Reimbursements Petty Cash Forms Reimbursements Petty Cash Forms Overview How to Policies Resources Forms Contacts Downloadable and online forms related to reimbursements Cash Fund Application Auxiliary Cash Fund Application University Direct Deposit Authorization EFT Employee Employee Reimbursement Form Petty Cash Voucher for Reimbursement Travel Request Claim Form Printer friendly version Business Finance Staff Faculty Students Parents Suppliers

    Original URL path: https://www.csustan.edu/financial-support-services-gateway/staff-faculty/reimbursements-petty-cash-forms (2016-02-15)
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  • Reimbursements & Petty Cash Contact | California State University Stanislaus
    Us A Z Directory Maps Library Stockton Center MyCSUSTAN Students Parents Faculty Staff Alumni Donors Community About Academics Admissions Athletics Campus Life Giving You are here Home Financial Support Services Gateway Staff Faculty Reimbursements Petty Cash Contact Reimbursements Petty Cash Contact Overview How to Policies Resources Forms Contacts CSU Stanislaus Turlock Campus Mary Stuart Rogers Educational Services Gateway building MSR Building 27 See Map One University Circle Turlock CA 95382 Cashier Office is located in MSR100 Telephone 209 667 3199 Cashiers csustan edu CSU Stanislaus Stockton Center 621 East Magnolia St Stockton CA 95202 1845 Stockton Campus Map Telephone 209 467 5300 Fax 209 467 5333 Turlock Campus Cashiers Marilyn Alvarado 209 667 3199 MAlvardo csustan edu Laurie Marroquin 209 667 3852 LAMarroquin csustan edu Petty Cash Auditor Shirrell Wells 209 667 3140 Swells1 csustan edu Stockton Center Cashier Zona Zaragoza 209 664 4044 ZAaragoza csustan edu Cash Fund Approval Regan Linderman Controller 209 667 3145 RLinderman csustan edu Julie Benevedes AVP Financial Services 209 667 3440 JBenevedes csustan edu Printer friendly version Business Finance Staff Faculty Students Parents Suppliers Visitors Audit Services Budget Services Facility Services Information Technology Safety Risk Management Student Recreation Center University Police Department Administrative Office

    Original URL path: https://www.csustan.edu/financial-support-services-gateway/staff-faculty/reimbursements-petty-cash-contact (2016-02-15)
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  • Travel Overview | California State University Stanislaus
    within the department and be updated every year Authorization forms will be valid for a period not to exceed one year An employee s personal automobile insurance policy is primary coverage for liability and damages in the event of an accident while on University or State business when driving his her personal vehicle Insurance Code 11580 9 View the Use of University Private Vehicles Guidelines About Rental Cars for University Business In some cases renting a car for transportation to a destination may be necessary and or more cost effective than using a personal vehicle Also renting a vehicle at a destination location may be more cost effective than public transportation shuttles or taxis The CSU has a contract with Enterprise to provide car rentals at a discount rate A compact economy or intermediate class vehicle should be requested unless these sizes are not adequate for the purpose of the trip The car should be returned with a full tank of gasoline to minimize costs About Rental Cars for Personal Use The CSU contract with Enterprise allows for discounted rates for University employees private use About Arranging Travel Travel for University business must be authorized by the appropriate delegated authority prior to the date of travel Authorization must be submitted in the appropriate format to the Travel Office Travelers will not be reimbursed if the correct procedure is not followed Once the Travel Request has been approved arranging the details e g airline tickets hotel reservations etc is handled by the departmental Travel Custodian and or the traveler About Allowable Expenses Transportation Personal car Form 261 required rental car air rail bus passenger ship and local public transport or taxis Two modes of transportation motorcycles and bicycles are not authorized for official University business and costs incurred in the operation of these modes will not be reimbursed Subsistence Expenses lodging meals and incidental expenses Incidental expenses are usually small expenses like tips and fees for baggage carriers housekeeping etc The timeline for reimbursement of these expenses begins when the traveler leaves his her residence or normal work location whichever occurs last and ends when the traveler arrives back to residence or work location whichever occurs first Lodging Travelers may be reimbursed for lodging expenses when traveling on business 25 miles or more one way from their work location or home whichever is closer For the continental United States Alaska Hawaii and United States Possessions short term lodging will be reimbursed for actual costs documented with an itemized receipt As with all other expenses lodging costs are expected to be reasonable and not extravagant Because international travel can be more expensive and currency exchange volatile travelers will be reimbursed in accordance with the published federal per diem rate for the location where the expense is incurred Due to varied receipting practices in other countries currency conversions and language translation issues receipts will not be required for reimbursement The signature of the traveler and the signature of the approver will serve as verification that the lodging expense was incurred The federal per diem rates are published by the Department of Defense and are readily accessible from any internet connection at http www defensetravel dod mil site perdiem cfm The Internal Revenue Service recognizes these rates for purposes of allowable business expense levels so that reimbursements are not considered taxable Meals Meals are normally reimbursed when travel includes an overnight stay and the reimbursement is not reportable as income to the IRS Travelers are expected to expend funds in a prudent manner with total meal expenses for the day capped at a daily allowance amount Meals for groups can be paid by one individual Attendees at such a group event cannot separately claim such meals The following table responds to some frequently asked questions regarding meal reimbursements Breakfast Lunch Dinner With an overnight stay Reimbursable Reimbursable Reimbursable Less than 12 hours Reimbursable if travel begins 2 hours before regular work hours Amount is reportable as income Not reimbursable unless there is a specific business purpose Reimbursable if travel ends 2 hours after regular work hours Amount is reportable as income Other Reimbursable Travel Expenses Beyond meals lodging and incidentals there are other reimbursable travel expenses that may be incurred These expenses could include registration fees for conferences conventions meetings of professional or learned societies tips and taxes that are reasonable and customary and have not been included in items already covered business expenses such as photocopying mailing equipment rental local and long distance phone calls and expenses that would not ordinarily be reimbursed but arise because of special or unusual circumstances and are approved with documentation as an exception Non Reimbursable Expenses Within the CSU Travel Procedures and Regulations document is a section devoted to expenses that cannot be reimbursed and are not covered elsewhere Some examples of non allowable reimbursements include personal domestic ATM credit card fees fines citations clothing commuting expenses personal entertainment and dependent pet care Reimbursable Situations for Non University Travelers Situations occur where travel expenses for non University travelers should be reimbursed Travel expenses for the following travelers will be covered given a bona fide business purpose and if all applicable regulations are followed prospective employees coming to a campus for interviews or other meetings independent contractors and consultants working temporarily for the University foreign visiting scholars spouse registered domestic partner and witnesses to litigation matters Review of the CSU Travel Procedures and Regulations prior to making arrangements is strongly recommended About Travel Request Claim Form The Travel Request Claim Form serves as both the Travel Request to be completed prior to travel and the Travel Claim to be completed after travel has occurred About Travel Requests All university travel must be approved through an authorization by the appropriate authorities This process requires completing the Travel Request Claim Form The Travel Request identifies what travel costs can be paid or reimbursed to the traveler using University funds The authorized Travel Request must be submitted to Financial Services Travel Office prior to the travel occurring Individuals traveling for University business that have not submitted the property paperwork may not be covered by University Insurance Policies and may be traveling at their own risk For details about the Travel Request see How To prepare a Travel Request About Blanket Travel Requests Some departments have personnel that will travel during the year to the same place or in the same area several times To eliminate the need to prepare a Travel Request for each date of travel the Travel Custodian can prepare a Blanket Travel Request using the Blanket Travel Request Claim form The request will indicate an amount that is expected to be expensed for this travel during the fiscal year As Travel Claims are submitted the amount of the blanket will be reduced Once the full amount is spent a new travel request must be submitted About Blanket Travel Request for Driving Within the Six County Service Area Stanislaus State located in Stanislaus County serve students primarily from a six county service area San Joaquin location of Stanislaus State Stockton Center Stanislaus Merced Calaveras Tuolumne and Mariposa Several departments prepare blanket travel requests at the beginning of each fiscal year for specific personnel who will be traveling within this service area throughout the year The Blanket Travel Request will state six county area as the destination About International Travel Employees planning to travel to foreign destinations must request approval from the University President prior to making any travel arrangements and should contact the Risk Management Office for guidance Travel to countries on the US Department of State Bureau of Consular Affairs Current Travel Warning List http travel state gov content passports english alertswarnings html or those deemed high hazard risk requires approval from the Chancellor s Office Refer to the information provided by System wide Risk Management under International Travel Resources International Trip Less Than 30 Days Travelers to foreign destinations will receive a fixed amount per diem for lodging meals and incidentals in accordance with the Federal Maximum Travel Per Diem Allowances for Foreign Areas published by the U S Department of Defense see Appendix C Receipts will not be required for reimbursement If actual expenses are claimed due to special or unusual circumstances the traveler must document such circumstances by submitting a written explanation with the Travel Expense Claim The amount reimbursed however may not exceed 300 of the applicable federal rate established for the location of travel The reimbursement of actual expenses must be supported by receipts as specified in Section IX B 2 Documentation Requirements International Travel with Personal Use International travel frequently consists of both business and personal components According to the IRS there is a taxable event if BOTH of the following conditions are met a The total period of the trip is longer than one week and b At least 25 of the trip is personal In the event that both conditions are met a portion of the common business expenses that are incurred by the traveler including airfare is taxable to the traveler This requirement applies only to travel outside the 50 United States and the District of Columbia When a travel day consists of both business and personal time the day will be classified as a business day in order to determine the percentage of personal time associated with the trip Travel associated with sabbaticals will be treated as official University business For details on other International Travel durations and reimbursement go to the CSU Travel Guidelines About Insurance Coverage and Requirements California State University travelers are expected to minimize risk to themselves and to the University while traveling Travelers should maintain the appropriate insurance coverage while traveling Employees are routinely covered 24 hours a day worldwide against accidental death or dismemberment while on official University business Note that international travel to areas on the United States Department of State s Travel Warning list requires prior written approval from the Chancellor or appropriate designee and special insurance Employees who regularly use a private vehicle on University business must maintain adequate insurance coverage The levels are defined in the CSU Travel Procedures and Regulations Rental vehicles should be obtained from agencies with which the University has contracts because insurance coverage is provided Additional Insurance The Travel Procedures and Regulations contains additional insurance information regarding privately owned aircraft and boats loss of personal property and baggage and emergencies occurring while in travel status About Hotel Motel Transient Occupancy Tax Waiver STD 236 When traveling on University business the lodging tax will be waived if Form STD 236 is completed and given to the hotel motel This reduces the expense to the University On Form STD 236 you certify that you are traveling as a representative or employee of the State agency and that the charges for the occupancy will be paid for by the State of California About Travel Claims Form The Travel Claim must be completed and submitted to Financial Services within 30 days after the authorized travel has been completed Reimbursement of authorized personal expenditures by the traveler is substantiated by the Travel Claim If the traveler used a Corporate Travel PCard US Bank the Travel Claim will also be used by the traveler as supporting documentation attached to the Travel PCard monthly statement The Travel Request Claim Form that was submitted prior to the travel event is utilized to enter the Travel Claim actual expenditures The traveler will only be reimbursed for those items paid personally that are supported by an itemized receipt For details about the Travel Claim see How To prepare a Travel Claim Responsibility of the Traveler Complete an official travel expense claim within 30 days of the end of a trip Provide the start and end times of the trip and any personal travel that is included List each expenditure by date and location If meals and incidentals exceed the daily allowance reduce the amount accordingly Total all of the expenditures related to the event and provide accounting information fund account department code to allow for accurate posting to the accounting records Attach all receipts for any expense or a written explanation of why the receipt is not available Attach pre travel approval documentation Travel Request Sign the claim as verification that the expenses were incurred Submit the completed claim and documentation to the authorized approver Responsibility of the Authorized Approver Confirm that the pre travel approval form Travel Request is attached Verify that the dates and purpose of travel noted are accurate Confirm that all expenses claimed are reasonable and appropriate include the correct rates for reimbursement and are supported by itemized receipts Ensure the accuracy of the calculation totals and account coding Sign the claim form to verify that all of the above information is approved and is eligible for reimbursement Forward the travel claim and documentation to the campus Travel Office Responsibility of the Travel Office The Travel Office relies heavily on the verification of the authorized approver as to the appropriateness of the travel expense and the accompanying documentation Unless the travel claim is incomplete and must be returned this is the final step before a reimbursement payment is made Review the submitted claim to ensure proper authorization according to the current delegation of authority records Check to make sure all required receipts or explanatory letters for missing receipts are included Verify and deduct any outstanding advances or pre payments Process reimbursement and apply charges to accounting records Retain the travel claim for audit review according to the records retention schedule About Corporate Travel Credit Card Travel PCard Travel PCards are issued to employees who frequently travel on university business The Travel PCard program offers a timely and reliable way to pay for travel It eliminates the need to pay for travel personally and then seek reimbursement US Bank is the issuer of the CSU Travel PCard The Travel PCard charges automatically go against the departmental chart string that was established at the time of card setup If the traveler wants to allocate the charge to a different chart string that option is available through U S Bank Access Online web site The Travel PCard is not intended to avoid or bypass appropriate Travel Policy and Travel Procedure Failing to abide by the Travel Policy and by the guidelines set forth in this Travel PCard Handbook violates California State University Stanislaus Contracting and Purchasing Policy About Travel PCard Policy A Travel PCard offers the same conveniences as a personal credit card However keep in mind that the charges automatically go against a University account If unapproved charges are made with the Travel PCard the Cardholder will be required to reimburse the University Travel PCard Policy All Cardholders must sign and accept the terms and conditions of the Stanislaus State Travel PCard Cardholder Agreement All purchase transactions processed against a Travel PCard must be made by the individual to whom the card is issued The Travel PCard can ONLY BE USED to pay for PRE APPROVED travel Travel must be for the benefit of the University Use of the Travel PCard will be governed by the most current version of the Stanislaus State PCard Cardholder Policy Travel PCard Procedure Handbook and the Travel PCard Cardholder Agreement The Travel PCard cannot be used for purchase transactions exceeding the designated transaction dollar limit A Travel PCard Statement of Transactions signed by the Cardholder s Approving Official see Cardholder Agreement must be filed with Stanislaus State Financial Services in a timely manner first business day of each month A monthly audit and review of Cardholder purchases will be conducted by Financial Services Appropriate action will be taken for any misuse of the credit card see Audit Procedures Use of the Travel PCard is subject to review by the University California State University or the State of California auditors at any time Acceptable Travel PCard Uses The Travel PCard can be used for all expenses incurred in travel situations However an authorized Travel Request form must be filed with Financial Services prior to the date of the travel event Unacceptable Travel PCard Uses The following types of purchases are unacceptable Personal uses Alcoholic beverages Transactions that circumvent established controls Purchases for other departments Cash advances Travelers checks About American Express Government Card Personal Liability American Express in a joint effort with the State of California Department of General Services provides a Statewide Travel Payment Program As part of the program American Express may issue an American Express Government Card to qualified University employees to be used for official University travel The American Express government card is an individual charge card that University travelers may use while traveling on University business The benefits of the government card is that it has no monthly or annual fees has travel accident insurance and 24 hour global assistance for medical or legal services The government card as it is called identifies the traveler as a government employee and invites discounts for airlines car rentals companies and hotels The government card is for use while traveling on Official University business only In accordance with the travel policy it may be used to pay for lodging food rental car expenses fuel airline tickets shuttle services and taxi cab fares while traveling The government card may not be used for personal business or purchases The government card is issued based on the employee s own credit It is issued or declined solely by the American Express Corporation Any charges to the card are the responsibility of the employee and must be paid in full every month The University is not responsible for any outstanding balances The American Express government cards issued through the Stanislaus State travel program will be reviewed for inappropriate purchases and for past due balances Any inappropriate purchases or past due balances more than 90 days may result in the following actions Suspension of the card for 30 days Cancellation of the card Notification of the misuse to the appropriate

    Original URL path: https://www.csustan.edu/financial-support-services-gateway/staff-faculty/travel-overview (2016-02-15)
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  • Travel How to | California State University Stanislaus
    more information contact a Contract Specialist How do I rent a car for business use An authorized Travel Request must be submitted to the Travel Office prior to renting a vehicle for University business Rentals will automatically be billed to the University and charged to the appropriate department as per the Travel Request Follow the procedure below On Line Open Enterprise Rent A Car Pick the Enterprise location where you would like to pick up your rental vehicle You can use the Airport or Enter the Zip Code City or State you are looking for Enter the Dates and Times of your desired reservation Enter our National Account Number please contact your Department custodian to get this code in the Optional Corporate Account or Customer Number Box This is the code when not using a Travel PCard You will be prompted to enter the first 3 Characters of your Account s name please contact your Department custodian to get this code If you entered a specific location or airport you will then be able to choose your vehicle and book a reservation If you entered a zip code city or state you will be given a list of Enterprise Rent A Car locations in the area you have requested from which to choose You can proceed to select your vehicle and enter your information to finish making your reservation You will be given a confirmation number for your reservation and the option to have a confirmation emailed to you At the time of rental please provide the branch with a valid Driver s License and Reservation Number There is no need to purchase extra insurance It is included in the rate By Phone Contact the local Enterprise Rent A Car rental branch 209 632 8000 or dial 1 800 RENT A CAR to be connected to the closest branch to you Provide the branch with our Account Number Account number please contact your Department custodian to get this code This is the code when not using a Travel PCard The rental branch will set up a reservation that fits your needs and provide you with a reservation number At the time of rental please provide the branch with a valid Driver s License and Enterprise Reservation Number There is no need to purchase extra insurance It is included in the rate Can I rent a car for personal use It is fast and easy to make arrangements for your personal car rental needs nationwide with Enterprise Rent A Car through the State of CA contract Just follow the steps below to make your own reservations with Enterprise online at our web site or by phone On Line Open Enterprise Rent A Car Pick the Enterprise location where you would like to pick up your rental vehicle You can use the Airport or Enter the Zip Code City or State you are looking for Enter the Dates and Times of your desired reservation Enter the Account Number XZCA999 in the Optional Corporate Account or Customer Number Box This is the code for personal use You will be prompted to enter the first 3 Characters of your Company s Name please enter CAL in this box If you entered a specific location or airport you will then be able to choose your vehicle and book a reservation If you entered a zip code city or state you will be given a list of Enterprise Rent A Car locations in the area you have requested from which to choose At the next screen you can select your vehicle Next you will be prompted to enter your Name First Last home phone number and email address You will be given a confirmation number for your reservation and the option to have a confirmation emailed to you You will need to have a valid Driver s License Reservation Number and Credit Card to pick up the vehicle By Phone Contact the local Enterprise Rent A Car rental branch 209 632 8000 or dial 1 800 RENT A CAR to be connected to the closest branch to you Provide the branch with our Account Number XZCA999 This is the code for personal use The rental branch will set up a reservation that fits your needs and provide you with a reservation number At the time of rental please provide the branch with a valid Driver s License and Enterprise Reservation Number There is no insurance coverage included in this account rate Please discuss your options with the rental branch at the time of rental How can I obtain and manage a Travel PCard Travel PCards are issued to employees who frequently travel on university business To request a Travel PCard you must have approval from your Department Chair Manager and College Dean or appropriate Vice President You request a Travel PCard Cardholder Agreement from the Travel PCard Administrator The Travel PCard Cardholder Agreement outlines the responsibilities of the cardholder Please read it closely If you have questions contact the Travel PCard Program Administrator Complete the Travel PCard Cardholder Agreement and sign it Obtain the appropriate authorizations The completed Cardholder Agreement is submitted to Procurement Your application will be reviewed to determine that the application is complete and has the proper signatures prior to requesting a new account set up from U S Bank When the Travel PCard is received you will be invited via email to attend the next scheduled Travel PCard Training The Cardholder must attend the mandatory Travel PCard Training prior to the Travel PCard being issued Default Account Your manager will assign a default financial transaction chart string This will be the account that all charges go against unless the cardholder goes into U S Bank Access On Line to allocate the charge to a different chart string Speedcharts are required for PCard allocations A speedchart is a shorthand number linked to a unique set of chart field combinations to ensure that expenses are properly charged to the General Ledger This code identifies your Department Fund Account Code and possibly Program Code or Project Number To request a speedchart for a chart string other than your default use the web based speedchart request accessible at http www csustan edu FinancialServices speedchartrequestform html Single Transaction Limit Your manager will set a single transaction limit The single transaction limit sets a maximum dollar amount for any single purchase made This limit should be set to allow a sufficient amount for any expected hotel or airline charges Monthly Spending Limit Your manager will set a monthly spending limit This determines the amount you can spend within a 30 day billing period The amount is automatically replenished the day after the cycle end date Activating a Travel PCard You must activate your new Travel PCard before it can be used To do so follow these instructions Immediately sign the back of your new card Activate your new card by calling the number on the activation sticker affixed to the card The U S Bank automated activation line will prompt you to enter the following Your card s 16 digit card number The zip code for your card s mailing address 95382 Your social security number we don t provide your SSN The activation code will be listed for you on your Activation Letter Your office phone number Note The mailing address for your card is One University Circle Turlock CA 95382 You will need this address for online and phone purchase Managing Your Travel PCard Transactions You must submit an approved Travel PCard Transaction Statement each month detailing transactions made against your Travel PCard If there were no transactions on the Travel PCard no action is required The Travel PCard Transaction Statement is available at US Bank Access Online Use the US Banks Access Online website any time during the billing cycle to review charges The billing cycle is the 23rd of one month through the 22nd of the next month If the date is on a weekend the begin or end date of the cycle will move to the next business day Before the cycle closes cardholders have the ability to re allocate transactions to one or multiple accounting codes including the option of splitting individual transactions by specific dollar or percent of transaction amounts The re allocation deadline is the same as the statement deadline 4 PM of the 1st business day of the month See Instructions To request a Speedchart for a chart string other than your default use the web based SpeedChart request form at http www csustan edu FinancialServices speedchartrequestform html Reconciling Your Statement Our Travel PCard program carries corporate not individual liability As a result accounts payable processes a central invoice and you are not required to pay the amount shown on your monthly reconciliation statement using your personal funds The program does not affect your personal credit rating in any way You are required to retain itemized receipts for all purchases If you make a purchase by phone or mail be sure to ask the supplier to send you a receipt You will use U S Bank Access Online to reconcile and print your statement Its functionality streamlines the reconciliation process and reduces posting errors For more information on performing tasks in Access Online refer to the quick reference guides under the training section of the Credit Card Services web page Link The supporting documentation that must be attached to your printed Travel PCard Statement is as follows Copy of the approved Travel Request with the Claim section filled in identifying the charges that occurred during the billing cycle Charges may occur prior to the completion of the trip e g air fare charges in advance of the travel date When this occurs a copy the Travel Request Claim still needs to be attached to verify that the travel has been authorized Copies not originals of the receipts Originals of all travel receipts are to be submitted with the completed Travel Claim to the Travel Desk once the travel has occurred For more details on managing your Travel PCard see Credit Card Services web pages How can I obtain and manage an American Express Government Card An Access key is required when filling out the application form Prior to applying for the American Express government card fill out the American Express Personal Liability Credit Card Authorization Form which requires authorization from the department s approving official After this is obtained forward the authorized form to the CSU Stanislaus Travel Office Upon receipt of the authorization you will be given the access code to apply for the card online link below Click to access the American Express application form https www140 americanexpress com ATWORK GOPM en US un cmapply1 init do pageAction initialize Enter the Access Key Enter in the pertinent information Enter your email address Click Submit Review the information including the Cardmember agreement and click Submit for processing Copy the submitted application for your records Government Card Assistance Report problem card or a lost stolen card 800 528 2122 24 hour Customer Assistance Emergency Card Replacement 800 992 3403 24 hours 7 days a week American Express Application Status and Decline Hotline 888 800 7325 M F 6 am 4 pm Mountain Time How do I receive my reimbursement for travel expenses The quickest way to receive your reimbursement is through direct deposit EFT Electronic Fund Transfers EFT are processed twice a week Checks are printed once a week To apply for Direct Deposit complete the Authorization form How do I file for reimbursement of on campus interview expenses On Campus Interview Expense Reimbursement Authorization before issuing an invitation to the candidate to come to campus Complete an On Campus Interview and Travel Allowances for Recruitment Form OI form found on the Travel web site Secure approval of the hiring department Chair Manager the AVP College Dean and the appropriate Vice President Deliver the OI form to Accounts Payable in Financial Services to obtain an OI On Campus Interview number Contact Travel Office Contact the candidate and provide them with the OI number and the approved reimbursement amount Instruct them to use the OI number when filing their request for reimbursement On Campus Interview Travel Expense Reimbursement Criteria Air travel will be reimbursed at the economy rate from the point of origin to California The Department shall consult the candidate as far in advance as possible in order to obtain the best airfare at least 7 days if not fares have become prohibitive Note If the applicant is from outside the U S travel must be preapproved by the Vice President Reimbursement is allowed for travel from the candidate s home to and from the airport at the established mileage reimbursement rate currently 575 cents per mile Reimbursement for candidate travel to the campus by personal auto is reimbursed at the established state rate mileage reimbursement rate currently 575 cents per mile CSU Stanislaus employees providing transportation for a candidate to and from the airport are not required to submit a travel request A travel claim may be submitted for reimbursement for mileage using the OI number Enterprise Car rentals State Contract Enterprise rent a car has an on line service www enterprise com for renting a car using a credit card To obtain the state rate use the Account Number please contact your Department custodian to get this code in the Optional Corporate Account or Customer Number box At the prompt for Company s Name enter CSU Travel Expenses for Handicapped Applicants If any applicant called for an interview has a physical handicap requiring a traveling companion the companion may be reimbursed for travel and subsistence expenses under the rules applicable to the candidate On Campus Interview Meals and Lodging Reimbursement Criteria Normally candidates will be housed at the Turlock Holiday Inn Express or the Fairfield Inn Reservations should be made by the sponsoring Search Committee prior to the arrival of the candidate on campus The University rate for a single room is 84 to 89 In order to get this rate with no tax a Hotel Motel Transient Occupancy Tax Waiver Exemption Certificate for State Agencies should be filled out and faxed to Holiday Inn 664 9998 or the Fairfield Inn 668 3833 Rooms at the Holiday Inn Express Fairfield Inn are to be charged to Financial Services using the OI number and providing the tax exempt form Candidates should be advised they will need to provide a credit card for any miscellaneous charges since we only cover room charge The Holiday Inn Express Fairfield Inn has been advised of this policy and will request payment from the candidates for such charges Candidates will not be reimbursed candidates for long distance phone calls laundry bar bills etc charged to their motel rooms A nice breakfast is included with the room at Holiday Inn Express and the Fairfield Inn Reimbursement of meals and lodging will be for a candidate only Candidates should be informed of this prior to their visit Meal reimbursement claims The maximum daily meal allowance is a maximum of 55 a day subject to submittal of original itemized receipts from the restaurant Entertainment expenses including the purchase of alcoholic beverages cannot be reimbursed Reimbursement Claim Procedures Obtain the original receipts for all expenditures from the candidate Complete a Travel Request and Claim form for reimbursing each candidate using the OI number as the Event and or Purpose Attach original receipts including itemized meal receipts to the Claim Obtain the candidate s signature and the appropriate authorizations on the Claim and submit it to Accounts Payable in Financial Services Any questions not covered above or for more clarification contact the Travel Office How do I encumber funds at fiscal year end to ensure payment with the appropriate funds The Travel Office will send out a request in April to all department travel custodians for information on any departmental travel to be paid for using that fiscal year s funds The Travel Custodians are asked to provide an authorized Travel Request for verification In addition they provide a list of blanket travel request balances that will be used until the end of the fiscal year The Travel Office will prepare an accrual list ensuring that the appropriate funds will be available for payment in the current fiscal year If I have a grant expiring how can I ensure that all outstanding travel expenses will be covered Six to eight weeks prior to a grant expiring the Grant Accountant will send out a request to all grant travel custodians to report any outstanding travel The grant travel custodian will provide a list of all outstanding travel requests The Travel Office will encumber grant funds to accrue the expense prior to the grant expiration date How do I file a claim for moving expense reimbursement If you qualify for a moving allowance follow this procedure for payment of claims A completed travel expense claim form with all receipts and or invoices verifying the actual costs of a move shall be submitted directly by the employee to his her appointing authority A copy of the appointment letter should be attached to the claim Claims invoices for faculty moving expenses must be approved by the dean and Associate Vice President of Faculty Affairs If the appointing authority approves the reimbursement the claim form should be sent to the campus Travel Coordinator in Financial Services The Travel Coordinator will reimburse the employee directly or pay the carrier directly upon receipt of the claim forms or invoices The employee may contract directly with a carrier for moving and relocation services The carrier may direct bill the campus once the appointment letter has been authorized by the appointing authority How do I get authorization and manage the paperwork for a student field trip To Be Delivered To Travel Office Prior to Trip At least two weeks prior to trip Travel Request Form access current form at http www csustan edu FinancialServices Travel Identify driver

    Original URL path: https://www.csustan.edu/financial-support-services-gateway/staff-faculty/travel-how (2016-02-15)
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  • Travel Policies | California State University Stanislaus
    Faculty Staff Alumni Donors Community About Academics Admissions Athletics Campus Life Giving You are here Home Financial Support Services Gateway Staff Faculty Travel Policies Travel Policies Overview How to Policies Resources Forms Concur Travel Expense Contacts Policy and Procedure information related to Travel Services Travel Procedures and Regulations CSU Stanislaus follows the CSU Travel Procedures Regulations pdf as written in CSU Office of the Chancellor document Number G 001 CSU Chancellor 2015 Maximum Limits for Reimbursing the Cost of Lodging ICSUAM 3601 1 CSU Travel Policy Mileage Reimbursement Rate for 2015 EO 181 Provisions for Extension and Summer Sessions Independent Study Programs Involving Foreign Travel EO 688 Delegation of Authority Approval of Travel Requests EO 731 Designation of Chief Financial Officer EO 760 Procurement Cards EO 1000 Delegation of Fiscal Authority and Responsibility EO 1041 CSU Student Travel Policy EO 1062 Field Trip Policy Procedures EO 1069 risk Management and Public Safety Use of University Private Vehicles Guidelines CSU Stanislaus American Express Policy Application Instructions CSU Stanislaus Field Trip Policy CSU Stanislaus Signature Policy Delegated Authority CSU Stanislaus Travel Policy Printer friendly version Business Finance Staff Faculty Students Parents Suppliers Visitors Audit Services Budget Services Facility Services Information Technology Safety

    Original URL path: https://www.csustan.edu/financial-support-services-gateway/staff-faculty/travel-policies (2016-02-15)
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  • Travel Resources | California State University Stanislaus
    How to Policies Resources Forms Concur Travel Expense Contacts Links tools and reference materials related to Travel Services Amtrak on line booking American Express Government Card Assistance Report problem card or a lost stolen card 800 528 2122 24 hour Customer Assistance Emergency Card Replacement 800 992 3403 24 hours 7 days a week American Express Application Status and Decline Hotline 888 800 7325 M F 6 am 4 pm Mountain Time Bureau of Consular Affairs Travel Warnings CSU High Hazard Country List CSU Travel Procedures Regulations Defensive Driver Logs Last Updated 2 08 16 Defensive Driver Logs are only valid for one week Federal Maximum Travel Per Diem Allowances for Foreign Areas published by the U S Department of Defense see Appendix C Foreign Travel Insurance Moving Expense Instructions PCard Reallocation Worksheet Principles of Good Practice in Overseas International Education Programs for non US Nationals QuickAID Airport Directory World Travel Guide Release of Liability Form CSU Stanislaus Six County Service Area Map STEP Smart Traveler Enrollment Program Registration Student Office Campus Program Agreement Student Travel Matrix System wide Risk Management under International Travel Resources Travel PCard Handbook Travel Resources Binder US Bank Access Online US Department of State Bureau

    Original URL path: https://www.csustan.edu/financial-support-services-gateway/staff-faculty/travel-resources (2016-02-15)
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  • Travel Forms | California State University Stanislaus
    Athletics Campus Life Giving You are here Home Financial Support Services Gateway Staff Faculty Travel Forms Travel Forms Overview How to Policies Resources Forms Concur Travel Expense Contacts Downloadable and online forms related to Travel Services American Express Application Form American Express Personal Liability Credit Card Authorization Form Authorization to Use Privately Owned Vehicles on State Business State of California Form 261 Blanket Travel Request Claim Form Excel format Defensive Driver Logs Last Updated 2 08 16 Defensive Driver Logs are only valid for one week Defensive Driving Course Registration Form Direct Deposit Form Authorization for Electronic Payment Enterprise Rent A Car Foreign Travel Insurance Program Registration Form Hotel Motel Transient Occupancy Tax Waiver STD236 International Travel Request Claim Form Maximum Lodging Limits Justification Form Miscellaneous Receipts Form Missing Receipt Verification Moving Allowance Reimbursement Claim Excel format On Campus Interview and Travel Allowances for Recruitment Form OI form On Campus Interview Receipt Excel format Speedchart Request Form STEP Smart Traveler Enrollment Program Registration Student Release of Liability Form Travel PCard Application and Cardholder Agreement Travel PCard Statement Checklist Travel Receipt Form PDF Travel Request Claim Form Excel format Printer friendly version Business Finance Staff Faculty Students Parents Suppliers Visitors Audit

    Original URL path: https://www.csustan.edu/financial-support-services-gateway/staff-faculty/travel-forms (2016-02-15)
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