Updated: June 2017 College of Engineering and Computer Science Travel Procedures - PowerPoint Presentation

Slide1

Updated: June 2017

College of Engineering and Computer Science Travel ProceduresSlide2

Overview of University Travel

: slide 3

Types of Travel: slide 4Before You Travel: slide 5Funded Travel info. for All Account Types: slide 6Required Documents for Domestic Travel: slides 7Sample Domestic Travel Forms: slides 8-9Required Documents for International Travel: slides 10-11Sample International Travel Forms: slides 12-14Travel Claim Information (Funded): slides 15-16Sample Travel Expense Claim Form: slide 17Sample Required Documents and Receipts: slides 18-20UEI/UFSS Travel: slide 21UEI/UFSS Sample Travel Forms: slides 22-24UEI/UFSS Travel Claim Overview: slides 25-26UEI/UFSS Sample Travel Claim Form: slide 27Sample Travel Timeline: slide 28

Table of ContentsSlide3

Overview of University Travel

Faculty obtains travel forms from the College of ECS website. Complete and submit with supporting documents to Department ASC.

Chair signs travel paperworkDomestic Travel – Approved by ECS Dean and returned to Dept. International Travel – Approved by ECS Dean and forwarded to Provost Office Provost/President signs International travel paperwork and returns to ECS Dean’s Office. Paperwork delivered to Dept. Office. ASC will enter Requisition for travel in CFS for General Fund only.ASC will forward documents to UEI/Foundation.Faculty travelsFaculty completes Travel Claim, attaches supporting documents & itemized receipts and delivers to Dept. ASC within 30 days of completing travel.ASC reviews Travel Claim and makes necessary adjustmentsFaculty signs Travel Claim1Chair signs Travel Claim. ASC delivers claim and supporting documents Dean’s Office.Once approved, Travel Claim is submitted to Accounts Payable/UEI/UFSSCheck is in the mail!

ASC reviews travel paperwork

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3

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8

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13Slide4

Types of Travel

1.

Funded TravelGeneral Fund (GF) – (Department, Provost or Chancellor’s Office)University Foundation Accounts (UFSS –XO acct.) - If you are receiving funding held in the UFSS Trust accounts, then you will need to complete UFSS’s travel paperwork. This process is separate from the University. University Enterprises Inc. (UEI) – If you are receiving a grant from UEI then you will need to complete UEI’s travel paperwork. This process is separate from the University’s.2. Unfunded TravelNo funding provided by the University, UEI (University Enterprises), UFSS (Foundation) or ECS. If you think you will receive funding in the future for a previous trip, save all your supporting documents and receipts! Receipts will be needed for your travel claim. Links to travel paperwork can be found on the ECS Travel webpage: http://www.ecs.csus.edu/index.php?content=faculty_travel or the Administration & Business Affairs website at: http://www.csus.edu/aba/forms.html#Accounts_Payableunder Accounts payable & Travel.

Table of ContentsSlide5

If you know you will be traveling on University business (including UEI, UFSS funds),

you should notify your Department ASC

at least:30 days prior for Domestic travel 60 days * prior to International travel so that all necessary paperwork can be completed and signatures obtained BEFORE you travel. *If submitted less than 60 days prior to travel, faculty are required to submit a memo to the President detailing reason for late submission.ALL International University Travel must be approved by the President (Funded or Unfunded) and requires an International Travel Justification and supporting documentation as described in slides 9 & 12.Personal Vehicle – If you are using your personal vehicle for travel, a Driver Authorization packet must be completed before you travel. Please see Risk Management’s Driving on University Business website at http://www.csus.edu/aba/risk-management/driving-on-university-business.html and follow all instructions.Before You TravelFunded or Unfunded

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Funded Travel Info. - Thing to know Before Making Travel Arrangements

When making your travel reservations, per University policy,

DO NOT use discount travel websites, i.e. Expedia/Travelocity/Kayak to purchase your flight/hotel/vehicle as a package. These websites do not provide a breakdown showing each items cost and taxes which is required for reimbursement.DO NOT use your personal points/rewards for hotels or airfare. The CSU WILL NOT reimburse you for the dollar value; only for the amount that is out of pocket.Airline Reservations – Book directly with airline carrier, not a discount travel website. If traveling with family, please book and pay for all your families expenses separately – air, lodging, meals. Rental Cars – Enterprise Rent-a-Car is the State of California’s primary rental car vendor and includes insurance coverage. Please use Enterprise to book your rental car. How to book with Enterprise - http://www.csus.edu/aba/accounts-payable/documents/acpy/cheat-sheets/enterprise%20rental%20car%20instructions.pdf Lodging – It’s best to book your reservation directly with the hotel. Please note, the CSU maximum lodging rate is $275.00

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

$275.00

.

*

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

$275.00 rate

but

without approval from the Provost you will only be able to claim up to

$275.00

per night.

Advance

– If you need an Advance, please indicate the amount on your Travel Expense Planner form. Please allow at least 30 days notice to acquire all signatures, for staff to enter Travel Requisition (if GF)

with the Advance, and for the Advance to be issued.

Table of ContentsSlide7

All University Domestic travel (funded or unfunded) will require the following items

30

days before travel :Completed Travel Expense Justification form (see example on slide 8)Completed Travel Expense Planner (see example on slide 9)Documentation regarding purpose of travel- this includes but is not limited to:Conference RegistrationDetailed Conference Program. If too large, provide URL.Letter of Acceptance / Letter of InvitationAbstract or Research Project OutlineHotel ReservationAir Fare ReceiptOr other necessary information related to travel.If you are using your personal vehicle for travel, a Driver Authorization packet must be completed before you travel, otherwise, mileage cannot be claimed.Required Domestic Travel Documents

Table of ContentsSlide8

-Sample-

Domestic Travel Expense Justification (TEJ)

Please make sure current TEJ form is used which can be found on the Administration & Business Affairs website at: http://www.csus.edu/aba/forms.html#Accounts_Payableunder Accounts payable & Travel.Table of ContentsSlide9

-Sample-

Travel Expense Planner

A completed Travel Planner estimating travel expenses must be attached to all Domestic Travel requests. Please note, the total on the Travel Planner must match the Estimated Cost on the Travel Justification.Table of ContentsSlide10

PLEASE

NOTE

: International Travel cannot commence, whether funded or unfunded, without the University President’s approval and will require the following items 60 prior to travel :Completed International Travel Expense Justification form (see example on slide 12)Completed Travel Expense Planner (see example on slide 13)Documentation regarding purpose of travel - this includes but is not limited to:Conference RegistrationDetailed Conference Program. If too large, provide URL.Letter of Acceptance / Letter of InvitationAbstract or Research Project OutlineHotel ReservationAir Fare ReceiptSupplemental International Travel Request – for travel to high hazardous regions (see example on slide 14) Or other necessary information related to travel

.

Required Documents for International Travel

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Required Documents for International Travel

International Traveler’s need to also provide

: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 Foreign travelers should also contact the Office of Risk Management http://www.csus.edu/aba/risk-management/insurance/foreign-travel-insurance.html for guidance. Travel to countries on the US Department of State, Bureau of Consular Affairs Current Travel Warning List 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 located at: http://www.calstate.edu/risk_management/rmComplete International Travel approval procedures can be found on the University’s Travel website: http://www.csus.edu/aba/accounts-payable/documents/acpy/international_travel_approval_procedures_for_policy_aca_0146_oct2013.pdf Table of ContentsSlide12

-Sample-

International Travel Expense Justification

Table of ContentsInternational TravelForm must be submitted to Chair at least 60 days in advance & the President at least 30 days in advance!!!Please make sure to use the most current form which can be found on the Administration & Business Affairs website at: http://www.csus.edu/aba/forms.html#Accounts_Payableunder Accounts Payable & TravelSlide13

- Sample - Travel

Expense Planner

A completed Travel Planner estimating travel expenses must be attached to all International Travel requests. Please note, the Total Estimated Expenses on the Travel Planner must match the Total Cost of Travel on the International Travel Justification form.Table of ContentsSlide14

Supplemental International Travel Request for High Hazardous Regions

Travelers intending to visit countries on the US State Department Travel Warning List and/or on the CSU list of High Hazard destinations must obtain the approval of the Executive Vice Chancellor/Chief Financial Officer in the CSU Chancellor’s Office (“CO”) in addition to the campus President before travel can commence.

The list of current high hazard destinations can be found at http://www.calstate.edu/risk_management/rm/. If a destination appears on either of these lists, then both Presidential and CO approval is required. Table of ContentsSlide15

After you have completed your travel, you will need to submit the following

within 30 days*

:Complete and submit appropriate Travel Claim form to the ASC assisting you.Turn in all original itemized receipts.Attach supporting documents:Conference Name BadgeDetailed Conference Program. If too large, provide URL.Letter of Acceptance / Letter of InvitationAbstract or Research Project OutlineMap showing miles between destinations if claiming mileageOr other necessary information related to travel.ASC will review Travel Claim and make any necessary adjustments.ASC will contact you to come and sign Travel Claim.ASC will have Chair sign the Travel Claim, make copy for the Dean’s Office and submit to Accounts Payable, UFSS or UEI for processing.INTERNATIONAL TRAVELERS: You will need to submit a currency rate exchange for your travel. *Maybe sooner if traveling dates are near the end of the fiscal year deadlines.Travel ClaimFunded Travel Overview

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Travel Claim Information

To be reimbursed for travel expenses, fully itemized receipts are required for all travel purchases - Airfare, Hotel, Meals, Conference Registration, etc.

Meals – You can only claim meals if the conference or event you are attending does not provide them. a Conference Brochure or Daily Schedule showing that meals are included or not is required. You can claim up to $55 per day for meals. You will need to show the cost of each meal (Breakfast, Lunch and Dinner) on your Travel Claim Form (each meal must have a total). You cannot claim alcohol. 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. Your vehicle license info. must be entered on the Travel Claim. If traveling during normal working hours, mileage is calculated from Sac. State to Airport.You will only be reimbursed the amount for which you received funding. 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.

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.

For a full explanation of how to complete a Travel Claim, see the “Instructions”

tab on

the Travel Claim Excel document.

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

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Table of Contents

-Sample-

Faculty completes all areas highlighted in yellowASC will complete all areas highlighted in greenSee slides 18 – 20 for samples of required documents and receiptsTravel Expense Claim FormSlide18

Conference Information and Agenda Samples

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UEI/UFSS Travel

If you are receiving UEI (Univ. Enterprises Inc.)/UFSS (Univ. Foundation) funding for travel, you need to turn in the following:

UEI Travel Request Form – for UEI funded travel – (see example slide 23) ORUFSS Travel Request Form – For Univ. Foundation funded travel – (see example slide 23)Domestic Travel Expense Justification/Request OR International Travel Justification and Supporting (see slides 7 and 10 for documentation lists)Travel Expense PlannerCopy of your letter of fundingLink to UEI travel paperwork - http://uei-sp.uei.csus.edu/about/forms/Link to UFSS travel paperwork - http://www.enterprises.csus.edu/business-services/about-the-university-foundation-at-sacramento-state/managing-your-university-foundation-account/ 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.UEI Travel Policy can be found at: http://

www.enterprises.csus.edu/wp-content/uploads/2012/08/Policy2035-Travel_Policy.pdf

Table of ContentsSlide22

-Sample-

UEI/UFSS Travel Request Forms

All UEI/UFSS travel requires a UEI or UFSS Travel Request form and a TEJ or ITEJ. TEJ/ITEJ can be found on the Administration & Business Affairs website at: http://www.csus.edu/aba/forms.html#Accounts_Payableunder Accounts payable & Travel.Links to the UEI and UFSS Travel Request forms can be found on the previous slide UEI FormUFSS Form

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-Sample-

UEI/UFSS Travel Expense Justification

All UEI/UFSS travel requires an Expense Justification. Please make sure current TEJ or ITEJ form is used. Both forms can be found on the Administration & Business Affairs website at: http://www.csus.edu/aba/forms.html#Accounts_Payableunder Accounts payable & Travel.Table of ContentsDomestic Travel Expense Justification (TEJ)International Travel Expense Justification (TEJ)Slide24

Table of Contents

UEI/UFSS Travel Planner

A completed Travel Planner estimating travel expenses must be attached to all Domestic and International Travel requests. Please note, the total on the Travel Planner must match the Estimated Cost on the Travel Justification.Slide25

UEI/UFSS Travel Claim Overview

After you have completed your travel, you need to do the following

within 30 days:Complete and submit a UEI/UFSS Travel Claim form to the ASC assisting you. Turn in all original itemized receipts.Attach supporting documents:Conference Name BadgeDetailed Conference Program. If too large, provide URL.Letter of Acceptance / Letter of InvitationAbstract or Research Project OutlineMap showing miles between destinations if claiming mileageOr other necessary information related to travel.ASC will review Travel Claim and make any necessary adjustments.ASC will contact you to come and sign Travel Claim.ASC will have Chair sign the Travel Claim, make copy for the Dean’s Office and submit to Accounts Payable, UFSS or UEI for processing.INTERNATIONAL TRAVELERS: You will need to submit a currency rate exchange for your travel. Table of ContentsSlide26

UEI/UFSS Travel Claim

To

be reimbursed for travel expenses, fully itemized receipts are required for all travel purchases - Airfare, Hotel, Meal, Conference Registration, etc. Meals – You can only claim meals if the conference or event you are attending does not provide them. a Conference Brochure or Daily Schedule showing that meals are included or not is required. You can claim up to $55 per day for meals. You will need to show the cost of each meal (Breakfast, Lunch and Dinner) on your Travel Claim Form (each meal must have a total). You cannot claim alcohol. 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. Your vehicle license info. must be entered on the Travel Claim.You will only be reimbursed the amount for which you received funding. 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. 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. For a full explanation of how to complete a Travel Claim, see the “Instructions” tab on the UEI/UFSS Travel Claim Excel document. Table of ContentsSlide27

-Sample-

UEI/UFSS Travel Claim

Please note: UEI Travel Claim used for example. If UFSS funding, please use the UFSS form which is located here: http://www.enterprises.csus.edu/business-services/about-the-university-foundation-at-sacramento-state/managing-your-university-foundation-account/ You will see in upper left corner of the form.Table of ContentsSlide28

Sample Travel Timeline

As soon as possible, fill out Travel forms (funded or unfunded) located on the College of ECS Travel webpage; Choose appropriate link specific to funding.

30 – 60 days prior to travel complete and submit necessary forms to Department ASC.Domestic Travel Justification forms can take 5-10 days to obtain all signatures (Chair, Dean).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 original itemized receipts to ASC within 30 days after travel date.ASC finalizes Travel Claim Form and obtains signatures (1-2 weeks). ASC submits complete Travel Claim Form to Accounts Payable/Travel, UEI or UFSS 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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