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INSTRUCTIONS:

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Download Travel Expense Claim form here.

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1. Complete entire top section with Traveler's Name,ÌýTraveler's Home Address, ¼ªÏé·» ID, Traveler's E-mailÌýAddress, Purpose of Trip, Destination: (City & State),ÌýDepartment Contact & Ext, and Dept Name.
2. MONTH/YEAR:ÌýEnter the Month and Year of the starting claim date.
3. DAY/TIME:ÌýEnter the day of the Month and the departure or return time, include AM or PM in chronological order.
4. DESTINATION:ÌýEnter the name of the city, town or location where the expenses incurred. Abbreviations may be used.
5. HOTEL:ÌýEnter the total cost of lodging (rate and tax by day) with a $0.00 balance folio.
6. MEALS:ÌýRefer to the currentÌýReimbursement Rates.
7. CAR RENTAL:ÌýEnter the total cost of the car rental expenses on one line.
8. PARKING, TAXI AND SHUTTLE:ÌýEnter the total cost of street car, ferry, local rapid transit, taxi, shuttle, hotel-bus fares, bridges, toll roads and parking charges. A receiptÌýMUSTÌýbe provided. If a receipt is lost or missing, aÌýmust be attached.
9. AIRFARE/TRAIN:ÌýThe lowest round-trip or special rate ticket should be purchased, using the preferred Travel Agency, otherwise the difference between the higher fare and lowest fare will be deducted from the claim. If there is proof that booking outside the preferred Travel Agency is less expensive, an exception would need to be approved by the ¼ªÏé·» Travel Coordinator to ensure reimbursement. Traveling to the same destinations without purchasing round trip fares will require justification.
10. PRIVATE CAR USE:ÌýEnter the number of miles traveled from the shortest distance. PDF from mapping website such asÌýMapQuest, Google Maps, or Apple Maps must beÌýattached showing the total number of miles forÌýclaims $75 and over. Compute the mileageÌýusing the shortest distance to the destinationÌýfrom your residence or ¼ªÏé·». If traveling on aÌýnon-working day, use the distance from yourÌýresidence.ÌýMileage will automatically calculate on the travel claim form based on the current mileage reimbursement rate.
11. BUSINESS EXPENSE:ÌýEnter business expenses such as conference registration fees, internet and baggage fees.
12. TOTAL EXPENSES:ÌýDaily expenses will automatically calculate to provide a total for the travel expenses.
13. ADVANCE:ÌýEnterÌýALLÌýadvance payments made or reimbursed by ¼ªÏé·» prior to the trip, under the advance column.
14. DUE TO TRAVELER:ÌýTotal expenses minus advances will automatically calculate the total due to the traveler.
15. SPECIAL INSTRUCTIONS/NOTES:ÌýAll special instructions and notes should be entered in this section.
16. TRAVELER’S SIGNATURE:ÌýSignature is required.
17. CHAIR/SUPERVISOR’S SIGNATURE:ÌýCertifies and authorizes travel claim.
18. DEAN/DIRECTOR’S SIGNATURE:ÌýCertifies and authorizes travel claim.
19. FINANCIAL APPROVER’S SIGNATURE:ÌýCertifies and authorizes travel claim expenses. Reviews and approves completed chartfields.
20. CHARTFIELDS REQUIRED:ÌýEnter appropriate chartfields for travel expenses.
21. INTERNATIONAL TRAVEL APPROVAL:ÌýProvost/VP’s Signature is required.
22. Please submit the travel expense claim along with anyÌýsupporting backup documentation as one PDF document toÌýthe ¼ªÏé·» Travel Coordinator by emailing the PDF to csuntravel@csun.edu.Ìý

NOTE:ÌýFailure to provide the proper documentation and completed information will delay the travel claim reimbursement.