¼ªÏé·»

Please login to review theÌýÌýpriorÌýto traveling on official University business.

LISTED BELOW ARE THE TRAVEL GUIDELINES FOR CSU, NORTHRIDGE:

APPROVAL OF TRAVEL REQUEST:

• ¼ªÏé·» employees traveling on official University businessÌýmustÌýcomplete anÌýÌýFormÌýpriorÌýto Travel.
• This formÌýmustÌýbe approved by the Department Approvers and retained in the Department.
• All travel for College personnelÌýmustÌýbe approved by the College DeanÌýpriorÌýto travel.
• All international travel requires the Provost/Vice President’s approvalÌýpriorÌýto travel.
• Mandatory international travel insuranceÌýmustÌýbe purchasedÌýpriorÌýto international travel. Please contactÌýÌýfor details.

PROCEDURES FOR THE APPROVAL OF ACADEMIC TRAVEL:

Form Name(s):ÌýÌýApproval of Travel Request,ÌýTravel Expense Claim Form

Department:ÌýChair/Supervisor

If Paid for by Another Unit:ÌýÌýFinancial Approver

Dean’s Office:ÌýÌýDean/MPP Designee

• AllÌýInternational travel requires the Provost/Vice President’s signature on both theÌýÌýand theÌýTravel Expense Claim Form.

• DeansÌýmustÌýobtain the approval of the Provost for Academic Affairs on both theÌýÌýand theÌýTravel Expense Claim FormÌýfor their own business travel.
• Academic field trip information is located at:Ìý

BOOKING TRAVEL RESERVATIONS

Travel reservationsÌýmustÌýbe purchased through ¼ªÏ鷻’s approved Travel Agency listed below:

• ¼ªÏ鷻’s approved Travel Agency isÌýPlaza Travel.
• Payment for travel expensesÌýmustÌýbe made by the Traveler, not on behalf of other Staff or Faculty.

CSU PREFERRED CAR RENTAL COMPANIES:

The CSU has special rates and agreements with Enterprise and National. Contact the ¼ªÏé·» Travel Coordinator atÌýcsuntravel@csun.eduÌýfor the State rate code or call Plaza Travel.

NOTE:ÌýBooking car rental reservations outside of the Car Rental Companies listed above or Plaza Travel requires justification and documentation to prove that it was less expensive to purchase with an outside source, otherwise the traveler risks not being reimbursed or receiving partial reimbursement. Insurance is included with the CSU preferred Car Rental Companies; therefore the traveler will not be reimbursed for insurance or any other services (GPS, roadside assistance).

PRIVATELY OWNED VEHICLES USED FOR TRAVELING ON OFFICIAL UNIVERSITY BUSINESS:

• Employees using a personal vehicle while on official ¼ªÏé·» businessÌýmustÌýhave anÌýÌýon file.
• The completed and approved form should be retained at the Department.

(Do not send to Accounts Payable)

DAILY EXPENSES

TheÌýÌýcan be used to keep track of daily expenses.

TRAVEL ADVANCE REQUEST

• Submit aÌý.
• ÌýmustÌýbe attached.
• Travel Advance requestsÌýmustÌýbe submitted toÌýcsuntravel@csun.eduÌýat least 15 business daysÌýpriorÌýto the trip.

ALLOWABLE TRAVEL ADVANCES:

• Airfare.
• Registration, conference, workshop or invitation fees and meal allowance:

Printed detailed information from the conference, workshop or invitation must be provided, which includes the following:

• • Dates of the conference, workshop or invitation.
  • Location.
  • Agenda and meals provided from the conference, workshop or invitation.
  • Registration fee information with the remit address.
  • Non Federal or State conferences will require the traveler to obtain a completedÌýÌýfrom the vendorÌýbeforeÌýan advance will be paid.
• Cash advancefor up to 75% of the allowable meal allowance.

NOTE:ÌýFailure to provide the proper documentation and completed information will delay the advance request.

TRAVEL ADVANCES NOT ALLOWED:

• Advances less than $100.00.
• Personal Liability Travel Cardholders.
• CSU Travel Policy prohibits hotel advances.

CREDIT CARD REIMBURSEMENT REQUEST:

• Submit aÌý.
• Original credit card statement and detailed receiptsÌýmustÌýbe attached. If credit card statement is not available, proof of payment is required.
• Credit Card Reimbursement requestsÌýmustÌýbe submitted toÌýcsuntravel@csun.eduÌýat least 15 business daysÌýpriorÌýto the trip, otherwise the traveler will not be reimbursed until the conclusion of the trip by completing aÌý.

NOTE:ÌýFailure to provide the proper documentation and completed information will delay the credit card reimbursement payment request.

TRAVEL EXPENSE CLAIM FORM

• Submit travel claims no more than 30 days after the expenses were paid or incurred.
• Sign up forÌýÌýforÌýFASTERÌýreimbursement!
• Submit aÌý.
• All original detailed receiptsÌýmustÌýbe attached. Copies areÌýnotÌýallowable.
• Lost receipts require aÌýÌýcompleted and attached for items $75.00 and over.
• Registration, conference, workshop or invitation fees:

Printed detailed information from the conference, workshop or invitation must be provided, which includes the following:

• Dates of the conference, workshop or invitation.
• Location.
• Agenda and meals provided from the conference, workshop or invitation.
• Registration fee information.

• Convert International currency expenses to US currency using theÌý. A printed copy of the conversionÌýmustÌýbe attached for each expense. The converted amountÌýmustÌýmatch what is entered on the claim form.
• Copy of International Travel Insurance, if applicable.
• All credit card reimbursements and travel advancesÌýpriorÌýto the tripÌýmustÌýbe entered on the claim form underÌýbothÌýthe appropriate expense column and the advance column on the claim form.

MILEAGE (only if $75 and over per one-way trip):

Required information:

• Purpose of the trip
• Destination (City & State)
• Dates & Times
• ÌýmustÌýbe attached.
  • Mileage is computed based on the shortest distance from ¼ªÏé·» or home address and physical destination address,ÌýnotÌýCity to City.
  • For overnight stay, mileage can be claimed from the traveler's home address if the travel occurs during non-working hours or during a regular scheduled day off.
  • The MapQuest copyÌýmustÌýshow the starting address, destination address and total number of miles.

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

MILEAGE CLAIM REIMBURSEMENTS ONLY:

• Submit aÌý
• Required information:

• Purpose of the trip
• Destination (City & State)
• Dates & Times
• ÌýmustÌýbe attached.
  • Mileage is computed based on the shortest distance from ¼ªÏé·» or home address and physical destination address,ÌýnotÌýCity to City.
  • For overnight stay, mileage can be claimed from the traveler's home address if the travel occurs during non-working hours or during a regular scheduled day off.
  • The MapQuest copyÌýmustÌýshow the starting address, destination address and total number of miles.