Section 15 - Travel and Other Employee Reimbursements

Section 15.1 - Travel Policies

Date: 9/22/03, 10/2/06 (revised), 10/1/07, editorial changes 11/09/07 — Approved: Finance Board

This chapter describes the AS general travel policies and procedures.  The California State University – Office of the Chancellor governs AS travel and all travel must be authorized and approved by the appropriate budget manager or director.

AUTHORIZATION OF TRAVEL

Travel should always be arranged to serve the best interest of the Associated Students. Employees should use the most direct route and the most economical transportation, taking into consideration travel time, expense, absence from campus, and convenience. Employees are reimbursed for authorized actual transportation expenses and other reasonable expenses incurred while on travel status. 

The AS Board of Directors authorizes the Finance Board to establish rules and procedures (consistent with state policy) for the administration of travel policy and other matters related to travel. This includes the preparation of travel expense reports.

The appropriate director for each AS department approves and authorizes all travel.

OFFICIAL HEADQUARTERS DESIGNATION

Official headquarters is the post of duty or location where performances of official duties require employees to spend the largest part of their working time and where travel normally begins and ends.

The official headquarters for members of boards and committees who do not receive AS pay for their services is their personal residence.

TRAVEL STATUS

Employees are on travel status while away from headquarters on authorized AS business. Travel status begins when employees leave headquarters, their residence, or other authorized locations to go directly to their destination.  .  Travel status ends when employees return directly to headquarters, their residence, or other authorized location after completing AS business (see also Official Headquarters Designation in this section). 

REIMBURSABLE AND NON-REIMBURSABLE EXPENSES

Miscellaneous and reasonable business expenses incurred while performing official duties in travel status are reimbursable to a traveler who is on per diem or the actual expenses incurred basis (receipts required). 

MEALS

Reimbursable Expenses

Non-Reimbursable Expenses

Per Diem Meal Allowances (For each full 24-hour period)

Per meal reimbursement, if otherwise appropriate, is limited to the following maximums, which include taxes and tips:

Meal Reimbursement Maximums
Breakfast

$10.00

For employees to receive reimbursement for breakfast expense departure time must begin during the previous 24 hour period and your return time is later than 9am.  Is also allowed if your departure time is before 7am and your return time is after 6pm of the same day.
Lunch

$15.00

Is allowed if your departure time is during the previous 24 hour period and your return time is later than 2pm.
Dinner

$25.00

Is allowed if your departure time is during the previous 24 hour period and your return time is later than 6pm.

Per Diem Amounts Examples

Example #1:

Depart 7am Monday
Return 5:30pm Wednesday

Allowable per diem:

Example #2:

Depart 10am Tuesday
Return 1pm Thursday

Allowable per diem:

Example #3:

Depart 1pm Wednesday
Return 9am Friday

Allowable per diem:

Meals Included In the Registration Fee

If meals are included in the registration fees, then you cannot claim those meals as part of your per diem (i.e., if one lunch is included, then you would reduce the daily per diem amount by $15.00).  A copy of the conference agenda and registration form should be submitted with the travel expense report showing the conference provided meals.

LODGING

Reimbursable Expenses

Non-Reimbursable Expenses

Lodging Allowances

Each employee is to request the lowest available rate when making reservations. Certain hotels and motels offer special reduced rates to state employees. When making reservations, employees need to specify that they are AS of San Diego State University employees traveling under the State of California travel regulations. Proper identification as an AS employee may be required by the hotel to receive discounted rates.

Lodging reimbursement requires receipts and is limited to actual cost of accommodations, not to exceed the maximum amounts listed below, not including tax.

Lodging Reimbursement Maximum Amounts
IN-STATE

All Counties

$85.00
OUT-OF-STATE

All States

$85.00

Justification must be provided for all hotel charges greater than the authorized per diem amount stated above.

Disabled employees

Special lodging costs for disabled persons are reimbursed for the actual cost of the least costly lodging that is most accessible to their needs.

TRAVEL

Reimbursable Expenses

Non-Reimbursable Expenses

REIMBURSEMENT FOR WORK RELATED TRAVEL TO/THROUGH (and at) OFFICIAL HEADQUARTERS

Official headquarters is the post of duty or location where performance of official duties requires employees to spend the largest part of their working time. Ordinarily headquarters is to be the corporate city limits in which the employee is located or it may be a designated geographical area. 

As a condition of employment, employees usually incur commuting expenses between their residence and official headquarters. Employees may not be reimbursed for commuting expenses between residence and official headquarters or living expenses at official headquarters. However, sometimes it is more convenient to use personal automobiles rather than AS vehicles for local business travel. In these instances, mileage expenses, tolls, parking fees, or expenses associated with AS business are reimbursable at official headquarters and/or residence.   If employee is using their own vehicle they must provide mileage to be reimbursed.

Employees must obtain approval before travel occurs.

Definitions

Travel through headquarters
Any travel to or through the corporate city limits of the employee's designated headquarters, regardless of whether the employee made a stop at the work site or changed vehicles or modes of transportation.
Commuting mileage
The actual round trip mileage between residence and headquarters.
Commuting expense
The cost of one round trip between residence and headquarters. Cost may include mileage, parking fees, tolls, etc.

INCIDENTALS

Used for misc. expense items.  Incidental per diem of $5.00 per 24 hour period is only allowed when the period extends overnight.

Reimbursable Expenses

Non-Reimbursable Expenses

CONFERENCES/OFFICIAL MEETINGS

Directors determine whether attendance at a conference or convention is related to AS business or professional development of the employee. The extent of reimbursement for such travel is left to the judgment of the director. This approval is subject to any additional approvals that may be required by the AS finance board.

Conference lodging

Sometimes a conference is held in a hotel that charges more for rooms than is normally allowed under lodging allowances. In that case, those room charges may be reimbursed. The budget managers approval for employees to attend the conference provides approval for the exception to the lodging maximums. Such room charges may also be reimbursed if one of the following conditions is met: 

Registration fees

Conference registration fees may be reimbursed on a check request form.

TRANSPORTATION

Types of transportation authorized for AS business travel include automobiles, railroads, airlines, buses, taxicabs, and other usual means of transportation. Transportation costs may include fares and other items in connection with transportation such as baggage transfer, official telephone messages, and reasonable tips.  (See Section 15.2, Transportation for more information on the following categories.)

Airplanes, trains, or boats

Use the least costly available alternative.

Privately owned vehicles

Employees using private vehicles on AS business must be licensed and carry the minimum insurance required by the California Department of Vehicles.

Employees may be reimbursed at the current IRS rate per mile for the use of their personal vehicles while on AS business. 

Rented automobiles

When using rented vehicles, employees must obtain the most economical vehicle available that is suitable for AS business.  The AS insurance covers rental cars and is not required to be purchased.  Any additional collision damage waiver insurance and personal accident insurance on rented vehicles are not reimbursable.

See Section 6.1, Insurance Procurement and Coverage for additional information.

Taxicab and airport shuttle/limousine fares

Reimbursement is allowed for incurred fares in the efficient and most economic pursuit of AS business. Submit receipts to claim reimbursement for all taxicab and shuttle/limousine fares of more than $25. 

TRAVEL REIMBURSEMENT

Preparation of Travel Expense Reports

All claims for the reimbursement of expenses for approved AS business travel (including conferences and official meetings) are made on a travel expense report. Travel expense reports must be submitted promptly, preferably within 30 calendar days, upon completing the travel.  All supporting documents and required original receipts must be attached to the travel expense report. All travel expense reports must be signed by the employee (traveler's certification) who traveled and the employee's budget manager.  .Travel expense requests for car mileage only requires an AS check request form that describes the business purpose of your travel and provides beginning and ending mileage or a "Mapquest" type page that shows the total mileage driven.  In this case a travel expense report is not required.

Employees are personally responsible that their travel arrangements meet travel regulations and that their travel expense reports for reimbursement are accurate. Improper or inadequately supported travel claims cannot be paid and may delay the reimbursement process.

Travelers must not claim reimbursement for any item of expense that is billed directly to the AS, for example, registration fees paid directly to the conference accounting office.  However, such separately billed charges should be noted on the form and indicated as “reimbursed previously” on the travel expense report. Even though billed directly, these costs may not exceed the maximums allowable for reimbursement.

The specific purpose of the travel should be indicated on the travel expense report, especially if the purpose is to attend a conference or meeting. For example, "AOA Accounting Conference" or "CSSA Conference,"  

If two or more employees are traveling together, each employee must claim their reimbursable expenses on separate travel expense report. Employees are normally responsible for their own personal expenses.  The employee's director and the Accounting Office must approve exceptions.

Time/Date/Place of Departure and Arrival

Include on the travel expense report the date/hour of departure from and arrival at the place where official travel begins/ends, the point(s) at which a change in the mode of travel occurs, and the point(s) of intermediate destination. This information is significant because it affects the amount of per diem reimbursement authorized.

Include the rate of reimbursement claimed for privately owned vehicle mileage and the amount of common carrier transportation claimed on the travel expense report. If the distance traveled between any given points is greater than the usual route between these points, as shown on a road map, explain the reason for the greater distance. If the excess distance is for personal convenience, reimbursement is not allowed.  Documentation of mileage must be provided.

Documentation of Travel Expenses

Expenses $25.00 and Less

Receipts are not required for expenses $25.00 and less (i.e., tips, luggage handling, highway tolls, etc.). Although receipts are not required, these expenses must be itemized and documented (for example, a log of tolls, business phone calls, etc.).

Expenses more than $25.00

Original receipts for items more than $25.00 must be attached to the travel expense report when it is submitted for review and reimbursement.

Missing, Lost or No Receipts

If the traveler does not have a required receipt, one of the following processes must be followed:

Conference Agenda

Managed Accounts (AS accounts supervised by an AS full-time employee) – AS employees that are traveling with funds budgeted to a managed account are required to submit an official conference agenda (showing conference dates and meals provided) when requesting meal reimbursement.

Non-Managed Accounts (AS accounts supervised by a non-AS full-time employee) – Individuals that are traveling with funds budgeted to a non-managed account are required to submit an official conference agenda (showing conference dates and meals provided) each time they submit a travel check request form.

Certification/Approval of Travel Vouchers

The traveler (payee) signs the travel expense report attesting to the accuracy and completeness of the claim for travel reimbursement. Travelers may not approve their own travel expense report. As a general rule, the budget manager or director approves all travel expense reports. Approval attests to the agreement by the AS that the travel was directed, necessary, and that the claim is complete, correct, and proper.

Travel Reimbursement Processing

The following procedure may be used to process travel claims:

Forward the completed and signed travel expense report to the AS Business Office, Aztec Center – lower level.  After the report has been reviewed for compliance with AS policies, a check is issued to the traveler in less than 14 working days after the travel expense report is submitted. All supporting documents and required receipts must be attached to the back of the travel expense report, since missing items can cause payments to be delayed.

EXCEPTIONS TO TRAVEL POLICY

Exceptions to the AS travel policies and procedures may be approved when necessary to meet special circumstances or when in the best interest of the AS and State of California. These exceptions are infrequent and apply to all funding sources.  Employees' requests for exceptions to travel policies (including rates) must be documented, explained, and certified.  Exceptions are not considered without the approval of the director and the accounting office.

Travel expense requests for car mileage only requires an AS check request form that describes the business purpose of your travel and provides beginning and ending mileage or a "Mapquest" type page that shows the total mileage driven.  In this case a travel expense report is not required.

OTHER TRAVEL REGULATIONS

Claims for Accidents

If applicable, claims arising from injuries to AS employees traveling on AS business are considered under the State of California’s Workers' Compensation Acts. (For information on claims arising from accidents causing damage to AS vehicles see SECTION 15.2 – Transportation.)

Personal Convenience

When travelers interrupt travel or deviate from the direct route for personal convenience or personal leave, they may be reimbursed only at the rate for uninterrupted travel by the most direct route. 

When travelers must use premium transportation, such as first class, for health or other medical reasons, those reasons must be affirmed in a doctor's certificate indicating how long the medical condition is expected to last. If it is permanent or indefinite the doctor's certification is renewed and revalidated each year.

NON-EMPLOYEE TRAVEL

The actual cost of meals for non-AS personnel incurred in connection with official AS business and while on travel status is allowed in reasonable amounts. Such travel expense reimbursements are subject to AS travel regulations. A statement indicating why, for whom, and that the claim does not include alcoholic beverages must be attached to the travel expense report.

Spouse/Companion/Guest

Employees occasionally participate in various business, civic, or social functions, on or off campus, which advance AS programs and objectives. On some occasions, the spouse, companion, or guest of an employee may be invited to attend these events. The costs of the event (beverages, food, or entertainment) are payable from AS funds. Because the employee does not pay to attend these events, there are no expenses to be reimbursed. The cost of attending the event is treated as a minimal benefit and is not taxable income to the employee. Occasionally, however, the employee may be invited to bring a spouse, guest, or companion to attend these official functions for the benefit of the AS In cases where the event requires travel, the travel and accommodation expenses for the spouse are not reimbursed.

PROCESSING TRAVEL AND PROGRAM ADVANCES

Cash Advance

Individuals requesting an advance of AS funds must prepare the "travel expense report" and obtain proper approvals on the form.

The “Petty Cash Fund” form is available from the AS business office and the AS web page.  The form must be properly completed and signed by an authorized departmental budget manager and approved by the accounting department. Submit the completed, approved form to the Aztec Center – Cashier Office.  The individual receiving the advance must present proper identification.

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