TravelPolicyandProcedures-TheCalifornia旅游政策和程序-加利福尼亞

TravelPolicyandProceduresOfficeoftheChancellorCSUTravelPolicyTrainingDecember2021WillyoubetravelingtoconductbusinessonbehalfoftheCaliforniaStateUniversity(CSU),includingattendingconferences,participatinginmeetings,performingresearch?Willyoubeauthorizingtravelforsomeoneelseandapprovingreimbursementfortravelexpenses?Orpreparingclaimsorprocessingpayment?Foranyoftheseconditions,itisyourresponsibilitytobecomefamiliarwithwhatisexpectedofyouregardingofficialCSUtravel.ThispresentationhasbeencreatedtointroduceandhighlightbasicpointsoftheCSUTravelPolicyandProcedures.IntroductionDecember2021CSUTravelPolicyTraining2IntroductionDecember2021CSUTravelPolicyTraining3ThenewlyrevisedandupdatedCSUTravelPolicyandProcedureswillbeeffectiveforallofficialtraveloccurringonorafterApril1,2021.ExistingratesandrequirementswillbeineffectfortravelconductedbeforeApril1st.Introduction(con’t.)TheChancellor’sOfficeFinancialServicesDepartmentisresponsibleformaintainingandupdatingboththeTravelPolicyandtheTravelProcedures.

December2021CSUTravelPolicyTraining4Themostcurrentversionsofeachdocumentcanbeaccessedonlineat:Specificdetailsthatcannotbecoveredinthistrainingpresentationareincludedintheproceduresalongwithexamplesandformulasinappendices.

TravelPolicyHighlightsTheCSUTravelPolicyappliestoalltravelwhichwillbepaidforbytheCSUforemployees,studentsandothers.Anyfundsusedfortravelreimbursementmustbe:Appropriatelyused,Properlyauthorized,Foradocumentedbusinesspurpose,Substantiatedbyapplicablereceipts,Correctlyprocessedforpayment,andCompliantwithallapplicableregulationsandagreements.December2021CSUTravelPolicyTraining5IntroductionTheCSUTravelPolicyandProceduresrepresenttheminimumstandardsandpracticestofollow.Acampusmayadoptmorerestrictivedocumentationstandardstofittheirneeds.Forexample,ifacampuswishestorequirethatallreceiptsbesubmittedforapprovalsandreimbursements,thisisallowable.December2021CSUTravelPolicyTraining6TravelPolicyHighlightsDecember2021CSUTravelPolicyTraining7TheCSUwillonlypayorreimbursefortravelrelatedexpendituresthatareordinary,reasonable,notextravagantandnecessarytoconductofficialUniversitybusiness.Travelersshouldkeepinmindthatthesearepublicfunds,andtravelersarerepresentingtheCSU.Atravelermaychoosetospendmorethantheallowancesprovided–however,he/shewouldberesponsiblefortheamountsabovetheallowances.TravelPolicyHighlights:BeforeandDuringTravelApprovaltoTravel:Allreimbursabletravelmustbeapprovedpriortodeparture.Suchdocumentedpre-approvalmustbegeneratedbythepersonwithbudgetauthoritytoreimburse.Makingreservations:TravelersareexpectedtouseCSUpreferredvendorsandCSUnegotiatedtermsandconditionswheneverpossible.Gettingtoanotherlocationandwhilethere:EmployeesareexpectedtobehaveinanethicalandresponsiblemannerandminimizerisktothemselvesandtotheUniversity.December2021CSUTravelPolicyTraining8TravelPolicyHighlights

Expenses

Travelrelatedexpenses:Travelexpensesdirectlyrelatedtoofficialuniversitybusinessarereimbursable.Reimbursableallowancesvarybytypeoftravelandlengthofstay.TheallowancesarenotedintheTravelProceduresandwillbeupdatedasneeded.TravelersmayaltertravelforpersonalconvenienceifthereisnoadditionalcosttotheUniversityorlossofproductivity.December2021CSUTravelPolicyTraining9TravelPolicyHighlights

ApprovalsApprovals:Allexpensesmustbeapprovedbyanauthorizedapprover,anindividualgiventhatauthoritybythedelegationofauthorityprocess.ExceptionstothepolicyorprocedurescanbeapprovedbytheExecutiveViceChancellor/ChiefFinancialOfficer,Presidentortheirdesignee.Adesignatedtravelreimbursementofficeatthecampus(usuallyAccountsPayable)willreviewdocumentsforcompliancewithpolicy.December2021CSUTravelPolicyTraining10CSUTravelProcedures

IntroductionTheproceduresareorganizedbytypeoftravel:Shortterm(lessthan30days)orlongerterm(30daysormore)withinthecontiguous48U.S.statesTraveltoHawaii,AlaskaandtheU.S.Possessions(shortandlongerterm).InternationalTravel(shortandlongerterm)Sometravelreimbursementsmaybetaxabletotheindividual–sobeinformed!December2021CSUTravelPolicyTraining11Lookingforthedetails?TheTravelProcedurescontainalloftheinformationonreimbursabletravelcosts,insurancerequirementsandclaimsdocumentation.CSUTravelProcedures

IntroductionMostofCSU’sreimbursabletraveloccursinthelower48contiguousU.S.states.

TheprocedurescoveringPaymentofTravel,Transportation,InsuranceRequirementsandMiscellaneousExpensesfortheLower48aregenerallyapplicabletoalltypesoftravelandlengthsofstay.Subsistenceexpense(lodging,mealsandincidentals)allowancesanddocumentationrequirementswillvarybytypeandlocationoftravel.December2021CSUTravelPolicyTraining12CSUTravelProcedures

PayingforTravelHowdoyoupayforCSUtravel?Directbilling:Someprepaidtransportationticketsandconferencefeescanbedirectbilled.CorporateCards:Travelersissuedsuchcardsshouldusethecardforanytravelexpense.Personalcreditcardsorcash:Ifatravelerdoesnothaveacorporatecreditcard,apersonalcreditcardmaybeused.Cashadvancesmaybeobtainedbyemployeesundercertaincircumstances.December2021CSUTravelPolicyTraining13CSUTravelProcedures

PayingforTravelMoreonCashAdvances….Cashadvancesmustbeissued1–30daysofwhenanexpenseistobepaidorincurred.Employeesmaybereimbursedforout-of-pocketcostsoccurringpriortotheactualdatesoftravelviaatraveladvancerequestorclaimformforreimbursement.Atravelershouldhavenomorethanoneoutstandingadvanceatatime.Ifatripiscancelledorpostponedtheadvancemustbereturnedimmediately.December2021CSUTravelPolicyTraining14CSUTravelProcedures

Transportation

Gettingthere...Actualtransportationexpenseswillbereimbursedbasedonthemosteconomicalmodeandroute.Transportationexpensesinclude:carrierfares,carrentalcharges,privatecarmileageallowances,parking,tolls,taxis,etc.Receiptsarerequiredforexpensesof$25ormore.Agroupofemployeesshouldavoidtravelingtogetheronthesameaircraft,automobileorothertransportationifanaccidentcouldseriouslyaffectthefunctioningoftheUniversity.December2021CSUTravelPolicyTraining15CSUTravelProcedures

TransportationSurfaceTransportationandExtendedTravel….Withpriorapproval,surfacetransportationmaybeusedforpersonalreasons,althoughairtravelwouldhavebeenthemostappropriatemode.Costsincurredduringthetimeoftravel,however,maynotexceedthedocumentedtotalcostofthesametravelbyaircarrier.Ifstayinglongerontraveloverallreducescost,thisisalsopermittedwithappropriatedocumentation.December2021CSUTravelPolicyTraining16CSUTravelProcedures

TransportationTravelingbyPrivateAutomobile….Mileagecostsforaprivatevehiclewillordinarilybereimbursedbasedonmilesfromthetraveler’sworklocationtothedestination.Fortravelwithoutanovernightstay(localconference,training,etc.)reimbursementwillbemadeformileagecostsfromtheworklocationorhome,whicheverisless.Permilereimbursementcostswillbeadjustedannually.Travelersareresponsibleformaintainingappropriateliabilityinsuranceifusingaprivatevehicle.December2021CSUTravelPolicyTraining17CSUTravelProcedures

TransportationUsingRentalCars…Acompact,economyorintermediateclassvehicleshouldberequestedunlessthesesizesarenotadequateforthepurposeofthetrip.DiscountsnegotiatedbytheStateorUniversityshouldberequestedwhenavailable,andthecarreturnedwithafulltankofgastominimizecosts.December2021CSUTravelPolicyTraining18CSUTravelProcedures

TransportationOtherFormsofTransportation….TheProceduresincludeinstructionsforothermodesincluding:RailorbusPassengerShipLocalpublictransportandtaxisPrivateaircraftMotorcyclesandbicyclesarenotauthorizedforofficialUniversitybusinessandcostsforthesemodeswillnotbereimbursed.December2021CSUTravelPolicyTraining19CSUTravelProcedures

SubsistenceSubsistenceexpensesconsistoflodging,mealsandincidentalexpenses.Incidentalsmayincludetipsandfeesforbaggagecarriers,housekeeping,etc.,thatarecustomaryintravelandnotincludedonotherbills.Theapplicabilityforreimbursementoftheseexpensesbeginswhenthetravelerleaveshis/herresidenceornormalworklocation–whicheveroccurslast–andendswhenthetravelerarrivesbacktoresidenceorworklocation–whicheveroccursfirst.December2021CSUTravelPolicyTraining20CSUTravelProcedures

SubsistenceMeals–GeneralInformation:Mealsarereimbursedfortravelthatincludesanovernightstay.Dailyallowancesdifferforvariouslocations.Permealreimbursementlevelsarenotdefined.Mealsforgroupscanbepaidbyoneindividual.Attendeescannotseparatelyclaimsuchmeals.Becausemealreimbursementsgeneratefrequentquestionsfromtravelers,thefollowingslideprovidessomeadditionalspecificityfortravelunder24hours.December2021CSUTravelPolicyTraining21CSUTravelProcedures

SubsistenceMoreonmealsfortripsoflessthan24hoursintheContinentalU.S.December2021CSUTravelPolicyTraining22BreakfastLunchDinnerWithanovernightstayReimbursableReimbursableReimbursableLessthan12hoursReimb.iftravelbegins2hrsbeforeregularworkhours.Amountisreportableasincome.Notreimbursableunlessthereisaspecificbusinesspurpose.Reimb.iftravelends2hrsafterregularworkhours.Amountisreportableasincome.HospitalitymealsunderE.O.761ReimbursableReimbursableReimbursableCSUTravelProcedures

SubsistenceDecember2021CSUTravelPolicyTraining23Lodging–generalinformation:

Travelersmaybereimbursedforlodgingexpenseswhentravelingonbusiness25ormore

miles(oneway)fromtheirworklocationorresidence,whicheverisclosertothedestination.Wheneverpossible,Universityemployeesshouldrequesttaxwaiversand/orthegovernmentrate.Costsfornon-commercialfacilities(campsites,trailers,etc.)havespecificreimbursementlimits.Ifstayingwithafriendorrelative,onenon-cashgifttothehostperstaymaybesubmittedforreimbursement.CSUTravelProcedures

SubsistenceContinentalU.S.Travel:DailyReimbursementAllowancesandDocumentationRequirementsDecember2021CSUTravelPolicyTraining24Lessthan30dayswithanovernightstay30daysorMoreInExcessofOneYearLodgingActualLodgingcosts;detailedreceiptrequiredPerdiemdeterminedbyAuth.Approver,upto100%ofFederalPerDiemforthelocation.Noreceiptsreq’d.Perdiem(upto150%of30dayperdiemfortaxgross-up)Noreceiptsreq’d.MealsActualmealexpensesupto$55/day.Receiptsreq’dforexpensesof$25ormore.Sameasabove.Sameasabove.Incidentals$7per24hours;noreceiptsrequired.SameasaboveSameasabove.CSUTravelProcedures

SubsistenceAlaska,HawaiiandU.S.Possessions:ReimbursementAllowancesandDocumentationRequirementsDecember2021CSUTravelPolicyTraining25Lessthan30dayswithanovernightstay30daysorMoreInExcessofOneYearLodgingActualLodgingcosts;detailedreceiptrequiredPerdiemdeterminedbyAuth.Approver,upto100%ofFederalPerDiemforthelocation.Noreceiptsreq’d.Perdiem(upto150%of30dayperdiemfortaxgross-up)Noreceiptsreq’d.MealsFederalPerdiemforspecificlocation;noreceiptsrequired.Sameasabove.Sameasabove.IncidentalsFederalPerdiemforspecificlocation;noreceiptsrequired.SameasaboveSameasabove.CSUTravelProcedures

SubsistenceInternationalLocations:ReimbursementAllowancesandDocumentationRequirementsDecember2021CSUTravelPolicyTraining26ExpenseTypeLessthan30dayswithanovernightstay30daysorMoreInExcessofOneYearLodgingFederalPerdiemforspecificlocation;noreceiptsrequired.PerdiemdeterminedbyAuth.Approver,upto100%ofFederalPerDiemforthelocation.Noreceiptsreq’d.Perdiem(upto150%of30dayperdiemfortaxgross-up)Noreceiptsreq’d.MealsFederalPerdiemforspecificlocation;noreceiptsrequired.Sameasabove.Sameasabove.IncidentalsFederalPerdiemforspecificlocation;noreceiptsrequired.SameasaboveSameasabove.CSUTravelProcedures

SubsistenceFederalPerDiemrates:UpdatedregularlybytheFederalDepartmentofDefense,accessedfromanywhereat:December2021CSUTravelPolicyTraining27CSUTravelProcedures

MiscellaneousExp.Otherreimbursabletravelexpenses:Registrationfeesforconferences,conventions,meetingsofprofessionalorlearnedsocietiesTipsthatarereasonableandcustomaryBusinessexpensessuchascopying,mailing,equipmentrentals,localandlongdistancephonecalls,etc.Expensesthatwouldnotordinarilybereimbursedbutarisebecauseofspecialorunusualcircumstancesandareapprovedasanexception.December2021CSUTravelPolicyTraining28CSUTravelProcedures

SpecialSituationsSpecialTravelerSituations:TheCSUwillreimbursetravelexpensesundercertainconditionsforthefollowing:FacultymembersonsabbaticalleaveSchoolsiteteachercandidatesupervisorsVisitingacademicappointeesStudentsperformingbusinessfortheCSUorparticipatingineducationalrelatedactivities(i.e.,supportingresearch,attendingconferences,presentingpapers,etc.)December2021CSUTravelPolicyTraining29CSUTravelProcedures

SpecialSituationsNon-UniversityTravelers:TheCSUwillalsoreimbursetravelexpensesforthefollowingtravelersgivenabonafidebusinesspurposeandifallregulationsarefollowed:ProspectiveemployeesIndependentcontractorsandconsultantsForeignvisitingscholarsSpouse/registereddomesticpartnersAsusual,reviewoftheTravelProcedurespriortomakingarrangementsisstronglyrecommended.December2021CSUTravelPolicyTraining30CSUTravelProcedures

InsuranceInsuranceCoverageandRequirements:Employeesareroutinelycovered24hoursaday,worldwideagainstaccidentaldeathordismembermentwhileonofficialCSUbusiness.(Note:InternationaltraveltoareasontheStateDept.’sTravelWarninglistrequirespriorwrittenapprovalfromtheChancellororappropriatedesignee.)EmployeesregularlyusingaprivatevehicleonUniversitybusinessmustmaintainadequateinsurancecoverage.RentalvehiclesshouldbeobtainedfromagencieswithwhichtheUniversityhascontractswhichincludeinsurancecoverage.December2021CSUTravelPolicyTraining31CSUTravelProcedures

InsuranceTheTravelProcedurescontainadditionalinformationregarding:PrivatelyownedaircraftandboatinsurancerequirementsPersonalpropertyorbaggagelossWhattodoincaseofemergencieswhileontravelstatusDecember2021CSUTravelPolicyTraining32CSUTravelProcedures

ReimbursementsDecember2021CSUTravelPolicyTraining33Howdoyougetreimbursedfortravelexpenses?Eachpartyinthetravelreimbursementprocesshasspecificresponsibilities.Thefollowingslidescovertherequiredactionsof:TheTravelerTheAuthorizedApprover,andTheTravelReimbursementOfficeCSUTravelProcedures

ReimbursementsTraveler’sResponsibilities:Completeanofficialtravelexpenseclaim

within30daysoftheendofatrip.Notethepurposeofthetripontheclaim.Indicatethestartandendtimesofthetripandanypersonaltravelthatisincluded.Listeachexpenditurebydateandlocation.Totalallexpendituresandprovideappropriateaccountingdata(fund,accounts,deptcodes,etc.)Attachallreceiptsforanyexpenseof$25ormore(ifnotaperdiemitem)orawrittenexplanationofwhythereceiptisnotavailable.Alsoattachpre-travelapprovaldocumentation.Signtheclaimasverificationthattheexpenseswereincurred.December2021CSUTravelPolicyTraining34CSUTravelProcedures

ReimbursementsAuthorizedApprover’sResponsibilities:

Priortosigningthetravelclaim,anauthorizedapprovermust:Confirmpre-authorizationisattachedVerifythatthedatesandpurposeoftravelnotedareaccurateConfirmthatallexpensesclaimedarereasonable,appropriateandsupportedbyrequiredreceiptsCheckthecalculationtotalsandaccountcoding.Oncesignedbytheapprover,thetravelclaim,withallap