CSUSB Travel Guidelines (Updated August 2009) Contents I. Introduction II. Responsibilities Preparations Record Keeping SCO Travel Claim Requirements Final Review Timelines for Submitting Travel Documents III. CSU Policy and Procedures Governing Travel and Relocation Expense Reimbursement (HR 2008-10) IV. Document Preparation a. Travel Authorization b. Travel Expense Claim c. Moving Expense Claim 1. Certification of Payment of Faculty Recruitment Moving Allowance 2. Certification of Moving Expenses V. Reportable Reimbursements VI. Foreign Currency Conversion VII. Project Authorizations VIII. American Express Corporate Card IX. Discounted Airfares - YCAL X. Privately Owned Vehicles Attachment - Standard form 261 XI. State and Rental Car Vehicles XII. Hotel/Motel Transient Occupancy Tax Waiver Attachment - Standard form 236 I. Introduction The CSUSB Travel Guidelines contains the most up to date travel policy information. It is strongly advised that anyone planning to travel on state business, and anyone who is responsible for preparing travel documents, fully familiarize themselves with these guidelines to ensure they are fully aware of the responsibilities and requirements within the regulations. To ensure you have the most current version of the CSUSB Travel Guidelines and various travel forms, please visit our web site at http://admnacct.csusb.edu II. Responsibilities Although many travelers rely on the clerical and secretarial staff of their departments to be the interpreters of travel guidelines and the preparers of travel expense claims, ultimately the traveler is held responsible for expenses incurred and monies advanced. In an effort to aid both the traveler and the support staff that may prepare the traveler's advance and expense claim, Accounts Payable would like to offer the following suggestions listed below. This information should be shared with anyone in the department that may be traveling or preparing travel documents. Preparations Before you begin traveling: Familiarize yourself with the CSUSB Travel Guidelines. You as the traveler will be most aware of which sections apply specifically to your situation. If you have questions, do not hesitate to ask your department secretary who in most cases will be able to answer your questions. Often, your department secretary may provide you with specific instructions applicable to your department only. Certainly, if your department secretary is unable to provide an answer in regards to the travel guidelines, or is unavailable, please feel free to contact Accounts Payable at x75155. We encourage travelers to ask questions before commencing a trip to ensure they have a complete understanding of any limitations imposed by the state. Take the Defensive Driving Test. The University is unable to provide a state or Enterprise rental vehicle or reimburse you for driving your own vehicle unless you have successfully passed this course. Contact Parking Services at x75912 to schedule an appointment for the class and test. The test must be taken every three years. If planning on using your own vehicle in connection with a University business trip, complete the Authorization to Use Privately-Owned Vehicle on State Business form. Your department secretary should be able to supply you with the form or you may obtain a copy from the travel web site. The form must be renewed every year, so check the date you last completed the form to ensure the form is still valid. If you are planing trips, which require flying and/or overnight lodging, it is strongly advised that you apply for a CSUSB American Express Corporate Card. By using the American Express card, the state receives special government rates at some lodging establishments as well as the waiver of local hotel occupancy taxes when local ordinances permit. American Express cards give employees the flexibility to arrange last minute travel, pay for tickets, and make airline changes en route. Contact Human Resources at x75138 for more information on applying for the card, as well as the responsibilities and benefits associated with the card. Preparing for your trip: If you have a CSUSB American Express Corporate Card, all of your travel related expenses may be charged to the card. This is the most convenient way to pay for registration, reserve and pay for lodging, and reserve and pay for airfare, carfare, and other travel related expenses. If you do not have a CSUSB American Express Corporate Card and require an advance of funds, complete the Travel Authorization form found on the travel web site, print it, and have it signed by the individual authorized to approve your travel expenses (see Approval of Travel Authorizations in Section IV of this guide for more information). Submit the completed original form to Accounts Payable at least five working days prior to the date upon which the first advance check is required. You will be notified by e-mail when the check is ready to be picked up from the Bursar's Office in Sierra Hall. Registration fees only may be paid using the department procurement card. Ask your department procurement card holder to request authorization to use the procard for registration fees from Accounts Payable Travel using the online request form at http://admnacct.csusb.edu/pcrequest.htm. Please also read the procedures, which are required to be followed, at this web site and contact Accounts Payable Travel with any questions. Reserve a vehicle if needed. Contact Facilities Services at x75174 to obtain an Enterprise rental car if traveling from the campus to your destination and back. If you are flying to another city and require a rental vehicle at your destination, please refer to the Commercial Car Rental Contracts discussed in more detail in the CSUSB Travel Guidelines. Make necessary reservation for airline tickets, lodging, etc. Your department secretary can usually help with these items. Employees must, whenever possible, schedule flights on contracted airlines in order to take advantage of discounted government fares. Remember to take a Hotel/Motel Transient Occupancy Tax Waiver form with you when lodging overnight within California. Record Keeping Keep all original expense documents and receipts, as many of them must be turned in with your travel expense claim (see below for description of what constitutes a valid receipt). The following items should be given to your department secretary as soon as you return from a trip: Airline Ticket Copies/Passenger Receipts Car Rental Agreements (be sure it is the final receipt showing the amount paid in full) If claiming private car mileage, maintain a log of actual mileage (or refer to MapQuest or similar web site to obtain an estimate of your mileage and for comparing mileage from home and from campus for purposes of determining the allowable mileage, Reg. 111D) Registration Receipts (must state name of conference/meeting, date of event, reflect amount paid, and indicate payment was received) Parking Receipts (required for parking fees over $10.00 for any one continuous period) Lodging Receipts (must be itemized and show zero balance -- in other words, proof the bill was paid in full) Miscellaneous Business Expense Receipts (be prepared to provide explanation/justification - specifically the business purpose - for such expenses to your secretary to include on the expense claim) Keep a log of your actual itinerary -- A record of your actual departure and return times and dates, as well as your destination(s), should be given to your department secretary, as the information is required and will influence the amount of your reimbursement. Be sure to account for any unusual occurrences that may not be self-explanatory, such as the need to arrive more than the day before a conference or to stop at another destination not identified with the main purpose of your trip. Some department secretaries have found it useful to arm travelers with a receipt envelope in which to place all their travel expense receipts. On the outside of the envelope is printed the following list of requested information to be completed by the traveler: ______________________________________________________________________________________ Traveler's Name Location Dates of Trip Time of Departure Time of Return Purpose of Trip Receipts --Travelers must be aware ofthe completed envelope is submitted toathe department When the traveler has completed the trip, what the State of California considers valid receipt. secretary with all the receipts inside. Receipts must include the following information: ________________________________________________________________ Receipts – Travelers must be aware of what the State of California considers a valid receipt. Receipts must include the following information: Name of vendor from whom services were obtained. The date to confirm the expense occurred during the trip. An itemization of charges. Must have a zero balance due or, if marked paid in full, must have a company representative signature and printed name clearly indicated on receipt. Receipts must in no way be altered. If no receipt was provided, and the claimant has simply an invoice, proof of payment is required in order to accept the invoice. Valid proof of payment includes: A copy of the front and back of the claimant's negotiated check. Credit card statement reflecting date/vendor name/and matching amount of purchase. A letter from the vendor, on company letterhead, stating in writing that the invoice in question was paid in full by the claimant. Missing/Lost Receipts If the claimant has lost his/her receipt, the following steps can be taken: 1. Attempt to obtain a duplicate receipt by contacting the vendor with whom the expense occurred. 2. If number 1 fails, the claimant may write a memo explaining under what circumstances the receipt was lost. This memo must include a reconstruction of the same information required on receipts: Vendor name Date of expense Itemization of expense Proof of payment (canceled check or credit card statement). The credit card statement copy submitted to Accounts Payable should have the traveler’s name If no proof of payment exists, this must also be explained. Note: Submission of such a memo does not guarantee acceptance. The memo must be reviewed for approval by the Accounts Payable manager and is still subject to review by State auditors. Special Request Regarding Receipts: In an effort to ensure small receipts are not lost in transit, and to reduce the need to detach small receipts from the upper left hand corner staple in order to be able to read them, Accounts Payable staff ask that any receipts smaller than 8 1/2 x 6 inches, be taped to a 8 1/2 x 11 inch piece of paper that is then stapled to the back of the travel expense claim. ---- Thank You! SCO Travel Claim Procedures Although not specifically listed in the CSU Policy and Procedures Governing Travel and Relocation Expense Reimbursement, the State Controller's Office (SCO), Claim Audit Bureau has established rules concerning what is considered acceptable presentation of travel claims by state agencies. Claims not meeting the SCO's submission standards are regularly rejected by the State for payment. Any claims received by Accounts Payable that are not in compliance with the SCO requirements will be returned so the submitting department may prepare a new claim which meets the SCO standards. The following standards apply: No pencil may be used. Claims must be typed or completed in ink. When handwritten, all information must be legible. Signatures must be in the appropriate place at the bottom of the claim. No arrows may be used to indicate where the signature should go. No correction fluid (white out) or correction tape may be used anywhere on the claim. If corrections are necessary, a line must be drawn through the error (so the error is still visible to any auditor) and the correct information must be inserted above the lined out information and initialed by the claimant. The single room rate must be clearly displayed if there is any indication of an individual accompanying the traveler. The State will reject a claim for reimbursement if it appears that a double room rate was used and a guest of the traveler (who was not on State business) shared the room. If the room was shared by travelers from the same agency on State business, the room rate divided by the number of people sharing the room must be displayed on the claims of all persons who shared the room, and each claim must be cross-referenced to the others so that the SCO can be assured that excess reimbursement is not made. This can be done by including the following statement in box 11 of each such travel expense claim: "The claimant did pay for his/her portion of the room rate claimed above, a copy of the hotel receipt is attached, and the other occupants were the following State employees: ____________." If one person paid for the full room cost then that person may claim the full amount, listing in box 11 of the expense claim all other State employees who shared the room. All claims must be cross-referenced to allow the State to audit the claims correctly. In box 11 of each individual's travel expense claim, the other State employees must identify the name of the individual who paid for the room and state that they are not claiming any portion of said room. Business phone calls must list the place and party called. If not listed these charges will not be reimbursed. Final Review Once the travel expense claim is completed, the traveler should review it for accuracy of information before signing. The department secretary should review the travel expense claim for compliance with travel regulations before submitting to the approving officer (department supervisor) for signature and forwarding to Accounts Payable for processing. Below is a checklist of common issues that should be reviewed on claims to avoid delays: Verify claimant's address. The address on the travel expense claim is the address the claimant's check will be mailed to, as the Accounts Payable computer vendor record will be updated to reflect this address as the current one. Be sure the departure and return dates are recorded. Check to ensure departure and return times (in military time) are listed for each separate trip. Itemize subsistence in accordance with travel guidelines. When lodging receipts indicate more than one person shared the room, (2/0 for example), the lodging expense should justified as stated above or cross referenced if all occupants are state employees. (See SCO Travel Claim Procedures for more specific information). State purpose of trip. Include the appropriate PeopleSoft chart field/account number to be charged. Reference the travel authorization number issued (sometimes referred to as an open item number) if an advance or a Procard authorization was requested. Provide the private car license plate number if claimant has used a privately owned vehicle for University business. Include all required receipts. All receipts should be itemized and reflect a zero balance due (invoices are acceptable if accompanied by front and back of cancelled check or copy of credit card statement). Recheck calculation of all expenses for a correct claim total. No correction fluid or correction tape is allowed on travel expense claims. Errors must be crossed out with a single line and the correction written or typed above the error. The claimant must initial any changes to the total dollar amount on the travel expense claim made by the department prior to submitting to Accounts Payable. Travel expense claims must be signed by the claimant and by the officer approving travel and payment (original signatures are required from both parties). Travel expense claims must be signed in the appropriate area. No arrows allowed. Timelines for Submitting Travel Documents Travel Expense Claims are to be submitted to Accounts Payable promptly -- within ten (10) working days of the completion of the trip per State requirements, if an advance was issued. If no advance was issued, the travel expense claim should be submitted before or by the tenth working day of the following month. Part of the responsibility of all employees who travel for the University is to submit a travel expense claim and appropriate documents each month to substantiate expenses. Your department secretary may assist you, but you should monitor the process to ensure a claim form is actually prepared, signed, and submitted to the Accounts Payable Office within the specified time frames. Advance of travel funds may be denied to those who repeatedly miss the deadlines. Remember, the more prompt, accurate, and detailed you are in providing your travel information to your secretary, the more likely it is that you will avoid delays in your claim being completed and processed for reimbursement. Travel authorizations (advance requests) must be submitted a minimum of five (5) working days prior to the requested advance date. Travel expense claims must be submitted within ten (10) working days after completion of the trip. Repayment of travel advances must occur within thirty (30) days of notification by the Accounts Payable office. III. CSU Policy and Procedures Governing Travel and Relocation Expense Reimbursement (FS 2009-01) CSU Policies and Procedures Governing Travel and Relocation Expense Reimbursement This section contains a copy of coded memorandum FS 2009-01, the most current update to the California State University policy governing travel procedures issued by the Chancellor's Office as of January 2009. The coded memorandum is divided into two parts: Travel Expenses and Allowances; Rates for Housing and Lodging AND Moving and Relocation Expenses (Attachments A and B, respectively). The following is an index of the sections within policy: Attachment A Page Number 100 Scope………………………………………………………………...1 101 Definitions…………………………………………………………..1 102 Discontinuance of Subsistence Allowances……………………..… 2 103 Report of Reimbursed Expense Time Away from Headquarters….. 3 104 Expense Account Form………………………………………….…. 3 105 Subsistence Allowance……………………………………………...4 106 Meal Expenses………………………………………………………7 107 Attendance at Conventions, Conferences, or Business Meetings…. 8 110 Receipts or Vouchers………………………………………………. 10 111 Transportation Expenses…………………………………………….10 112 Special Transportation………………………………………………12 113 Transportation by Aircraft………………………………………… 12 114 Transportation by Automobile…………………………………….. 14 115 Railroad Transportation …………………………………………… 16 116 Allowances for Extension Program ……………………………..… 16 117 Travel Expenses for Executive Candidates and Spouses or Domestic Partners………………….. 16 118 Travel Expenses for Faculty Recruitment…………………………..17 119 Travel Expenses of Applicants Who are Called for Interview……...17 120 Travel Expenses for Handicapped Applicants………………………18 121 Return of Deceased Employees …………………………………….18 122 Travel Allowances While on Sick Leave, Vacation, or CTO……….19 150 State University Provided Housing………………………………….19 155 Rate Setting Procedures……………………………………………..19 160 Rates…………………………………………………………………21 165 Effect of Memorandum of Understanding on Internal Procedures…22 Attachment B 200 Scope……………………………………………………………… 1 201 Definitions…………………………………………………………. 2 202 Reimbursement Expenses for Moving and Relocation……………. 2 203 Procedure for Payment of Claims………………………………….. 3 204 Reimbursement for Sale of Residence……………………………... 3 205 Settlement of a Lease………………………………………………. 4 206 Temporary Relocation Allowance…………………………………. 4 207 Appointing Authority for Reimbursements…………………………5 208 Repayment of Moving and Relocation Expenses Reimbursements...5 209 Institution Responsibility…………………………………………... 5 210 Effect of Memorandum of Understanding on Internal Procedures… 5 IV. Document Preparation This section highlights the format of the travel authorization and travel expense claim and gives guidance as to what information is required in specific sections of the forms. The Travel Authorization form (CSUSB 265) and the Travel Expense Claim form (STD 262) are encountered by all travelers. It is necessary to complete the forms fully and accurately to avoid delays in processing advances and/or reimbursements. Travel Authorization The travel authorization form is broken down into to four sections that must be completed by the requesting department prior to submitting to Accounts Payable. These sections are: Personal Information (identifying traveler and department, as well as department contact) General Information (providing purpose, destination, and date of trip) Advances (identifying checks required by a certain date for claimants and their addresses) Approval (provides approving signature and account information - see below Approval of Travel Authorizations) With the adoption of PeopleSoft, it has become mandatory for departments to provide addresses for vendors to whom they require an advance check to be issued. A travel advance check for a travel authorization received without a complete address will not be processed. The bottom section of the travel authorization form is for the explicit use of the Accounts Payable staff to prepare the vendor and voucher entries and record the checks issued. Approval of Travel Authorizations No one has the authority to approve his or her own travel authorization. Each travel authorization must be reviewed for approval by the traveler's supervisor, dean, manager, director, associate vice-president, or other such individual as designated within the individual's specific College or Administrative area. If you are unsure of whom your approving officer for travel authorization is, check with your immediate supervisor. Each College or Administrative area may have different requirements as to what level this approving authority has been delegated. The designated approving officer responsible for approving authorizations in your area is doing so under the authority of the University president in accordance with Executive Order 688. By signing the travel authorization, the approver is certifying that one of the following criteria applies: 1. The trip is essential to campus operations. 2. The trip relates directly to campus programs including development activities and objectives. 3. The trip is to a meeting of a professional association or society to deliver a paper, to serve as moderator or group leader, to serve on a panel, or to fulfill obligations as an association or society officer. 4. The trip has as its primary purpose recruitment of faculty and administrative personnel. In addition to certifying one of the above criteria exists, the approver's signature also acknowledges that the travel conforms to the requirements of the law including, but not limited to, the rules and policies of the Trustees of The California State University. Finally, the approver's signature also certifies that funds are available in the account referenced on the travel authorization. Travel Expense Claim When working with the travel expense claim, it may be helpful to view the form as four distinct sections. The top section requests claimant identifying information such as name, address, department, state agency, and phone number. The body or mid section of the claim requests an itemization of each expense and where it occurred each day of the trip. The bottom section requests explanations of charges such as the purpose of the trip, referencing a travel authorization number if issued, the department account number to be charged, justification for unusual expenditures, and any other explanatory comments. Finally, the footer of the claim requests the approvals of the claimant in terms of acknowledging the expenditures as listed and of the officer/supervisor approving the travel and payment. A third approval line for special expense authorization is for the Accounting Office use. The following is a slightly more descriptive explanation of the various fields (boxes) to be completed on the travel expense claim: Top Section - Claimant Identifying Information Claimant's Name - Enter claimant's first and last name without titles. Position - Indicate claimant's full title (i.e., President, Professor, Secretary, etc.) Residence Address/City/State/Zip - Enter claimant's street complete mailing address in the appropriate fields, as any travel reimbursement due will be sent to this address. Department - Enter claimant's department name Division or Bureau – Enter claimant’s headquarters Headquarters Address/City/State/Zip Telephone Number - Enter the department telephone number where the claimant may be reached Midsection -- Itemization (the fields are labeled with numbers and are used on the actual expense claim form) (1) Month/Year -- Identify the calendar month and year (2) Date/Time -- List each day separately, as the expense claim must itemize each day's expenses. Be sure to include the departure and return time for the trip in military time, as this information is required. (3) Location Where Expenses Were Incurred -- Identify the city where the expense occurred on that day. In some cases, expenses occur in route to another city and a reference such as "San Bernardino to Los Angeles" will suffice. (4) Lodging -- Enter each specific day's lodging costs in connection to the specific day referenced in the date field to the left. Do not enter the total lodging amount for the trip on one line as a lump sum. (5) Meals -- Enter each applicable meal in the appropriate column in this section. Be sure not to exceed the maximums in Section 105 of the Travel Guidelines. On departure and return days, be sure to double check the commencing and ending times of the trip so only allowable meals are claimed. Remember that lunch is not allowed on one-day trips. Do not claim meals that are included in registration or for which no expense is incurred. (6) Incidentals -- Claimant may claim $5.00 for each complete 24-hour period. (7) Transportation -- (A) Cost of Trans. -- Enter day's total cost of transportation. For airfare, enter the round-trip amount. For car rentals, do not include damage waiver charges or charges for days on which the claimant is not on University business. (B) Type Used -- Enter PC for private car, SC for state vehicle, A for airline, T for taxi. (C) Carfare, Tolls, Parking -- Enter applicable amounts. (D) Private Car -- Enter the number of miles traveled each day and the reimbursement amount. (8) Business Expense -- Conference fees, registration fees and the like are entered here. Also, phone calls must include the place and party called. Purchases of supplies must include an explanation. (9) Total Expenses for Day -- Total each row across to come up with the day's total expenses. (10) Subtotals -- Total each column down to come up with each category's total expense for the trip. Bottom Section -- Explanations of charges (11) Purpose of Trip, Remarks, and Details -- Provide the purpose of the trip, the department account number to be charged, reference any travel authorization number issued, provide justification/explanation for any unusual expenses claimed, provide information in regards to party and place for phone calls, etc. Also put reference to registration paid by Procurement card and the procard holder’s name if paid by Procard. (12) Normal Work Hours -- Enter claimant's beginning and ending work hours using military time. (13) Private Vehicle License Number -- Enter license number of the privately owned vehicle used on official University business. To claim reimbursement, the claimant must have completed and have on file with the University prior to the trip form STD 261, Authorization to Use Privately Owned Vehicles on State Business. (14) Mileage Claimed -- Enter the rate of reimbursement being claimed for private vehicle use (e.g., .345). Footer -- Approvals (15) Certification -- Claimant is to sign in the appropriate field after reviewing claim to ensure accuracy of information. The officer approving the travel and payment is to sign in the appropriate field after also reviewing claim for accuracy. If either individual signs in the wrong field, the claim must be retyped. No arrows are allowed to indicate where the individual should have signed. Moving Expense Claim Moving expense claims are very similar to regular travel expense claims in that they record the itemized expenses incurred by the claimant, in this case during the moving process. Along with the required receipts to support the moving expense claim, certain certifications are required to be filed with the completed claim. Certification of Payment of Recruitment Moving Allowance is to be completed by the department and signed by the appropriate approving officer. Certification of Moving Expenses is to be completed by the department and signed by the claimant. V. Reportable Reimbursements Overtime Meals Qualified employees may receive overtime meal allowance not to exceed the maximums prescribed in the travel regulations, section 105C1 for lunches (Section 106A). The value of the overtime meal allowance is reportable and taxable. Meal Reimbursements for Travel Less Than 24 Hours Effective January 1, 1999, payroll letter #98-038 provided tax and reporting instructions affecting meal reimbursements for travel less than 24 hours. Internal Revenue Code 162(a) requires that meal expenses reimbursed by an employer to an employee for travel less than 24 hours wherein neither an overnight stay nor substantial sleep/rest are required represent taxable and reportable income. Taxable meal reimbursements are subject to federal and state income and applicable social security and Medicare taxes. Mileage That Exceeds the Standard Rate Mileage rates exceeding the standard rate are reportable and taxable. For the current standard mileage rate, please refer to Section 114 of the CSU Policies and Procedures Governing Travel and Relocation Expense Reimbursement. Moving Expense Allowances Nonqualified moving expenses are those costs that do not meet the Internal Revenue Service's definition of qualified expenses and are, therefore, reportable and taxable as income. The following moving and relocation expenses incurred will be reportable as taxable income: Meals connected with the move; Pre-move house hunting trips; Temporary living expenses; Sales or purchase of a residence; Leases, unexpired or new; Storage more than 30 days after moving into residence; Mileage reimbursement in excess of the federal moving expense mileage rate; (for the current federal moving expense mileage rate, please refer to the HR Technical Benefits Letter (TL-BEN xx) located under Management Memos on the travel web page; and Moving expenses that do not meet the time or distance test. Questions regarding the potential impact of moving and relocation benefits, as taxable income should be directed to a qualified tax advisor. Reportable reimbursements will be reported to the State Controller's Office by the 10th of the month following the month in which the claimant is paid, and all applicable taxes will be withheld from that period's payroll warrant. For example: taxable expenses paid to a claimant in January would be reported to the State Controller's Office by February 10th, resulting in taxes being withheld from the March 1st payroll warrant. VI. Foreign Currency Conversion Foreign travel expense claims are handled much the same way as in-state and out-of-state claims, with one exception. When preparing a foreign travel expense claim, it is necessary to obtain the U.S. dollar conversion rate for the foreign currency so that the claim is submitted in U.S. dollars. This information can be obtained from one of numerous web sites providing both current and historical foreign currency exchange rates. Some suggested web sites include, but are not limited to: The Universal Currency Converter http://www.xe.net/ucc Travel Expense Calculator http://www.xe.net/tec Classic 164 Currency Converter http://www.oanda.com Foreign currency rates fluctuate each day, but usually not by any great amount. Calculating each day separately will create an extremely accurate claim, but can be time consuming. As an alternative, you may choose to use only one day, either the first or last day of the trip, and convert each expense amount by that same conversion rate. You must include a print out of the web site showing the day and the conversion amount, and attach this as back up documentation to the actual travel expense claim. If a conversion rate is taken from the newspaper or if proof of the conversion rate is provided by the claimant, you may use the formula below to convert to U.S. dollars. (Please provide a copy of the newspaper showing the date and rate or a copy of the proof provided by the claimant as back up to the travel expense claim). To convert foreign currency to U.S. dollars, multiply the foreign expense amount by the U.S. conversion unit. Example: Foreign Expense Amount 9,817 YEN Conversion Rate: 1 YEN = 0.00698372 U.S. dollars Equation: 9,817 x 0.00698372 = $68.55 To convert the U.S. dollar to the foreign currency, divide the foreign expense amount by the foreign conversion unit. Foreign Expense Amount 9,817 YEN Conversion Rate: 1 U.S. dollar = 143.19 YEN Equation: 9,817 / 143.19 = $68.55 If you need assistance in converting foreign currency, call the Accounts Payable Travel at extension x73159. VII. Project Authorizations Project Authorizations are used as a means to reimburse the campus via the Chancellor's Office for special project activities. Project Authorizations are restricted to the individual designated for the special project or activity. No substitute individual is allowed without prior approval from the Chancellor's Office. Funds must be paid in accordance with the instructions provided by the Project Authorization. Upon completion of the travel for the special project, department secretaries should take the following steps: Review the Project Authorization for the authorized person, authorized amount, and expiration date. Prepare the travel expense claim. Attach the proper receipts and supporting documentation,. Submit the completed original travel expense claim to the Travel Desk in Accounts Payable SH105. The reimbursement will be based on the authorized amount and actual allowable cost incurred as reported on the campus travel expense claim. The department is solely responsible for monitoring the available funds remaining in the project authorization. If a department wishes to authorize from it's own department account any portion of the travel expense claim that exceeds the amount allowed on the project authorization, it may do so by referencing the department account on the claim and identifying the amounts to be paid form each account. VIII. CSUSB American Express Corporate Card The American Express Corporate card offers travelers the convenience of not having to use personal credit cards for travel related expenses such as hotel bills, meals, car rentals, and other University travel related expenses. The card is particularly useful when faced with last minute travel plans that may not allow sufficient time to obtain travel advance checks. Use of the American Express Corporate card provides the traveler with the proper means to obtain discounted contract car rental rates, non-contract car rental, and discounted (YCAL) airfare rates(if your campus participates in this program) as contracted by the State of California for the purposes of state business travel. The card also provides the means in many cases for the traveler to provide proof of state business/payment at lodging establishments in order to obtain the hotel transient occupancy tax waiver. The card is available at no annual fee to the individual. Card members will receive several travel benefits with the use of their card, including Business Travel Insurance and Baggage Insurance at no additional charge (subject to terms, conditions and exclusions). Charges are billed directly to the cardholder and are payable by the cardholder. The University will reimburse the traveler all allowable expenses after a properly completed and approved travel expense claim is received by Accounts Payable. Application for an American Express Corporate card is made through the Human Resources Department. Please contact HR at x75138 for more information on obtaining a card and the benefits associated with the card. IX. Discounted Airfares -- YCAL The State of California has contracted with specific airlines to provide discounted airfare to employees traveling on state business. Employees of many campuses may make use of these discounted fares (YCAL rates). Our most recent contract for discounted airfares for official state business has expired as of June 30, 2009. When a new contract is negotiated, updated information will be made available. Discount Airfares for Official State Business, YCAL (In-State, Out-of-State, International) X. Privately Owned Vehicles Before employees can be authorized to use privately owned vehicles to conduct official state business, they must have in their employing department's office an Authorization to Use Privately-Owned Vehicles on State Business form (STD 261). This form certifies that the vehicle used is covered by liability insurance for the minimum amount prescribed by law and that other safety factors are in effect. The supervisor responsible for approving the use of privately owned vehicles must maintain the original form in their office. This form is valid for a period not to exceed one year. It is suggested that departments have any employees that may be traveling on state business renew the form each September. Failure to complete the form may result in the denial or delay of travel expense reimbursements to the employee. If an employee should be involved in an accident in his or her own vehicle while on a trip for the University, the individual must contact Facilities Services at (909) 537-5166 immediately as accident report form STD 270 must be completed to the Office of Risk Management within forty eight (48) hours. Attachment - Standard form 261 for Authorization to Use Privately Owned Vehicles on State Business XI. State and Commercial Rental Vehicles Attachment for State and Commercial Rental Vehicles - Management Memo State Vehicles/Enterprise Vehicles CSUSB's Facilities Services maintains a limited number of state owned vehicles and currently uses the University's contract with Enterprise to provide most vehicles for travel purposes to employees traveling from the vicinity of the campus to a destination within California and back. For current information on obtaining a vehicle through Facilities Services, visit their web site at http://facilities.csusb.edu/services/vehiclereservation.asp or contact them at x75174. In addition, the Defensive Driving Card must be obtained from Parking Services. Please contact them at http://adminfin.csusb.edu/parking/. Commercial Car Rental Contracts (for use in obtaining rental vehicles other than Enterprise on- campus) The State has contracted with Enterprise to obtain government rates. Use of the State contract ensures the traveler a contract rate with Enterprise and complete insurance coverage in case of an accident. The Collision Damage Waiver (CDW) and the Personal Accident Insurance (PAI) should be declined whenever a contract rental car is used. Use of the State contracted rental car agency includes $500,000 liability insurance and full collision and damage waivers for the rental vehicle. Use of contract car rental agencies not only protects the state, but the state employee as well. In order to rent a car under the state contract, the traveler must be identified as a state employee, have a CSUSB American Express Corporate Card, and a valid driver's license. The reservation of the car must be made directly with the vendor. Please refer to the current management memo found on the CSUSB web site for a complete list of contracted vendor's and their corresponding contact numbers. If the traveler does not possess a CSUSB American Express Corporate Card, please contact Human Resources at x75138 for information on how to obtain a card. Non-contracted Rental Vehicles Travelers may use the services of a non-contract company. The unavailability of a contract company vehicle shall be stated on the employee's travel expense claim as justification for the use of a non-contract company. Be advised that liability insurance or collision damage waivers are not normally included in the rate when renting from a non-contracted vendor; however, use of the American Express Corp. Card for payment provides the necessary liability insurance and is the required form of payment. Please note that in those cases where a contracted rental vehicle was available, but the traveler chose to use a non-contract vendor, the reimbursement of the vehicle rental will be only for the lesser of the contracted rate or the non-contracted amount. Note on Personal Usage The state contracts and their corresponding rates listed are for the purposes of state business only and not for personal use. Employees wishing to extend the rental of a vehicle (whether obtained from a contracted or non-contracted vendor) for personal business will make arrangements with the vendor to have the rental agreement for State business closed out at the end of their State business and a new agreement opened for any personal use. It is not acceptable to extend rental agreements for official business and pay the difference for those days the vehicle was used on personal business. FOR FOREIGN CAR RENTALS -- CONTACT ACCOUNTS PAYABLE PRIOR TO THE TRIP. XII. Hotel/Motel Transient Occupancy Tax Waiver Form State employees traveling on official state business are exempt from paying local occupancy taxes in California. The Hotel/Motel Transient Occupancy Tax Waiver form must be presented at the time of registration (some establishments may provide and request their own version of the waiver form to be completed). At the time of check in, explain that you are on state business, give the completed form to the clerk, and request the clerk to waive the tax. Some lodging establishments will not allow the exemption unless charges are paid with a state credit card -- specifically an American Express Corporate Card (please contact Human Resources at x75138 for information on how to obtain a card). Some lodging establishments may not recognize the CSU as a state agency and will refuse to grant the tax waiver. It is encouraged that travelers make use of this exemption whenever possible. Attachment Standard Form 236 - Hotel/Motel Transient Occupancy Tax Waiver form Forms may be obtained on our web site at http://admnacct.csusb.edu/forms.htm.