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Travel Reimbursement

Travel Reimbursement. Presented by: Myrna StaAna Andre Borghetti Anna Campbell . Travel Forms. Travel and Expense Claim Workbook. 2 of 21. Travel Authorization . Domestic Travel Retained by the traveler’s Department Manager for audit purposes. Can be shred after 4 years.

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Travel Reimbursement

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  1. Travel Reimbursement Presented by: Myrna StaAna Andre Borghetti Anna Campbell

  2. Travel Forms • Travel and Expense Claim Workbook 2 of 21

  3. Travel Authorization • Domestic Travel • Retained by the traveler’s Department Manager for audit purposes. • Can be shred after 4 years. • International Travel • Original TA signed by the President or his Chief of Staff should be attached to TEC form 3 of 21

  4. Travel Expenses Reimbursable travel expenses should be directly related to official university business. 4 of 21

  5. Prepaid Travel Expenses Any expenses that were paid by CI but not by the traveler. Using Check Request or PCard. Common Examples Are : Registration or Conference and training fees Airfare using Travel Store Rental Car using Enterprise Rent a Car Note: CI does not allow travel cash advance 5 of 21

  6. Transportation • Privately Owned Vehicle: • Mileage reimbursement of .565/per mile per CSU. • Rental Car • Contact Karina Cruz for CIT number. • Insurance will not be reimbursed. • Gasoline receipt • Other Form of Transportation • Train or bus • Taxi or Public transportation • Others 6 of 21

  7. Transportation • Airlines • Coach or any other discounted economy-class fare • Baggage fees are reimbursable • US Flag Air Carrier/Fly America Act • Travel using Grants and Contracts Fund Major U.S. Flag Air Carriers and Foreign Carriers in agreement with the Fly America Act: AirtranAirways (FL)Alaska Airlins(AS)America West Airlines (HP)American Airlines (AA)American Trans Air (TZ)Continental Airlines (CO)Delta Airlines (DL)Frontier Airlines (F9)Hawaiian Airlines (HA)Midwest Express (YX)Northwest Airlines (NW)Southwest Airlines (WN)Spirit Airlines (NK)United Airlines (UA)US Airways (US) 7 of 21

  8. Subsistence Lodging Meals Incidental expenses 8 of 21

  9. Subsistence - Lodging • Traveling on business 25 miles or more miles (one way). • Maximum lodging rate is $175.00 excluding taxes. • Employee should request for tax waivers and/or government rate. • Staying with friend or relative 9 of 21

  10. Subsistence - Meals • Overnight Travel • Meals are reimbursed for travel that includes an overnight stay. • Actual meal expenses up to $55/day • No meal reimbursement levels are defined per CSU. • Meal reimbursement of $25 or over required detailed receipt. 10 of 21

  11. Subsistence - Meals • Travel less than 12 hrs • Breakfast is reimbursable if travel begins 2 hours before work hours. Amount is reportable as income. • Lunch is not reimbursable • Dinner is reimbursable if travel ends 2 hours after work hours. Amount is reportable as income. • Actual meal expenses up to $55/day • Meal reimbursement of $25 or over required detailed receipt. 11 of 21

  12. Subsistence – Incidental Expenses Include Tips and fees Housekeeping Others that are customary in travel $7.00 per 24 hrs 12 of 21

  13. Travel To Alaska, Hawaii and US Possessions • Lodging • $175 per night excluding taxes • Detailed receipt required • Meals and Incidentals • Federal Per Diem for specific location • No receipt required. 13 of 21

  14. Travel To International Location • Lodging, Meals and Incidentals • Federal Per Diem for specific location • No receipt required. 14 of 21

  15. TAXABILITY OF INTERNATIONAL TRAVEL WITH PERSONAL USE • Personal travel combined with international business travel maybe subject to tax. • Trip with taxable event if BOTH of the following conditions are met • The total period of the trip is longer than one week, and • At least 25% of the trip is personal 15 of 21

  16. Other Reimbursable Travel Expenses • Registration fees • Parking fees • Business expenses • copying, mailing, equipment rental, supplies, local and long distance phone call, internet use. 16 of 21

  17. Approvals and Exceptions Travel Exceptions need written justification in the form of a memo or email approved by the President or his designee Over the limit lodging exception needs to be approved by the Finance AVP. 17 of 21

  18. Submission and Payment TECs should be received in AP on Friday before the end of business day. Check run is every Wednesday. Travel reimbursement check with special handling request will be available at SBS after email notification is sent. 18 of 21

  19. TEC Samples What went wrong? Presented by Andre Borghetti Anna Campbell 19 of 21

  20. Contact Information • Myrna Sta Ana (805) 437-8489 • myrna.staana@csuci.edu • Andre Borghetti (805) 437-3238 • andre.borghetti@csuci.edu • Anna Campbell (805) 437-8463 • anna.campbell@csuci.edu 20 of 21

  21. Q & A 21 of 21

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