Where is the farthest place you traveled?

1. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Where is the farthest place you traveled?

2. Introduction to Financial Services:Travel Policy

3. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Who is this training for?Do you……. • Travel to conferences, meetings or trainings? • Make travel arrangements for yourself and/or others? • Prepare claims or process reimbursement payments? • Approve travel authorizations and reimbursements for travel expenses?

4. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL OverviewHigh Level • Provide a high level overview of ICSUAM 3601.01 - Travel Policy • Most common travel scenarios & reimbursements such as: • Transportation • Mileage • Lodging • Travel reminders • Reimbursement standards • And more!

5. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Training Materials This presentation includes detailed notes for your future reference. To navigate to the notes page, select View, then Notes Page. The notes page will appear, with a slide image and detailed notes.

6. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Travel Policy: 3601.01

7. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Travel Procedures

8. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Travel Procedures Table of Contents INTRODUCTION SCOPE PAYMENT OF TRAVEL TRANSPORTATION EXPENSES SUBSISTENCE EXPENSES MISCELLANEOUS TRAVEL EXPENSES SPECIAL TRAVEL SITUATIONS TRAVEL RELATED INSURANCE REPORTING TRAVEL EXPENSES APPROVAL OF TRAVEL CLAIM TRAVEL WI/IN THE CONTIGUOUS U.S. – > 30 DAYS TRAVEL TO ALASKA, HAWAII OR THE U.S POSSESSIONS INTERNATIONAL TRAVEL REFERENCES APPENDIXES

9. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Why have a Travel Policy?To assure that funds allocated towards travel are: • Appropriately used & authorized • Supported by a documented business standard • Substantiated • Compliance with all applicable regulations • IRS tax reporting requirements • Consistently applied across the CSU

10. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Who does the Travel Policy apply to? EVERYONE!

11. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Authorities & Exceptions Travel Policy and Procedures are issued under the Chancellor’s delegation of authority to the Executive Vice Chancellors and Campus Presidents. Exceptions: Chancellor, Campus President, or their designees may approve exceptions to the CSU Travel Policy & Procedures. Approval for the exception must be documented.

12. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Responsibility of Traveler • Expenses are ordinary, reasonable and not extravagant. • Expense Report (ER) within 60 days of the end of trip • Verify meal and incidental costs • Chartfield information • Receipts • Adhere to CSU Travel Policy & Procedures (and any department imposed procedures and restrictions) Understand & adhere to CSU Travel policy.

13. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Responsibility of the Approver Designated to approve travel claims and ensures all expenses are reasonable in price, purpose, and necessity • Responsibilities: • Expenses are correct • Expenses charged to correct fund • Validating business purpose • Approve/Deny payment • Compliance with travel policy

14. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Responsibility of Accounts Payable Chancellor’s Office Travel Reimbursement Department • Among Accounts Payables responsibilities are CO travel reimbursement. Accounts Payable will: • Review Expense Reports for compliance with policy • Ensure appropriate documentation is included • Process reimbursements & payments Direct deposit for travel reimbursement is a separate form from your paycheck direct deposit!

15. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Payment of Travel Two most common payment types for travel CO Paid/Direct Pay Expenses not paid by the traveler Registration Fees, airline tickets, rental cars Traveler Paid Expenses paid by the traveler Lodging, meals, incidentals, transportation related expenses (gas). Traveler requests reimbursement.

16. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Transportation Expenses Most economical mode of transportation Car Rentals, Private Car Mileage, Parking, Taxis, Uber, Lyft and more. Not Included: Motorcycles & Bicycles

17. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Air Travel Coach or any other non-refundable discounted economy-class fare should be used whenever ticketing restrictions are reasonable. This applies to all travel (domestic or international, or any combination of the two) regardless of the purpose or fund source. Baggage Fees The University will pay for the cost for checked baggage that is considered reasonable and necessary for the business purpose and length of the trip. The approving authority is responsible for determining if the fees are appropriate.

18. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Rental Cars Vehicles must be rented from contracted companies for best rates and insurance coverage. National and Enterprise are currently contracted with the State of California and the CSU. • Fuel charges reimbursable with receipt. • Rental cars should be returned with a full gas tank. • Economy or intermediate size car is the allowable option. • Rental cars are paid directly by the CO, not out of the travelers pocket. Add-ons are not reimbursed (GPS, Satellite radio, etc)

19. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Private Vehicle & Mileage Reimbursement rate published annually by the IRS. Fuel, maintenance, insurance, repairs, depreciation, and more. • Reimbursement based on miles driven. • Authorization to Use Privately Owned Vehicle on State Business form must be completed and kept on file.

20. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Allowable Mileage No Overnight Stay Away from normal work location (example: one day training) Mileage between home and one location: Reimbursement for round trip mileage between home and the assignment location, or between the normal work location and the assignment location-whichever is less. Mileage between home and multiple assignment locations: Reimbursement for round trip mileage between normal work location (not home) and the first assignment location visited and round trip mileage between successive locations visited. Additional examples in travel procedures

21. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Irvine Mileage Scenarios 5 Miles Downtown Los Angeles 15 Miles 15 Miles 5 Miles CSULB LAX Airport 15 Miles Chancellor’s Office Downtown Long Beach Home Seal Beach

22. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Miscellaneous Auto-Related Expenses Additional claims for travelers using vehicles are: • Parking • Ferries • Bridges • Tunnels • Tolls roads

23. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Subsistence Expenses Cost of spending on business travel. • Lodging • Meals • Incidentals

24. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Lodging Nightly rate, excluding taxes, cannot exceed $275 unless there is justification with pre-approval. example: a conference rate for the hotel attended exceeded $275 • Itemized receipts are always required. • Lodging can be reimbursed when traveling on business more than 25 miles (one way) from work location or home, whichever is closer • Occupancy Tax Exemption: University employees traveling on official business may be granted an exception from the payment of occupancy taxes imposed by these cities on the rental of rooms.

25. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Meal Reimbursement Actual expenses incurred up to daily limit. Travel lasting 24 hours or more Daily Limit: $55/day cap Any cost incurred above cap is the Traveler Responsibility. Meal reimbursement cap cannot be treated as a per diem! $10 breakfast/$15 lunch/$20 dinner=$45 Total Claim=$45 (not $55 cap)

26. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Meals NOT Reimbursable Meals as part of an event Example: Lunch at a training conference No reimbursement Less than 24 hours with overnight stay Example: 7PM-5PM the next day-22 hours Reimbursement authorized up to maximum daily amount for single day for the entire trip even if the trip takes place over two consecutive days. Less than 24 hours with NO overnight stay Example: 5AM-11PM-18 hours Meal reimbursements without an overnight stay is reported to IRS as taxable income.

27. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Incidental Expenses Actual expenses not to exceed $7 per day Includes: Tips to bellhops; baggage carriers; hotel housekeepers, etc. No incidentals on first day of travel. Receipts not required

28. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Miscellaneous Reimbursable ExpensesNot Incidental Expenses Tips: Meals, taxi, Uber Business Related Expenses: Internet, copy services, postage, Wifi, etc. Registration/Event Fees: Conference, Conventions, other meetings

29. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Non-reimbursable Expenses There are various expenses that are not eligible for reimbursement using University funds. Some of those items are: • Fines/Citations • ATM/Credit Card Fees • Clothing & Accessories • Luggage • Personal Care • Pet Care • Dependent Care

30. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Lodging, Meals & Incidental Caps

31. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Assembly Bill 1887 PROHIBITION ON STATE-FUNDED AND STATE-SPONSORED TRAVEL TO STATES WITH DISCRIMINATORY LAWS AB 1887 is a California law that prohibits state agencies from allowing its employees to travel to any state that has enacted a law that discriminates on the basis of sexual orientation, gender identity or gender expression. The current travel ban states are: Alabama, Kansas, Kentucky, Mississippi, North Carolina, South Dakota, Tennessee, Texas

32. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL International Travel International travel differs from domestic travel • Special approvals and insurance may be required • Meals & incidentals combined per day and claimed for amounts incurred up to the published federal government per diem. • Lodging expenses incurred are claimed up to the published federal government per diem. Receipts are not required for international reimbursement. • Per diem amounts SHOULD be used as a cap.

33. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Expense Report The total amount of all expenses pertaining to a trip must be accounted for when submitting a travel expense claim • Substantiation of Expenses Must Include: • Origin and destination of trip and route taken. • Purpose for the travel • Amount of each expenditure by date and location • Documentation Requirements: • All expenses over $75 must have an itemized receipt that shows what was purchased and proof of payment. • Your department may be more stringent

34. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Certification of Expenses Certification of expenses claimed on expense report Submitting an expense report is certifying the amounts claimed are a true statement of expenses incurred while on official University business and that the original receipts have been submitted. For an expense where a receipt is not required, the employees signature is substantiation for that expense.

35. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL CalTravelStore & Concur CalTravelStore: Authorized travel agency for the State of California Concur: CalTravelStores self-service reservation system eTravel: Travel Authorizations & Expense Reports Business travel for the Chancellor’s Office should be booked through CalTravelStore and Concur.

36. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Timelines for Reimbursement Properly prepared & approved Travel Claims will be processed and approved within 10 business days of receipt in accounts payable. Required method for employees for reimbursement claims is eTravel

37. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Most Common Errorsand how to avoid them so your payment is not delayed Incorrect Chartfield Information in eTravel Check accounting information under Default Accounting 2. Missing or non-itemized receipts Make sure to submit all itemized receipts for purchases over $75 (or $25 depending on your department). 3. Hotel over $275 w/o authorization If over $275, obtain prior approval in writing. When in doubt, provide additional or extra documentation.

38. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Travel Reminders • Always refer to the travel policy and procedures when you are unsure if an expense is reimbursable or not, or are looking for clarity on anything travel related. • Be sure to submit your expense report within 60 days of the end of your trip. • When renting a car, be sure to use State Contracted companies to ensure you have the appropriate insurance coverages and the best rates. • The University assumes no financial responsibility for expenditures incurred by individuals who fail to adhere to policy. • When traveling on University business take all steps to minimize risk to themselves and the University.

39. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Traveler Resources

40. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Traveler Resources Useful guidelines and Related Principles on Travel Policy Page Under information section of Travel Policy.

41. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Traveler Resources For Accounts Payable travel related questions, contact Accounts Payable at: accountspayable@calstate.edu Travel Services Webpage: Tools & Services>Travel Services eTravel: Tools & Services>Travel Services>eTravel

42. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Questions?

43. INTRODUCTION TO FINANCIAL SERVICES: TRAVEL Mapotraining@lists.calstate.edu For Financial Services training assistance & other questions, contact MAPO at: mapotraining@lists.calstate.edu Reminders: Feedback Survey Training ListServ ICSUAM ListServ CO Fiscal information Listserv