Procedures for Completing Travel Expense Claims

Last Updated: October 15, 2007

Within thirty days of your return, the Travel Expense Claim form, STD. 262 must be submitted to Accounts Payable (Mail Code 6004) in order to clear any advances and to process any reimbursements due to you.  All receipts must be attached on an "8 1/2 X 11" paper in chronological order.


The Travel Expense Claim can be downloaded in Excel Format. In addition, there are Sample Travel Claims available for you to view in PDF Format.


Instructions for completing this form are on the reverse side of the PDF version. In addition please note the following special instructions:

1. Travel Order number must be indicated. See CMS Training to convert requisition numbers to PO (Travel Order) numbers.
2. Enter each day travel that has occurred using the 24 hour clock time
   (e.g. 0100 = 1 a.m., 1200 = 12 p.m., 1300 = 1 p.m., 2400 = 12 a.m.) on line 2.
3. On line 7b use:

   A= Airline
   B = Bus, air porter, light rail, BART
   R = Railway
   T = Taxicab
   PC = Private Car
   RC = Rental Car
   SC = State Vehicles

4. Enter the purpose of the trip and explanations for any unusual expenses and any travel advance checks received on line(s) 11.
5. Normal Work Hours: Enter 8:00am to 5:00pm on line 12.
6. Private Vehicle License No.: Enter license plate number on line 13.
7. Signature and Title of Authority for Special Expenses: Include signature of approving officer when conference or convention expenses exceed $500 or more than two employees attend the conference or convention on line 17.