Reimbursement for Travel

Form: TRAVEL EXPENSE CLAIM - STD 262 may be downloaded in Excel Format.

Using CSU Chancellor's Office rates (see Subsistence Allowance below), actual and necessary expenses will be paid for approved travel involving official university business. Subsistence expenses must be incurred more than 25 miles from the individual's normal work location. Submit travel expense claims to Accounts Payable, Sequoia Hall 311 (mail zip 6004) upon return from the trip. Instructions for completing this form are listed on the PDF format of the form. The minimum claim amount is $10. If the amount claimed for any month does not exceed $10, the filing may be deferred until the total amount claimed exceeds $10 or until June 30, whichever occurs first. At the end of the fiscal year, all travel expenses must be claimed for June 30 or earlier. All travel must be claimed every month, but not more than 6 months old.

Subsistence Allowance - Less than 24 Hours

Note: Any meals reimbursed for business trips less than 24-hours that do not include an overnight stay are subject to income tax withholding in accordance with IRS regulations. Taxes of 38.65% (25% Federal, 6% State, 1.45% Medicare and 6.2% Social Security) will be withheld from your subsequent payroll warrant in addition to your normal withholding.

In-State and Out-of-State

For travel which is less than 24 hours, the individual may claim the allowance for breakfast ($10.00) and/or dinner ($25.00), provided the travel begins before 7:00 a.m. and/or ends after 6:00 p.m. Receipts are not required; however, only those meal expenses that were incurred will be reimbursed. The normal work day for university faculty and staff is 8:00 a.m. to 5:00 p.m.
For travel less than 24-hours that requires an overnight stay, an individual may claim actual lodging expenses provided an itemized receipt is submitted and the cost is not excessive. All faculty/staff should make every attempt to obtain lodging where discounted rates for state employees are offered. By approving the travel expense claim, the approving authority certifies that the expense was reasonable and necessary to conduct official university business.

Individuals who travel for less than 24 hours may not claim any lunch allowance.

Subsistence Allowance - 24 Hours or More

In-State and Out-of-State

For each complete 24-hour period an individual may claim actual lodging expenses provided an itemized receipt is submitted and the cost is not excessive. All faculty/staff should make every attempt to obtain lodging where discounted rates for state employees are offered. By approving the travel expense claim, the approving authority certifies that the expense was reasonable and necessary to conduct official university business.
Meals and incidentals up to the daily maximum of $55 do not require receipts; however, the expense needs to be incurred in order for the employee to be reimbursed.

Up to $50 for meals (Breakfast $10, Lunch $15, Dinner $25) may be reimbursed for each complete 24-hour period.

A $5 incidental allowance may also be claimed for each complete 24-hour period.

For travel which is the last fractional part of a period of travel of more than 24 hours, the authorized allowance for meals or lodging will be paid. If the travel extends past 9:00 a.m., a breakfast may be claimed ($10); if the travel extends past 2:00 p.m., a lunch may be claimed ($15); if the travel extends past 6:00 p.m., a dinner may be claimed ($25). If the travel extends overnight, lodging may be claimed for actual lodging expenses provided a receipt is submitted.

Exception to Subsistence Allowances

All procedures governing short-term travel and subsistence allowances will apply except that employees may be reimbursed for actual subsistence expenses, supported by receipts, when a convention or conference is planned and arranged by a non-CSU agency if such expenses are beyond the control of the employees and the approving authority so certifies.

Long-Term Travel (In-State or Out-of-State)

Faculty and staff who are in one location for 31 or more consecutive days may claim $68 per day. Partial day allowance for less than 12 hours is $34, for 12-24 hours is $68.00. These amounts include lodging, meals and the incidental allowance.

Non-Commercial Allowance (Camping and research projects)

On occasion, the use of camping equipment, vans, or other non-commercial subsistence facilities may be acceptable both to the individual and to the University. In such instances, the individual may claim $68 per day beginning on the first day of travel. This amount includes the lodging, meals and incidental allowance. Partial day allowance for less than 12 hours is $34, for 12-24 hours is $68.00.

Reimbursement for Attending Conventions, Conferences or Business Meeting (In-State or Out-of-State)

Expenses must be incurred more than 25 miles of the individual's normal work location. Registration fees are not allowed for conferences called by the University for its own staff.

Submit requests for reimbursement of registration fees paid on an In-State or Out-of-State Travel Expense Claim. The registration fee must be substantiated by a receipt. When a claim for a conference or convention expense exceeds $500 or more than two persons from the department are attending, the President or his designee must approve on line 17. This requirement does not apply to business meetings, training or workshops.

Reimbursement for Parking Fees (In-State or Out-of-State)

Reimbursement for parking fees of more than $10.00 for any one continuous period of parking requires a receipt.

Reimbursement for Business Related Expenses

Telephone calls (business related) of less than $5.00 do not require a receipt. A receipt is required for registration fees.

Reimbursement for Use of Bus, Train, Scheduled Airline (In-State or Out-of-State)

Reimbursement will be made only for the method of transportation which is most economical and in the best interest of the CSU, considering both direct expense as well as the employee's time. Please refer to the section on General Travel Policy. Receipts must accompany all claims for bus, train, or airline fares. If using ticketless travel, request a proof of flight (printed ticketless Itinerary/Receipt) at the time of your reservation. Claims for reimbursement of additional charges beyond your control for transportation by train or scheduled airlines may be allowed if accompanied by a full explanation stating facts constituting the official necessity.

Reimbursement and Operator Requirements for Privately Owned Automobiles (In-State or Out-of-State Requests)

Privately owned automobiles may be used for official university business when operator requirements are met and prior approval by immediate supervisor is obtained.

Automobile Operator Requirements

Faculty and staff authorized to drive state equipment or use privately owned vehicles on state business must possess a valid California driver's license. Individuals who drive more than once a month on official state business in either state or privately owned vehicles must maintain an accident-free good driving record and successfully complete an approved defensive driver training course. For information on defensive driver training contact from Faculty and Staff Affairs, extension 6326.

Before an individual may be authorized to use a private vehicle on state business, an Authorization to Use Privately Owned Vehicle on State Business form (STD 261) must be completed each fiscal year and is retained on file by each department. The individual must certify in writing that the vehicle used will always be:
- Covered by liability insurance in at least the following amounts:
- Adequate for the work to be performed.
- Equipped with seat belts.
- In safe mechanical condition.
The department supervisor shall verify that there is a current authorization form on file before signing a Travel Expense Claim. The signatures on the Travel Expense Claim certify that the minimum insurance and safety factors were in effect and had been properly recorded before the privately owned vehicle was used.

The insurance policy maintained by the State is applicable only to any liability over and above the insurance limit maintained by the individual. The normal practice of insurance carriers is to allow occasional business use of privately owned vehicles without a premium increase. The employee should check with their personal automobile insurance agent to make sure their insurance covers business trips. Individuals using these vehicles more frequently on state business may be placed in a higher premium class. If an individual has not notified their insurance carrier of the use of a private automobile on state business and has an accident, the insurance company must cover the accident unless deceit on the insurance application can be proven.
For more information regarding the Use of University or Private Vehicles on Official University Business, click here to refer to PM 02-10 on the CSU website.
Reimbursement Rates

Mileage Rate Beginning July 1, 2008

Where an employee is authorized to operate a privately owned automobile, a mileage reimbursement rate of 58.5 cents per mile will be allowed without certification. Certification is needed for mileage reimbursement rate over 58.5 cents per mile.

The certification reads:

"I certify that the actual cost of operating the vehicle was equal to or greater than the rate claimed."

The traveler's signature is required in the "Claimant's Signature" section.

Unlimited miles may be claimed in a calendar month, however, department heads have the responsibility of authorizing the most economical method of transportation.

Regulations require all who file claims using rates in excess of 58.5 cents per mile to maintain adequate records of expenses while operating their vehicle(s) to satisfy IRS requirements. Claims submitted for reimbursement in excess of 58.5 cents a mile will be reported to the Internal Revenue Service as reportable income for tax purposes.

When a privately-owned vehicle is authorized and used for travel to or from a common carrier terminal and the car is not parked at the terminal during the period of absence, a rate over 58.5 cents per mile (round trip) may be claimed only while the faculty or staff member is an occupant of the vehicle for the distance between the terminal and his/her residence or headquarters, whichever is less

Frequently Claimed Mileage (In-State and Out-of-State)

Frequently claimed mileage fares for CSUS faculty and staff include: From To One-Way Mileage CSUS Sac Metro Airport 20 CSUS San Francisco 88 CSUS San Francisco State 96 University For directions and distances between points in the USA, refer to MapQuest. Mileage is computed from either headquarters (CSUS) or the traveler's residence to the destination, whichever is less, except that when travel to or from a common carrier begins or ends before or after the regularly scheduled work day or on a regularly scheduled day off, in which case the distance may be computed from the employee's residence.

Physically handicapped faculty or staff who must operate specially modified or equipped motor vehicles on official State business are allowed to claim up to 52 cents per mile with an executed certification and supervisory approval.

Reimbursement for Privately Owned Aircraft (In-State or Out-of-State)

A claim of an employee for transportation by privately owned aircraft shall be allowed where the employee has obtained prior approval of the use of this form of transportation from the University President. If an employee is to act as pilot, the employee must satisfy the requirements of the Insurance Officer, Department of General Services, as to liability insurance coverage. This is accomplished by completing an annual self-certification. The State shall not be responsible for payment of the premium for this insurance.

Reimbursement for use of the employee's privately owned aircraft shall be made at the rate of 50 cents per statute mile. Distance shall be computed on the basis of shortest air route from origin to destination, using airways whenever possible. Distance shown on the claim shall be clearly marked "Air Distance." An exception to the shortest air route will be granted when alternate routing is required because of hazardous flying conditions. When the trip is limited solely to state business and the air distance cannot accurately be computed from origin to destination, the President may authorize reimbursement for the actual cost of renting a plane.
Reimbursement for use of a rented aircraft will be for actual and necessary costs of such rental when substantiated by a voucher. Reimbursement will be authorized only for the size and type of aircraft necessary to complete the assignment.
When substantiated by a voucher, reimbursement will be made for actual and necessary expenses for landing and parking fees in connection with the use of the aircraft. Reimbursement will not be allowed for storage or parking fees at the location where the privately owned aircraft is normally stored.
If an employee is to act as pilot and carry passengers, the employee must, in addition to adhering to Federal Aviation Administration Regulations related to licensing and currency, have previously logged as a licensed private pilot in command on an aircraft at least 250 hours of actual flight. In addition, the employee pilot must have logged, as a pilot in command of an aircraft, at least 60 hours of actual flight within the preceding 12 months. Any employee pilot who has carried or intends to carry passengers may be required to present a log book substantiating that the employee meets these requirements. For the purpose of this rule, the term passenger shall be defined as any person other than the pilot traveling in the aircraft. An employee pilot who carries a passenger but fails to meet the above qualifications is not entitled to any reimbursement for that transportation expense.

Reimbursement for Privately Owned Motorcycle (In-State or Out-of-State)

There is no reimbursement for privately owned motorcycles or motor-driven cycles.