Travel Allocations – Chancellor’s Office Travel for Staff only

Campus employees traveling on behalf of the CO should continue to submit their travel claims to their own campus for reimbursement.

The CO does not process travel claim payments directly to campus employees because of the possibility of duplicate payment.  In addition, the campus is in the best position to identify any reportable payments and convey that information to the payroll department.

Many departments at the CO write a confirmation letter to campus personnel authorizing travel and providing a reference number (the COCSUXXXX mentioned below).  We would like the number to appear on the invoice when you bill the CO.  In AP, we use that information to locate the proper approver here at the CO.  If you did not receive a letter or a reference number, then you should include the name of the person at the CO that authorized the travel so that we can get the approvals and pay the invoice.

Campuses must invoice the CO and a check will be issued to the campus. Campuses should reference COCSUXXXX (where XXXX is the department number in the Department's usual chartstring) when invoicing the CO for travel. The department number will be used by CO Accounts Payable to locate the approver so that invoice can be coded and approved. The campus should reference the identifier on the invoice in the same manner that they would reference a PO number.

Note: This will not set up an encumbrance in the Procurement system. The department number is only to help the AP tech identify who will be approving and coding the invoice.