Sac State University Policy Manual
Travel Authorization and Expenses

Policy Administrator:  Vice President for Administration/CFO
Authority:Integrated California State University Administrative Manual (ICSUAM) Policy 3601.01; Policy Mandates; Executive Order 37 Authorization and Appointment of State College Presidents to Approve Sabbatical Leaves; Executive Order 181 Provisions for Extension and Summer Sessions Independent Study Programs Involving Foreign Travel; Executive Order 590 Student Air Travel; Executive Order 688 Delegation of Authority–Approval of Travel Requests; Executive Order 715 California State University Risk Management Policy; Executive Order 731 Designation of Chief Financial Officer; Executive Order 760 Procurement Cards; Executive Order 761 Hospitality, Payment or Reimbursement of Expenses; Executive Order 842 Competitive Bid of Goods & Services; Executive Order 849 CSU Insurance Requirements; Executive Order 1000 Delegation of Fiscal Authority and Responsibility; Executive Order 1041 CSU Student Travel Policy
Effective Date:  April 1, 2011
Updated: March 18, 2011
Cross-References: Travel Procedures and Regulations
Policy Number: ADM - 0147

Travel Policy
Travel Authorization and Expenses

This policy articulates the California State University, Sacramento’s requirements related to official University business travel to assure that funds allocated towards travel are appropriately used, properly authorized, supported by a documented business purpose, substantiated by applicable receipts, correctly processed for payment, and in compliance with all applicable regulations.

California State University, Sacramento (University) pays or reimburses for travel related expenses that are ordinary, reasonable, not extravagant, and necessary to conduct official University business. All expense reimbursements and business travel arrangements must comply with University policies and procedures, prudent accounting practices, and applicable collective bargaining agreements.

This policy applies to all University employees, students, and others traveling on official University business and where the University will be paying for the travel. The terms set forth in an extramural funding agreement govern only when such terms are more limiting than the University’s travel regulations.

It is expected that University employees will act in an ethical and responsible manner, regardless of whether a particular rule or policy statement addresses a specific situation. Travelers may be held accountable for their conduct under any applicable University policies, procedures, collective bargaining agreements, and/or applicable provisions of the California Education Code. Where the provisions of this policy are in conflict with the collective bargaining agreements pursuant to HEERA, the collective bargaining agreements shall take precedence.

The University assumes no financial responsibility for expenditures incurred by individuals who fail to adhere to this policy and associated procedures and regulations. 

Exceptions to this policy must be in writing, documented and approved by the President, or his designees (appropriate divisional Vice President).

Responsibilities
It is the responsibility of each individual who spends funds related to official University business travel and for each approving authority who approves use of funds related to official business travel to be aware of and follow the University travel policy and related procedures in effect at the time of travel.  The approving authority is the University employee who has been granted authority, by way of the University Common Financial System (CFS) Delegation of Authority process, to approve the use of funds.
The University Accounts Payable and Travel Office will review/audit for compliance with policy; verify the appropriate approver; ensure appropriate documentation is submitted; and process reimbursements and payments.

Authorization to Travel
Authorization for reimbursed University travel is granted via the approval of the CFS on-line requisition by the employee’s approving authority prior to the start date of the requested travel. 

Authorization for non-reimbursed University travel is granted by the employee’s approving authority prior to the start date of the requested travel by use of the Unfunded Travel Request form.   

Travel Related Expenses
Travelers are expected to utilize CSU preferred vendors and CSU negotiated terms and conditions whenever possible. Use of additional waivers and discounts available to governmental employees is strongly encouraged. Travel expenses not directly related to official University business are not reimbursable.

Reimbursement limits and documentation requirements for various destinations and lengths of stay are provided in the University Travel Procedures and Regulations. Exceptions for expenditures that are typically non-reimbursable, and arise because of special or unusual circumstances, must be authorized or approved and documented by the President or the traveler’s divisional Vice President.

Miscellaneous
Any altering of business-related travel for personal convenience is permitted as long as there is no additional cost to the State or loss of productivity.  It is expected that individuals traveling on University business will take all steps to minimize risk to themselves and the University. This includes utilizing safe transportation and lodging options and acquiring appropriate insurance coverage.

Scope
This policy applies to all University employees, students, and others traveling on official University business and where the University will be paying for the travel.

Procedures


Travel Procedures and Regulations

Resources, Reference Materials, Laws, State Codes, Executive Orders, Regulations and Mandates:

  • Integrated California State University Administrative Manual (ICSUAM) Policy 3601.01
  • Policy Mandates
  • Executive Order 37, Authorization and Appointment of State College Presidents to Approve Sabbatical Leaves
  • Executive Order 181, Provisions for Extension and Summer Sessions Independent Study Programs Involving Foreign Travel
  • Executive Order 590 Student Air Travel
  • Executive Order 688, Delegation of Authority – Approval of Travel Requests
  • Executive Order 715 California State University Risk Management Policy
  • Executive Order 731, Designation of Chief Financial Officer
  • Executive Order 760, Procurement Cards
  • Executive Order 761, Hospitality, Payment or Reimbursement of Expenses
  • Executive Order 842, Competitive Bid of Goods & Services
  • Executive Order 849, CSU Insurance Requirements
  • Executive Order 715, California State University Risk Management Policy
  • Executive Order 1000, Delegation of Fiscal Authority and Responsibility
  • Executive Order 1041, CSU Student Travel Policy

 

Approved by Alexander Gonzalez on March 18, 2011