Travel Procedures

Travel Procedures Payment Services Becky Lappin Manager Felisitas Alvarado Travel Coordinator Sally Shaff Travel Coordinator

2019 Changes • Mileage rate for business travel occurring on or after 1/1/19 is 58.0 cents per mile. • Mileage driven for moving purposes on or after 1/1/19 will be reimbursed at 20.0 cents per mile. • Boarding passes: You’re no longer required to provide paper passes due to the prevalence of virtual boarding passes. • Drinks will no longer be limited to one per meal. • Snacks and drinks purchased outside of meals are now reimbursable as long as the expense requirements are met: any meal over $24.99 requires a detailed receipt and the maximum reimbursed per day is $55.00. • Travelers should group expenses with the closest meal, timewise; i.e., a coffee purchased at 9:00am should be added to breakfast and a dessert purchased at 10pm should be grouped with dinner. If the total claimed for a meal is over $24.99, all detailed receipts that make up the claimed amount are required. This change is taking place in order to create efficiencies. • Conference meals are an exception to this change. No food or drink expenses can be reimbursed for the meals provided by the conference. • CSU Travel Restrictions – Assembly Bill (AB) 1887 (see page 4 for details) • South Carolina was added to the list effective 4/15/19. • There’s a new form for travelers to submit to request travel to one of the banned states. Prohibited State Travel Request Form • REAL ID Act – Homeland Security - Starting October 1, 2020, a REAL ID, U.S. Passport or military ID will be required by the federal government to board domestic flights . Read more about it on the DMV website: https://www.dmv.ca.gov/portal/dmv/detail/realid

CSU Travel Restrictions – Assembly Bill (AB) 1887 • Travelers and approvers are required to verify the current list on the California State Attorney General’s website before planning out of state travel. https://oag.ca.gov/ab1887 • South Carolina was added to the list effective 4/15/19. • 10 States, Alabama, Kansas, Kentucky, Mississippi, North Carolina, Oklahoma, South Carolina, South Dakota, Tennessee and Texas are subject to California’s ban on state-funded and sponsored travel. • No Stateside or sponsored travel funds may be used for travel to the banned states unless certain criteria are met. Exceptions to the travel prohibition may be granted for the following purposes: • Enforcement of California law, including auditing and revenue collection • Litigation • To meet contractual obligations incurred before the state became restricted • To comply with requests by the federal government to appear before committees • To participate in meetings or training required by a grant or required to maintain grant funding. • If an employee has met one of the exceptions and plans to travel to one of the banned states, they must submit the Travel Request Form to AB1887 Banned State. Backup that shows how they meet the chosen exception must be attached. The Dean and Provost or Vice President/Provost’s approval is necessary in order for travel planning to proceed. See the instructions on the form.

Travel Policy Highlights • The CSUB Travel Policy applies to all travel which will be paid by CSUB: for employees, students, visiting scholars, candidates, visitors, etc. • The University assumes no financial responsibility for expenditures incurred by individuals who fail to adhere to policy. • Travelers should not pay for each other’s expenses, even meals. (The only exception is an employee paying for student travel.) When a group of CSU employees eat together, each person must pay for their own meal. The CSU has a $55 daily per-person maximum which can’t be audited against if travelers pay for each other. • Any expenditures included on a travel reimbursement must be: • Ordinary, reasonable, not extravagant, and necessary to conduct official University business, and • Appropriately used and properly authorized, and • For a documented business purpose, and • Substantiated by original, itemized receipts ($25.00 and more), and • Correctly processed for payment, and • Compliant with all applicable regulations and agreements. • Grant terms, if more restrictive, takes precedence over the travel policy.

Travel Policy Highlights – continued • Claims should be filed within 30 days after the end of travel. • The CSU will only pay or reimburse for travel-related expenditures that are ordinary, reasonable, not extravagant and necessary to conduct official University business. • All expenses must be approved by an authorized administrator, an individual given that authority by the delegation of authority process. • Travelers should keep in mind that these are public funds, and travelers are representing CSUB. • Some travel reimbursements may be taxable to the traveler; i.e., one-day travel and relocation expenses. • The maximum tip allowed by the CSU is 20% (applies to all business units). Any tips over that amount will need not be reimbursed or will need to be repaid (if charged to a CSUB credit card). • International Travel - passports must be valid for a minimum of 6 months after the end of travel. • Group travel/retreats have more requirements than individual travel. Contact Payment Services for review before making reservations.

Before and During Travel Approval to Travel: All reimbursable travel must be approved prior to departure by the appropriate administrator. Pre-approval may be documented in one of three ways: • With an approved Travel Authorization Request Form (TARF), or • An approved Charge Request form, or • An approved Travel Advance. CSU’s cap for lodging is $275 per day, before tax. If your lodging is over $275 per day (pre-tax), required is an approved: • A Lodging Justification Form (departments under the Provost) or • A Travel Authorization Request Form (all others) (Only international travel is exempt from the $275 per day limit. See page 20.) Making reservations: Travelers are expected to use CSUB preferred vendors and CSUB negotiated terms and conditions whenever possible.List of preferred travel vendors. While traveling: Employees are expected to behave in an ethical and responsible manner and minimize any risk to themselves and to the University. Blanket Travel Authorization Request Forms (TARF) are allowed only for claims reimbursing mileage only.

How do you pay for CSU travel? • Campus is expected to use Charge Requests to pay for airfare, car rentals, and local hotel stays (for applicants and visitors) using our preferred vendors instead of paying for those expenses and then asking for reimbursement. • ChargeRequests:This is the preferred method to reserve rental cars, airfare and local lodging; expenses are billed directly to the University. • Government Personal Liability Cards (US Bank Travel Credit Card): CSUB employees may apply for a Government personal liability card if they will be traveling on a regular basis (currently 2+ times per year). The card will identify the employee as a Government employee, but all payments must be made directly to US Bank by the statement due date, regardless of the status of any travel claim reimbursements. • Personal credit cards or cash: A personal credit card or cash may be used. • Conferences/training should be paid via CSUB ProCard. • Advances: Available only on a limited basis for hardship circumstances. See the next page for details. • Airfare: Any airline reservations made with Uniglobe or in the Concur booking tool will be paid by CSUB. • Car rentals should be made directly with the vendor, in addition to submitting an approved Charge Request. CSUB will be billed by the vendor.

Travel Advances There are 3 types of travel advances: • Hotel advances may be obtained on a limited basis by employees under hardship circumstances. This advance requires the submission to Payment Services no later than 10 business daysbefore you require the check of all the following: • A completed Travel Advance form, and • A description of the hardship circumstances with: • Dean/MPP approval and • Cabinet Member approval and • A confirmation from the hotel, and • A conference flyer or meeting agenda. • Meal advances will be issued only for international travel and require an approved Travel Advance form be received in Payment Services at least 10 business days before you require the check. • Reimbursements to employees for expenses paid before travel require both: • A completed Travel Advance form must be received in Payment Services at least 15 business days before departure and • Proof that the travel expense was paid by the employee 30 days or more before departure.

Travel Advances (continued) Campus is expected to use Charge Requests to pay for airfare, car rentals, and local hotel stays (for applicants and visitors) using our preferred vendors instead of paying for those expenses and then asking for reimbursement. Travel Forms site. NOTE: If an expense was paid less than 30 days prior to departure and/or the completed paperwork was received in Payment Services less than 15 business days before departure, the Travel Advance will be returned to the requestor and they will be reimbursed on their travel claim, after the trip. • A traveler may have no more than one outstanding advance at a time. • If a trip is cancelled, postponed, or employment ceases, the advance must be returned immediately. • Advances must be cleared on a travel claim within 60 days of the end of travel. Failure to do so may affect your ability to receive future advances, trigger collection proceedings, and/or have the advance reported as taxable income. • All deadlines are for completed paperwork to be received in Payment Services.

Transportation Procedures Traveling by Private Automobile • Mileage costs for a private vehicle will ordinarily be reimbursed based on miles from the traveler’s work location to the destination. Mileage rate for reimbursement is $0.58 cents per mile as of Jan. 1, 2019. • Miles driven for relocation purposes will be reimbursed at $0.20 per mile as of 1/1/19. Relocation reimbursements are tax reportable beginning 1/1/18. • Mileage is calculated from Point A to Point B on Google Maps. Be sure to click on the car to calculate the correct driving mileage. Expenses resulting from side trips or stopovers will not be reimbursed. • For travel without an overnight stay (local conference, training, etc.), reimbursement will be made for mileage costs from the work location or home, whichever is less. • Mileage reimbursement rates are adjusted annually by the Chancellor’s Office. • Travelers are responsible for maintaining appropriate liability insurance if using a private vehicle.

Airbnb, Uber, Lyft Per California Assembly Bill AB2777, these lodging and transportation companies may now be used by state employees. The bill is valid through 1/1/2022. • Airbnb: • Authorized for individual travel. Retreats/group stays need to email accommodation details to Tim Ridley/Risk Management for review and approval before making reservations. • Before reserving accommodations, please evaluate the property and location. Examples are: • Using Google Maps or similar tool, locate the property address. • Verify the property matches the photos on the Airbnb site and/or • The neighborhood is in the desired location. • Uber and Lyft: • Are now authorized for CSUB travel. • Detailed receipts are required for expenses of $25.00 and more, including tip. • Maximum tip allowed is 20%.

Meals, Parking and Incidentals • Employees should pay for their own meals. The CSU limits our meal expenses per person to $55 per day and each employee needs to claim their own meals so they can be audited. • If you have a hospitality function while on a business trip, a Business Meal Approval Form needs to be completed and the expense charged to hospitality 660828. • Snacks and drinks purchased outside of meals are now reimbursable as long as the expense requirements are met: any meal over $24.99 requires a detailed receipt and the maximum reimbursed per day is $55.00. • Travelers should group expenses with the closest meal, timewise; i.e., a coffee purchased at 9:30am would be added to breakfast and a dessert purchased at 10pm would be grouped with dinner. If the total claimed for a meal is over $24.99, all detailed receipts that make up the claimed amount are required. This change is taking place in order to create efficiencies. • Conference meals are an exception to this change. If a conference/training provides meals, no reimbursements will be made for the same meals. • Any exceptions (i.e., due to a food allergy) must be detailed on the claim before submission. If there are no details regarding why meals, snacks, and drinks were purchased during the time a conference or training provided meals, those expenses will be deleted from the reimbursement. • A daily agenda is required for all conference and training claims. (Continued on next page)

Meals, Parking and Incidentals (continued) • Reimbursement of most expenses begins when the traveler leaves his/her residence or normal work location – whichever occurs last – and ends when the traveler arrives back to residence or work location – whichever occurs first. Meals are an exception (see details on page 17). • Up to $7 per day will be reimbursed for incidentals such as tips for baggage porters, housekeeping, etc. The CSU does not pay per diem, so only expenses actually paid by the traveler should be submitted for reimbursement. (Incidentals are not paid for the first day of travel.) • Parking: Only self-parking will be reimbursed unless a valid reason for valet parking is provided on the claim. (If only valet is available, attach proof of that such as a screenshot of the hotel website parking options.) ● If claiming valet parking, it is the traveler’s responsibility to detail the business reason in the remarks/details area of the claim before submittal. If no explanation is included, Payment Services will reimburse the self-parking amount. • See page 19 for lodging, meals, and incidentals rules for travel to international destinations, Alaska, Hawaii, and U.S. possessions.

Receipt Requirements • Itemized receipts are required for expenses of $25.00 or more. Receipts must contain: • Detail what was paid for and the cost of each item, and • Proof of payment (shows how it was paid; i.e., the last 4 digits of the credit card used). • Tape smaller receipts on 8 ½ x 11 inch paper. • If a receipt is not available, a Lost Receipt Form must be submitted. Lost Receipt Forms may not be completed on a routine basis, and overuse may revoke the privilege of providing a Lost Receipt Form in lieu of a receipt. • If a meal of $25.00 or more is included on a hotel bill, a detailed meal receipt is required. If it isn’t available: • A Lost Receipt Form must be submitted, and • On the hotel bill, the traveler must write next to the charge either: • “No alcohol” or • “Alcohol total $##.##”(enter amount spent on alcohol plus the associated tax & tip) and • Sign or initial. It is the traveler’s responsibility to ask vendors for detailed receipts for expenses $25 and over.

Lodging Travelers may be reimbursed for lodging expenses only when traveling on business 25 or more miles (one way) from their work location or residence, whichever is closer to the destination. Maximum lodging rate is $275.00 per day, pre-tax. If your lodging is over $275 per day, also required is either: • A Lodging Justification Form (departments under the Provost) or • A Travel Authorization Request Form (all others). • Exception: International travel – see page 19 for details. Whenever possible, CSU employees should request occupancy tax waivers and the government rate when checking into a California hotel. https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std236.pdf All hotel receipts/folios must show a zero dollar balance with the last four digits of the credit card number used. This is to ensure that: • The hotel bill was paid in full, and • A CSUB credit card was not used to pay the lodging expense.

Meal Reimbursements Less than 24 hours without an overnight stay: • Breakfast – Reimbursable if travel begins 2+ hours before regular work hours (reportable as income). • Lunch -- Not reimbursable. • Dinner --Reimbursable if travel ends 2+ hours after regular work hours (reportable as income). Less than 24 hours with an overnight stay: • Breakfast – Reimbursable (2nd day only) • Lunch – Reimbursable (if travel ends after lunch) • Dinner – Reimbursable (if travel ends after regular work hours) More than 24 hours: • Departure day: Breakfast is reimbursable if travel begins 2+ hours before regular work hours, and must be purchased out of town. • Last day of travel: Dinner is reimbursable if purchased 2+ hours after regular work ends, and must be purchased out of town. No meals purchased within 25 miles of CSUB or the employee’s home are reimbursable.

PersonalTravel Travelers are expected to travel to their business destination no earlier than the day before the conference/business begins and travel back to Bakersfield no later than the day after it ends. Travelers may alter travel for personal convenience only if: • They provide proof that there’s no additional cost to the University, or • Proof is provided with the travel claim that the cost difference has been repaid to CSUB. • Proof of the cost difference is provided for both directions of the trip. • If the fare purchased is lower than the fare for the transportation directly to/from the destination, no refunds or extra expenses will be paid by CSUB. • No expenses on personal days will be paid by CSUB. Include an airfare quote for each direction, showing what the cost would have been if you hadn’t added any additional time. Examples:

Types of Travel Travel involving overnight stays is categorized by type: • Travel within the 48 contiguous U.S. States or • Travel to Hawaii, Alaska, or U.S. possessions or • International Travel, which has the following special requirements: • It must be approved by the Provost (Academic departments) and the campus President (all travel) on all travel forms. • International travel insurance is required. Contact Risk Management for information (661) 654-2066. • It is the traveler’s responsibility to verify if the country/countries being visited are High Hazard or War Risk countries. https://www.calstate.edu/risk_management/rm/documents/CSURMA_HighHazardList.pdf • High Hazard: Pre-approval by the Campus President is required. (This authority can only be delegated when the President is not on campus.) • War Risk: Same approval(s) required as High Hazard, plus the Chancellor’s Office (CSURMA).

Lodging, Meals and IncidentalsFor overnight travel of 1-29 days. Contact Payment Services before trip of 30 days or more. * See the next page for details

Lodging, Meals and Incidentals (continued from previous page) • Claiming actual expenses in one category & per diem in another is not allowed by the CSU; i.e. a trip leader can’t be reimbursed for actual hotels expenses for a group and also claim a per diem meal allowance. • If actual hotel expenses are paid, only actual meal & incidental expenses will be reimbursed, up to the per diem maximum for the location. Receipts are required for actual expense reimbursement for all expenses $25.00 and over. • A group leader may not be reimbursed for multiple rooms for a group at the per diem hotel allowance cost. The per diem is for individual travel only. Travel Insurance • Employees are routinely covered 24 hours a day against accidental death or dismemberment while on official CSUB business. • For international travel, see the Safety & Risk site. • No personal protection plans (insurance) will be reimbursed. • Students must complete the Waiver of Liability Form located on the Risk Management Forms site, which should be kept in the department. • Employees regularly using a private vehicle on University business must maintain adequate insurance coverage. • Rental vehicles should be obtained from agencies with which the University has contracts, Enterprise and Certified, because insurance coverage is included in our negotiated rates with those companies.

Accounts to Charge Travel To The CSU has only two accounts that should be used for employee and student travel: 606001 Travel-In State 606002 Travel-Out of State (and International) Travel accounts for non-employees: 613001 Contractual Services. If we are reimbursing a vendor for travel expenses as part of our contractual obligation/agreement with them (such as on a PO). 660009 Professional Development. This is used only for individuals we have engaged to provide staff training. Travel for employees and students should be charged to 606001/2. 660042 Recruitment. Travel costs associated with employee recruitment. 660090 Expenses-Other. Travel costs incurred by official guests, such as a speaker at a campus event. These accounts may not be used for travel: 660043 Accreditation Expense. This account is used to record payments to agencies that grant university accreditation. Travel related to accreditation should be charged to 606001/2. Athletics has accounts for pre- and post-season travel which they can continue using, and

Reimbursement Procedures • Submit the appropriate travel expense claim within 60 days of the end of a trip. • Unless you received an advance; in that case, you must submit the claim within 30 days of the end of travel. • Note the business purpose of the trip on the claim. Include any information that will help the processing of the claim, including any payments CSUB has already made on your behalf (conference registration paid on a ProCard, airfare or car rental paid per Charge Request number #, etc.) • Indicate the start and end times of the trip and any personal travel that is included. • List each expenditure by date and location. • Total all expenditures and provide appropriate chartfield information (fund, department, account, project, program, and class.) • Attach original receipts for expenses of $25 or more (see per diem rules for International, Hawaii, Alaska or U.S. possessions travel on page 19). • If a receipt is lost or not available, a Lost Receipt Form should be submitted. Lost Receipt Forms may not be completed on a routine basis, and overuse may revoke the privilege of providing a Lost Receipt Form in lieu of a receipt. • Either attach original Travel Authorization Request Form (TARF) or reference the Charge Request or Travel Advance number for the trip on the travel claim. • Identify and deduct any travel advances received; they should not be included in the “Net Reimbursement” amount. • Sign the claim as verification that the expenses were incurred on behalf of CSUB.

Traveler’s Responsibilities Even if someone else completed the Travel Claim, the traveler’s signature on the form signifies they have reviewed it and accept responsibility for the information it contains. Prior to signing a travel claim, the person requesting reimbursement is responsible for: • Submitting claims not more than 60 days after the end of travel (30 days for advances) • Providing the business purpose & inclusive dates of each trip • Certifying that he/she: • Received authorize to travel by attaching one of these: • A Charge Request copy, or • A Travel Advance copy, or • An original Travel Authorization Request Form (TARF) • Traveled on official business • Any personal days/expenses have been identified and deducted from the amount to be reimbursed • Identified any alcohol purchases as such and deducted from any Stateside claim reimbursement amount • Deducted any tip amounts over the CSUB maximum of 20% • Actually spent the amount for listed expenses • Has verified that the amount due and information included in the payment request is accurate and • Has not and will not seek reimbursement: • For a duplicate claim or • From any other source

Authorized Administrator’s Responsibilities Prior to signing a travel claim, an authorized administrator must: • Confirm that all required documentation is attached. • Verify that the dates and business purpose of travel noted are accurate. • Verify that if any personal days/expenses were included in the trip, they have been deducted from the amount to be reimbursed. • Confirm that all expenses claimed are reasonable, appropriate, and supported by required receipts. • Verify that all expenses are in compliance with CSUB and CSU policies and procedures. Once signed by the administrator, the department should keep a complete copy of the packet, then forward it to Payment Services, ADM35. Exception: All grant paperwork must be sent to GRaSP. All international travel requires the President’s approval.

Payment Services’ Responsibilities Payment Services will: • Review the submitted claim to ensure proper authorization and approval by an administrator (plus the President for international travel), • Ensure that all receipts (or Lost Receipt Forms, if applicable) are included, • Verify that pre-paid expenses or advances are deducted, in order to close out any outstanding advances, and • That the appropriate signature for the chartfield being charged is included. • If the travel claim is complete, reimbursement will be processed in within 10 business days, or the next check run thereafter.

Concur Travel A new, integrated online travel system in conjunction with the Chancellor’s Office and 5 other campuses will be rolled out on our campus in phases. Highlights include: • No more lost paperwork, since everything will be done online, including approvals. • Travelers can assign other employees to act as their proxy/delegate to request travel, make reservations, and compile their travel claim online. Note: Only the traveler themselves can submit the final Travel Requests and Expense Claims. • Travel requests will be submitted in Concur, and once they’re approved, the traveler can click on a “book” button that will allow them to make airline, car rental and hotel reservations with our travel partners. You may also make the reservations on the phone, which is recommended for trips with multiple destinations or with special requirements (an extra fee will apply for phone reservations). • After travel is completed, the traveler or their proxy/delegate can click on the “expense” link in their request and the system will auto-fill much of the information into their travel claim. Attach receipts to your claims online. • Real-time visibility of where a transaction is in the approval process.

Concur Travel (continued) • February 2019: Concur was tested in the “live” environment. A small group of selected individuals/areas requested travel approval, booked travel, and submitted expense reports in Concur. Testing also included reviewing the expense reports, printing checks, process EFT payments, and verifying the expenses in the general ledger. • March 2019: The BAS division began using Concur. • Departments/divisions will be added in waves, with the goal of campus be 100% in Concur by 6/30/2020. • Trainings will be departments/division focused and will be scheduled based on the testing schedule (to be developed). The system are is unavailable until your department has been notified to begin testing.

Location of all travel policies and forms: http://www.csub.edu/forms/sta_fac/cat/trv/forms.html Questions? Contact Payment Services: Felisitas Alvarado, Travel Coordinator falvarado3@csub.edu - ext. 2535 Sally Shaff, Travel Coordinator sshaff@csub.edu - ext. 6207 Becky Lappin, Manager blappin@csub.edu - ext. 2531

Travel Procedures