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Sac State Travel Procedures

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  1. Sac State Travel Procedures College of Education Eureka Hall 401 Updated: August 22, 2014

  2. Table of Contents • Types of Travel: slide 3 • Overview of University Travel: slide 4 • Before You Travel: slide 5 • Funded Travel: slides 6-15 • Unfunded Travel: slides 16-19 • Overview of UEI Travel: slide 20 • UEI Travel: slides 21-27 • Supervision Travel: slide 28 • Sample Travel Process Timeline: slide 29

  3. Types of Travel 1. Funded Travel • General Fund – (e.g. SPAR, Dean or Branch) • Supervision – Through AERO • Provost – If you are receiving funding through the Provost • UEI – If you are receiving a grant from UEI then you will need to complete UEI’s travel paperwork (provided by UEI). This process is separate from the University. 2. Unfunded Travel • No funding provided by the University or COE Table of Contents

  4. Overview of University Travel 1 2 3 4 APS staff review travel paperwork Chair signs travel paperwork Faculty obtain travel forms from the College of Education website and submit to Eureka 401* Dean signs travel paperwork 5 6 7 8 Provost signs travel paperwork APS Staff will enter Requisition for travel in CFS (If travel is Funded) Faculty travels Faculty completes & emails Travel Claim, supporting documents & receipts to APS staff 9 10 11 12 Travel Claim is submitted to Accounts Payable Chair signs Travel Claim APS Staff review Travel Claim and make necessary adjustments Faculty signs Travel Claim 13 * http://www.csus.edu/coe/forms/faculty-staff.html Check is in the mail! Table of Contents

  5. Before You Travel • If you know you will be traveling on University business (including if you’re using UEI funds), you should notify Academic and Program Support (APS) staff at least 30 days* prior to your domestic travelso that all necessary paperwork can be completed and signatures can be obtained before you travel. *60 days for International travel. Travel paperwork is located on the College of Education “Forms and Handbooks for faculty and staff” webpage: http://www.csus.edu/coe/forms/faculty-staff.html listed under “Travel Submission Packets.” • APS staff consist of: • Phillip Booth – booth@csus.edu • Susana Guzman – sguzman@csus.edu • Don Nahhas – nahhasd@csus.edu • Annie Suarez - suareza@csus.edu(AERO-Supervision Travel) When you submit your travel paperwork (obtained from our travel webpage) to Eureka 401, you will be given a travel envelope and checklist to help keep track of all of your travel documents and receipts. Table of Contents

  6. Funded Travel If you are receiving funding for travel, you need to complete/turn in the following 30 days before you travel (60 for international travel): 1. Domestic or International Travel Expense Justification form 2. Travel Planner 3. Copy of your letter of funding 4. Copy of your hotel reservation/confirmation 5. Copy of your conference registration/presentation International Traveler’s need to also provide: 6. Foreign Travel Insurance Request Form – Must be completed 60 days prior to travel. http://www.csus.edu/aba/ABA-Files-Configs/documents/forms/riskMgmt/FTIPrequest.pdf 7. Letter from University President approving International Travel • Travel paperwork is located on the College of Education “Forms and Handbooks for faculty and staff” webpage; http://www.csus.edu/coe/forms/faculty-staff.htmllisted under “Travel submission Packets.” • Once your travel packet/forms are received in Eureka 401 and checked in, you will be assigned an APS staff member to assist you throughout the process. You will be contacted via email to submit any additional documents electronically to that APS staff member. Table of Contents

  7. -Sample- Funded Travel Expense Justification http://www.csus.edu/coe/forms/assets/form-travel-expense-domestic-2014-june.pdf Table of Contents

  8. -Sample- Funded International Travel Expense JustificationInternational TravelForm must be submitted to Chair at least 45 days in advance & the President at least 30 days in advance!!! http://www.csus.edu/coe/forms/assets/form-travel-expense-international-2014-june.pdf Table of Contents

  9. -Sample- Travel Planner http://www.csus.edu/coe/forms/assets/form-travel-planner-20140731.pdf Table of Contents

  10. Funded Travel Cont. • Lodging – The CSU maximum lodging rate is $175.00 per night (excluding taxes). You must fill out the “Lodging Rate Exception*” portion of the Travel Expense Justification form and get approval from the Provost if you wish to be reimbursed for rates over $175.00. * Lodging Rate Exception can include: lodging rate of hotel hosting conference and/or lowest rate available in travel area. Please note that you can choose to stay in hotels that exceed the $175.00 rate but without approval from the Provost you will only be able to claim up to $175.00 per night. • Advance – If you need an Advance, please indicate the amount on your Domestic Travel Justification form. Please give at least 30 days notice to acquire all signatures, for staff to enter Travel Requisition with the Advance, and for the Advance to be issued. • Car Rental – If you need a rental car, APS staff will make the arrangements for you and reserve an economy class vehicle. • When you submit your travel paperwork (obtained from our travel webpage) to Eureka 401, you will be given a travel envelope and checklist to help keep track of all of your travel documents and receipts. Table of Contents

  11. Travel Claim After you have completed your travel, you need to do the following within 30 days: 1.) Complete and email a Travel Claim form to the APS staff member assisting you. 2.) Turn in all original receipts and supporting documents (e.g. Conference schedule/brochure). 3.) APS staff member will review Travel Claim and make any necessary adjustments. 4.) APS staff member will contact you to come and sign Travel Claim. 5.) APS staff member will have Chair sign the Travel Claim and then submit to Accounts Payable for processing. Table of Contents

  12. Travel Claim Cont. For a full explanation of how to complete a Travel Claim, see the “Instructions” tab in the Travel Claim Excel document. 1.) Meals – You can only claim meals if the conference you are attending does not provide them. You can claim up to $55 per day for meals. NOTE: any meal over $24.99 requires an itemized receipt. If claiming meals you will need to show that the conference did not provide meals. 2.) Incidentals – can only be claimed after the first 24 hours of travel, and only up to $7 a day. 3.) Mileage – You can claim mileage to-and-from the airport. Be sure to include your vehicle license info on the Travel Claim. 4.) You will only be reimbursed for the amount that you received funding for. If your Travel Claim exceeds the approved amount, you will need to enter a negative number in the Travel Claim. If you received an Advance, you will need to subtract the amount you received from the rest of your claim. Table of Contents

  13. -Sample- Travel ClaimFaculty completes all areas highlighted in yellowAPS staff will complete all areas highlighted in green http://www.csus.edu/coe/forms/faculty-staff.html Table of Contents

  14. Electronic Funds Transfer (Optional) If you would like to be reimbursed for your Travel Claim through Direct Deposit, follow these instructions. 1.) Download the EFT form from the forms section on the COE website: http://www.csus.edu/coe/forms/faculty-staff.html 2.) Read the instructions, complete and sign the EFT form and attach either a Voided Check, or a Deposit Slip. 3.) In order to set up Electronic Funds Transfer/Direct Deposit for Travel Claims, you must schedule an appointment with Leah Davis in Procurementand bring the EFT from and voided check or deposit slip. Leah Davis is currently only making appointments from 3:00pm to 4:00pm, Monday through Friday. She can be reached at (916) 278-7810 or ldavis@csus.edu. 4.) You must already be set up in CFS before you meet with Leah Davis. Table of Contents

  15. -Sample- EFT formBe sure to attach a Voided Check or Deposit Slip! http://www.csus.edu/coe/forms/assets/form-eft-process-20140626.pdf Table of Contents

  16. Unfunded Travel If you are NOT receiving funding for travel, you still need to complete/turn in the following 30 days before you travel (60 for international travel): 1. Unfunded Travel Request form 2. Domestic Travel Expense Justification form 3. Copy of your hotel reservation/confirmation 4. Copy of your conference registration/presentation • Travel paperwork is located on the College of Education “Forms and Handbooks for faculty and staff” webpage; http://www.csus.edu/coe/forms/faculty-staff.html. • Once your Unfunded Travel Request is received in Eureka 401 and checked in, you will be assigned an APS staff member to assist you throughout the process. You will be contacted via email to submit any additional documents electronically to that APS staff member. Table of Contents

  17. -Sample- Unfunded Travel Request http://www.csus.edu/coe/forms/assets/form-unfunded-travel-request-blank-2014-june.pdf Table of Contents

  18. -Sample- Unfunded Travel Expense Justification http://www.csus.edu/coe/forms/assets/form-travel-expense-domestic-2014-june.pdf Table of Contents

  19. Unfunded Travel Cont. Important! • If you think you will receive funding in the future for a previous trip, save all your supporting documents and receipts! Receipts are needed for your travel claim. • If you do receive funding in the future, you will need to follow the steps for Funded Travel, including resubmitting a new Travel Expense Justification form for approval AND attach the signed copy of your previous Unfunded Travel Expense Justification form. • The CSU maximum lodging rate is $175.00 per night (excluding taxes). You must fill out the “Lodging Rate Exception” portion of the Travel Expense Justification form and get approval from the Provost if you wish to be reimbursed for rates over $175.00. *Please note that you can choose to stay in hotels that exceed the $175.00 rate, but without approval from the Provost you will only be able to claim up to $175.00 per night. Table of Contents

  20. Overview of UEI Travel 3 1 2 4 Faculty submit travel forms to Eureka 401* APS staff review travel paperwork Faculty complete UEI travel paperwork (provided by UEI) Chair signs UEI travel paperwork 5 6 7 8 APS staff submit travel paperwork to UEI Faculty travels Faculty completes & submits UEI Travel Claim (provided by UEI), supporting documents & receipts to APS staff APS staff review UEI Travel Claim & make any necessary adjustments 10 12 11 9 Check is in the mail! Travel Claim is submitted to UEI Faculty signs UEI Travel Claim Chair signs UEI Travel Claim * http://www.csus.edu/coe/forms/faculty-staff.html ** UEI Travel Paperwork is also available on the College of Education website Table of Contents

  21. UEI Travel If you are receiving UEI funding for travel, you need to turn in the following: 1. Estimated Cost Worksheet 2. Travel Request 3. Copy of your letter of funding • UEI Travel paperwork is located on the College of Education “Forms and Handbooks for faculty and staff” webpage; http://www.csus.edu/coe/forms/faculty-staff.html, listed under “Travel Submission Packets. The Excel document encompasses all of the UEI travel forms. • Once your travel packet/forms are received in Eureka 401 and checked in, you will be assigned an APS staff member to assist you throughout the process. You will be contacted via email to submit any additional documents electronically to that APS staff member. Table of Contents

  22. UEI Travel • Advance – If you need an Advance, please indicate the amount on your UEI Travel Request form. Please give at least 30 days notice to acquire all signatures, for staff to submit UEI Travel Request with the Advance, and for the Advance to be issued. • Car Rental – If you need a rental car, APS staff will make the arrangements for you and reserve an economy class vehicle. Table of Contents

  23. -Sample- UEI Estimated Travel Cost WorksheetChoose “N” for Non-State Funds http://www.csus.edu/coe/forms/faculty-staff.html Table of Contents

  24. -Sample- UEI Travel Request http://www.csus.edu/coe/forms/faculty-staff.html Table of Contents

  25. UEI Travel Claim After you have completed your travel, you need to do the following within 30 days: 1.) Complete and email a UEI Travel Claim form to APS staff member assisting you. 2.) Turn in all original receipts and supporting documents (e.g. Conference schedule/brochure). 3.) APS staff member will review UEI Travel Claim and make any necessary adjustments. 4.) APS staff member will contact you to come and sign UEI Travel Claim. 5.) APS staff member will have Chair sign the UEI Travel Claim and then submit to UEI for processing. Table of Contents

  26. UEI Travel Claim Cont. A few things to know about the UEI travel claim… 1.) Meals – You can only claim meals if the conference you are attending does not provide them. You can claim up to $55 per day for meals. Note: any meal over $24.99 needs an itemized receipt. If claiming meals you will need to show that the conference did not provide meals. 2.) Incidentals – can only be claimed after the first 24 hours of travel, and only up to $7 a day. 3.) Mileage – You can claim mileage to-and-from the airport. Be sure to include your vehicle license info on the Travel Claim. 4.) You will only be reimbursed for the amount that you received funding for. If your UEI Travel Claim exceeds the approved amount, you will need to enter a negative number in the UEI Travel Claim (see sample). Table of Contents

  27. -Sample- UEI Travel Claim http://www.csus.edu/coe/forms/faculty-staff.html Table of Contents

  28. Supervision Travel If you are receiving funding for Supervision travel, you need to turn in the following to Annie Suarez by the 10th of each month: 1. Travel Claim – Use the Travel Claim that Annie emails you! • At the beginning of each semester, Annie will receive a list of faculty who will be receiving funds for Supervision Travel. Annie will email faculty members explaining the travel procedures using the attached Travel Claim form. • Once the Travel Claim is received by Annie, she will review it and forward it for signatures from the Chair and the Dean’s Office. Once signatures have been received the Travel Claim will be sent to Accounts Payable for processing. Table of Contents

  29. Sample Travel Timeline • As soon as possible, fill out Travel forms (funded or unfunded) located on the College of Education “Forms and Handbooks for faculty and staff” webpage; http://www.csus.edu/coe/forms/faculty-staff.html listed under “Travel Submission Packets” and submit to Eureka 401. • 30 – 60 days prior to travel complete and submit necessary forms for travel to Eureka 401 and obtain Travel Envelope. • Domestic Travel Justification forms can take 15-20 days to obtain all signatures (Chair, Dean and Provost). • International* Travel Justification forms can forms can take 15-20 days to obtain all signatures (Chair, Dean and Provost) and must be submitted to the President’s office no later than 30 days prior to travel date. • Complete and submit Travel Claim Form and supporting documents and receipts to APS staff within 30 days after travel date. • APS staff finalizes Travel Claim Form and obtains signatures (1-2 weeks). • APS Staff submits complete Travel Claim Form to Accounts Payable/Travel, UEI or Provost’s Office (depending on funding source). • Travel reimbursement check mailed to traveler within (1-2 weeks). * International Travelers must complete a Foreign Travel Insurance Request Form 30 days prior to travel - http://www.csus.edu/aba/ABA-Files-Configs/documents/forms/riskMgmt/FTIPrequest.pdf Table of Contents