• Home Page
• Student Information
• Employee Information
• Departments
• Topics
• Related Sites
• Forms

• Travel Links
• Travel Manual
• Travel at a Glance
• Travel Forms

Campus Travel Manual

CSU Travel Procedures and Allowances

Introduction

This Campus Travel Manual was developed by Financial Services to assist university travelers and those individuals responsible for preparing and processing travel documentation. The manual incorporates State of California, CSU Board of Trustees, and Humboldt State University travel regulations and allowances.

We have attempted to provide this information in a clear and concise format; however, if you have questions regarding travel procedures, please contact Accounts Payable. This manual will be updated periodically as travel regulations, allowances, and procedures change.

Table of Contents

1. Scope
2. Subsistence Allowance
3. Hotel/Motel Transient Occupancy Tax Waiver
4. Meal Allowances
5. Registration Fees for Conventions, Conferences, and Business Meetings
6. Transportation Expenses
7. Receipts
8. Defensive Driving Course/Card
9. Travel Within 100 Mile Radius of Campus
10. Privately Maintained Liability/Collision Insurance
11. Motor Vehicle Accident Reporting
12. Requests for Authorization to Travel
13. Travel Advances
14. State Authorized Travel Agencies

A. Scope

The following travel expense and allowance procedures apply to all CSU employees, represented and nonrepresented. Employee refers to all officers, administrators, faculty and staff of the California State University, both full and part time including volunteer employees. The policies cited provide reimbursement for necessary out-of-pocket expenses incurred by California State University employees who travel on official university business.

University employees traveling on official business shall observe normally accepted standards of propriety in the type and manner of expenses incurred. Under no circumstances shall personal travel be funded from university resources, nor shall any employee seek reimbursement from the university for travel expenses paid by another agency. Each administrator, department head, or supervisor shall be responsible for determining the necessity for employee travel and method of travel for expenses supported by campus resources.

It is the responsibility of the officer approving the travel expense claim to ascertain the necessity and reasonableness of the expenses claimed.

table of contents

B. Subsistence Allowance

When employees are on travel status, payment of a subsistence allowance may be authorized for both in-state and out-of-state travel.

The rates shown for reimbursement are the maximum allowable with campus discretion to approve reimbursement at a lower amount.

1. Lodging

   Actual cost of lodging supported by an itemized receipt. No reimbursement will be authorized without an appropriate receipt. Wherever feasible, employees should obtain lodging at establishments offering discounted rates for state employees when such rates are favorable for the area. Also, when making reservations, please remember to inquire about an exception from local transient occupancy taxes (Section C).

2. Meals
   1. Travel 24 hours or more

      The statewide authorized allowance of $50.00 may be reimbursed for each complete 24-hour period. This allowance is comprised of the following components:

      Component	Authorized Allowance
      Breakfast	$10.00
      Lunch	$15.00
      Dinner	$25.00
      Total	$50.00

      
      

      In a complete 24-hour period, you are not limited to the specific state-authorized meal amounts. For example, you may claim $40.00 for one meal and $5.00 each for two other meals, for a total of $50.00.

      For travel which is the last fractional part of a period of travel of more than 24 hours, only the authorized allowance for meals may be claimed. If the travel extends past 9 A.M., a breakfast may be claimed; if the travel extends past 2 P.M., a lunch may be claimed; if the travel extends past 6 P.M., a dinner may be claimed.

      The following reimbursement schedule applies to the last fractional part of a period of travel of more than 24 hours:

      If...	Component	Authorized Allowance
      Returning after 0900 (9 A.M.)	Breakfast	$10.00
      Returning after 1400 (2 P.M.)	Lunch	$15.00
      Returning after 1800 (6 P.M.)	Dinner	$25.00
      Staying overnight	Lodging	Actual cost

      
      
   2. Travel less than 24 hours

      Expenses must be incurred more than 25 miles from the employee's normal work location, except that an employee who travels by air may claim breakfast or dinner if the hours involved are before 7 A.M. or after 6 P.M.

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

      In accordance with Internal Revenue Service (IRS) Code Section 162(a), meal reimbursements for daily travel of less than 24 hours that does not require an overnight stay will be considered taxable and reportable income. As such, these reimbursements will be subject to federal and state income and applicable Social Security/Medicare taxes.

      The following reimbursement rates apply for a trip that is less than 24 hours in length:

      If...	Component	Authorized Allowance
      Leaving before 0700 (7 A.M.)	Breakfast	$10.00
      Returning after 1800 (6 P.M.)	Dinner	$25.00
      Staying overnight	Lodging	Actual cost

      
      

      An itemized claim is required for reimbursement up to the amounts set forth above.

3. Incidental Allowance

   An additional $5.00 incidental allowance may be claimed for each 24-hour period.

   The term "incidental allowance" includes, but is not limited to, expenses for laundry, cleaning and pressing of clothes, and fees and tips for services such as for waiters and baggage handlers. It does not include cab fares, telephone calls, or bridge tolls.

4. Foreign Travel

   Out-of-state policies and procedures apply to foreign travel. Expenses incurred in foreign countries must be claimed in U. S. currency on the expense claim form and the conversion rate must be shown.

table of contents

C. Hotel/Motel Transient Occupancy Tax Waiver

University employees traveling overnight in California should attempt to have the Transient Occupancy Tax (TOT) waived for all hotel/motel rooms they stay in while on official state business. It is a good idea to inquire about this when making reservations.

When checking in, request an exemption certificate to waive the tax. Many hotels/motels have their own form for this purpose. The format of these exemption certificates will vary among establishments. The state also provides a form, STD 236 (Hotel/Motel Transient Occupancy Tax Waiver), for claiming this exemption.

Presentation of your Humboldt State University ID card may be required to verify your government (state/university) employment status. Most hotel/motel establishments will not allow the exemption unless charges are paid with a university credit card. Using the American Express Corporate Card to pay for room charges should provide adequate verification to waive the tax.

Waiver of the tax is at the option of the lodging establishment. We advise you ask for the waiver, if denied you have lost nothing, if granted you have saved Humboldt State University money.

table of contents

D. Meal Allowances

For travel related meals, see Section B: Subsistence Allowance.

1. Overtime Meals

   When any employee is required to work overtime, the employee may receive an overtime meal allowance for actual expenses, supported by a receipt, not to exceed the maximum prescribed in Subsistence Allowance for a lunch. To qualify for this allowance, the employee must be required to report to work at least two hours prior to or be required to remain at least two hours past the regularly scheduled work day.

   If the employee is required to work for more extended periods of time, the employee may be reimbursed for actual meal expenses not to exceed the maximum amount set forth for a lunch under Subsistence Allowance for each additional six-hour period. No more than three overtime meal allowances maybe claimed during any 24-hours period. The meal time shall not be included in the computation of overtime for the purposes of this allowance.

   All overtime meal compensation is taxable and reportable income. Federal and state income and applicable Social Security and/or Medicare taxes withheld will be identified on the employee's earnings statement as additional (adjustment) taxes.

2. Business Related Meals

   When it is necessary for employees to conduct official state business during a meal, they may be reimbursed for actual meal expenses when substantiated by a receipt up to the maximums per the Subsistence Allowance.

   To claim reimbursement for a business related meal, the circumstances surrounding the meal must be beyond the control of the employee and it must be impractical to complete the business during normal working hours. These amounts may not be claimed in addition to per diem. Claims for meal expenses where business is incidental to the meal, or where attendance is primarily for public or community relations, are not allowed.

3. Meals of Appointees to Advisory Committees

   Members of duly constituted advisory committees may be reimbursed for actual meal expenses up to the maximums set forth in the Subsistence Allowance when attending committee meetings. The restriction of no per diem within 25 miles of headquarters does not apply. You may not claim this allowance if you are also claiming per diem. Note: If you are claiming lunch for an advisory committee member, you must reference "CSU Rule 106C, Meals of Appointees" on your expense claim.

table of contents

E. Registration Fees for Conventions, Conferences, and Business Meetings

All policies governing short-term travel and subsistence allowances apply.

Where more than two employees from the same campus attend the same convention or conference, each claim must be approved by the President or the President's designee (the employee's Vice President). This requirement does not apply to business meetings, training, or workshops.

1. Registration Fees

   Registration fees exceeding $500 must be approved by the President or President's designee (the applicable Vice President). The President or President's designee must sign the travel expense claim on line 17 to approve payment.

2. Receipts for Registration Fees

   The University requires receipts/proof of payment for registration fees. The following are allowable forms of proof of payment:

   • Receipt - A receipt issued by the conference or organization
   • Cancelled Check - A copy of the front and back of the check used to pay the registration fees.
   • Letter acknowledging payment - The letter must indicate amount paid or that registration fees have been received. Confirmation of registration without mention of payment does not constitute a receipt.
   • Front of Check and Bank Statement - A copy of the front of the check, indicating the amount paid and the name of the conference/organization and a copy of the bank statement indicating payment of that check number. For confidentiality, the bank statement may be blacked out, with only the name, account number, check number and check amount visible.
   • Registration Form - A registration form which has been signed and returned to the traveler indicating payment received.
   • Credit Card Receipt - A credit card receipt or copy of statement indicating payment to the organization.

   Exceptions to the procedures outlined in this section must be approved in advance by the President or President's designee.

table of contents

F. Transportation Expenses

Transportation expenses consist of the charges for commercial carriers; private car mileage allowances, emergency repairs to state cars; overnight and day parking of state or privately owned cars; rental cars; gas for rental cars; bridge and road tolls, necessary taxi, bus, rapid transit fares; and other charges essential to the transport from and to the official headquarters.

Reimbursement will be made only for the method of transportation which is in the best interest of the university, considering both direct expense as well as the employee's time. Provided the mode of transportation selected does not conflict with the needs of the campus, the employee may use a more expensive form of transportation and be reimbursed at the amount required for a less expensive mode of travel. Both modes of transportation will be shown on the travel claim with reference to HR 96-11, Section 111B.

Expenses arising from travel between an employee's home and the university will not be allowed. When a trip commences or terminates at the claimant's home, the distance traveled will be computed from either the employee's headquarters or home, whichever results in the lesser distance.

Exceptions to the above are:

• Where such expenses are incurred by call back for overtime work necessitating more than one trip to the work location on a normal work day or by reason of any call back on an employee's normal day off.
• When travel to or from a common carrier commences or terminates before or after the regularly scheduled work day or on a regularly scheduled day off, the distance may be computed from the employee's residence in accordance with Section F.2.a below.

Automobile usage is outlined in Section F.2.a, travel originating from Humboldt State University using a personal vehicle, Section F.2.b, travel originating from out of town using a commercial rental vehicle, and Section F.2.c, travel originating from Humboldt State University using a commercial rental vehicle.

1. Aircraft - Scheduled Airline

   Claims for transportation by scheduled airline shall be allowed at the lowest fare available in conformity with the regular published tariffs for scheduled airlines in effect on the date of origination of the flight.

   Participation in the Department of General Services (DGS) discount airfare program is optional to employees of the CSU. The State of California discount airfares are designated as YCAL and should be referenced by that designation when travel arrangements are being made. See Official Contracted Air Fares at the DGS Web site for more information on available rates and city-pairs.

   Tickets for travel between the city pairs should be arranged through an approved travel agency using your American Express Corporate Card. Cash, personal checks, and personal credit cards will not be accepted. If you do not have an American Express Corporate Card and expect to travel on university business, please contact Financial Services to complete an application.

   If your trip is being funded with state money, you can use our business travel account with the authorized travel agency. Contact Accounts Payable for further information.

   Administrative charges assessed by airlines for itinerary or schedule changes are reimbursable when changes are made in response to business needs.

2. Travel by Automobile (Defensive Driving Card Required)

   Employees planning to travel by automobile from Humboldt State University should first consider use of a rental car. Contact Plant Operations to reserve a vehicle for travel originating at Humboldt State University.

   Employees may also use a private/personal vehicle in lieu of a rental vehicle. In addition to the procedures and rates described in Section F.2.a, see also Privately Maintained Liability/Collision Insurance (Section J), regarding insurance coverage and requirements.

   1. Automobile - Privately Owned

      When claiming private automobile mileage, the automobile license plate number must be stated on the travel expense claim.

      Where claimant is authorized to operate a privately owned automobile, a rate of 58.5 cents will be allowed.

      Where use of a privately owned automobile is authorized for travel to or from a common carrier terminal and the automobile is not parked at the terminal during the period of absence, mileage may be claimed only while the employee is an occupant of the vehicle for the distance between the terminal and the employee's residence or headquarters whichever is less. If the employee commences or terminates travel before or after the regularly scheduled work day or on a regularly scheduled day off, mileage may be computed from the employee's residence. Claims in excess of approved mileage rate must have operating cost certification and excess is taxable.

      Reimbursement for use of a privately owned automobile will be allowed for the driver of the vehicle only.

      Employees authorized to use privately owned vehicles to conduct official business must meet the following requirements:

      • Form STD 261 (Authorization to Use Privately Owned Vehicles on State Business) must be on file with the supervisor who has approved the travel.
      • The vehicle must be covered by liability/collision insurance.
      • The vehicle must be in safe mechanical condition and be equipped with safety belts in operating condition.

      Expenses for gasoline or routine repairs will not be allowed. Reimbursement rates include the cost of maintaining liability insurance at the minimum amount prescribed by law and collision insurance sufficient to cover the reasonable value of the vehicle, less a standard deductible.

   2. Automobile - Commercial Rental - Out of Town

      This is for travel originating out of town. The Department of General has entered into contracts with the car companies listed below, and only these companies may be used for business travel vehicle rentals within California.

      The two contracted commercial rental car companies, their base rates and the maximum rates for compact vehicles are listed below. The maximum rate incorporates the rental rate of the vehicle, insurance, and additional fees such as airport access fees, location fees, vehicle license fees, facility fees, and State, City and County local surcharges. These rates, fees and surcharges must not exceed the maximum rate allowable. Sales tax and refueling charges are not included in the rate. There will be no one-way drop charge fees in the State of California when travel reservations have been made indicating point of pick up and point of return. The University will not reimburse frequent flyer surcharges that may appear on rental vehicle invoices.

      The primary car rental vendor is Enterprise Rent A Car for all government travel. In the event that the primary vendor is unable to provide service, the secondary vendor may be used. Vanguard Car Rental USA (parent company of Alamo and National Car Rental) is the secondary vendor.

      Departments are required to ensure that the secondary vendor is only used when the primary vendor cannot provide service.

      Company	Corporate Discount ID/No.	Toll-Free Phone No.	Base Daily Rate	Maximum Daily Rate
      Enterprise	DBCALIF	(866) 788-7053	$32.39	$38.84
      Vanguard:
      Alamo	191259	(800) 732-3232	$33.90	$80.75
      National	5400321	(800) 227-7368	$33.90	$80.75

      
      

      Reservations can be made through travel agencies, through the toll-free telephone number or by calling the participating location directly. Personnel answering the contract rental agencies' toll-free numbers will quote current rates and verify participating locations and their hours of operation. The corporate discount identification/number should be given at the time of booking a reservation. A confirmation number will be provided at the time a reservation is made.

      The American Express Corporate Card is the only acceptable means of payment and will also provide evidence of your official travel status. Cash, personal checks, and personal credit cards are not authorized forms of payment for the State of California commercial car rental rates.

      You are expected to refuel gas tanks prior to returning rental vehicles to the vendor. The vendor usually charges more for fuel.

      Reimbursement will be for actual and necessary costs of the rental when substantiated by a voucher. No reimbursement will be made for a damage waiver if the rental is covered by the State Contract. Employees who rent vehicles outside of California that are not covered by the State Contract will be reimbursed for the purchase of a damage waiver.

      Upgrade vehicles may be utilized with prior approval from the traveler's supervisor. This approval will be recorded on the traveler's travel expense claim.

      State employees must have a valid drivers license, be age 21 or older, and have completed state driver training through Plant Operations.

      Do not leave the scene should you be involved in an accident. In some jurisdictions, it is not necessary to summon the police in the event of a minor accident; however, it is recommended for your own protection. The police will determine if a traffic violation has occurred, and will ensure that the parties involved exchange appropriate information, such as names and telephone numbers. Accidents involving rental vehicles must be reported to the car rental company. In addition, accidents involving a rental vehicle must be reported to the university and to the state on form STD 270 (Report of Vehicle Accident), clearly marked as "Rental Vehicle". For instructions on submitting the completed form, see Motor Vehicle Accident Reporting (Section K).

   3. Automobile - Commercial Rental - From HSU

      Employees planning to travel by automobile from Humboldt State University should first consider use of a rental car. Contact Plant Operations to reserve a vehicle for travel originating at Humboldt State University.

3. Motorcycle - Privately Owned

   No reimbursement will be allowed for transportation expense when the employee uses a privately owned motorcycle or motor-driven cycle in the conduct of official university business.

4. Parking Fees

   Charges shall be allowed for necessary parking while on university business for:

   • Day parking when on trips away from the headquarters office and residence.
   • Overnight public parking when on trips away from the headquarters city and city of residence. Claim should not be made if expense-free overnight parking is available.
   • Day parking adjacent to claimant's headquarters, provided that claimant had other reimbursable private car expenses for the same day.
5. Tolls

   Ferry, bridge, or toll road charges shall be allowed.

table of contents

G. Receipts

Original receipts are required to be submitted for every item of expense except as follows:

• Subsistence allowance, except where specified.
• Bridge and road tolls.
• Long distance telephone, if date, place and party called are shown, unless the telephone call is in excess of $5.00 in which case receipts or other supporting evidence shall be provided.
• Taxi or hotel bus fares, streetcar, bus, ferry and rapid transit fares, when necessary, for official business.
• All legal expenditures of $1.00 or less. A receipt and complete explanation must be provided for any emergency purchases of business related equipment or supplies. Purchases exceeding $25.00 must be approved by the President or designee.
• Parking fees of $10.00 or less for any one continuous period of parking.

In cases where original receipts cannot be obtained or have been lost, a signed statement to that effect shall be made and the reason given. In the absence of a satisfactory explanation, the amount involved shall not be allowed..

table of contents

H. Defensive Driving Course/Card

All employees authorized to drive Humboldt State University motor pool, commercial rental, and/or privately owned vehicles to conduct university business must have satisfactorily completed a CSU approved defensive driving course and have in their possession a valid Defensive Driving Card issued by the State of California. Defensive driving courses are offered on campus at least twice each year. If a person has not completed such a course, a non-renewable, temporary permit to drive a vehicle can be issued which will only be valid until the next series of courses is offered. For more information regarding defensive driving courses and temporary Defensive Driving Cards, contact Plant Operations.

table of contents

I. Travel Within 100 Mile Radius of Campus

University policy presumes authorization has been granted to employees who travel on short (less than 24 hours) university business trips within a 100 mile radius of the campus. When university (state) vehicles are involved, an employee is required to certify (by signing a vehicle checkout card) that authorization has been obtained from the appropriate administrator. No additional written evidence of authorization is required.

table of contents

J. Privately Maintained Liability/Collision Insurance

Employees authorized to use a privately owned vehicle to conduct university business must complete form STD 261 (Authorization to Use Privately Owned Vehicles on State Business) certifying the vehicle used will always be covered by liability insurance for the minimum amount prescribed by law and that other safety factors are in effect. The completed authorization form should be retained by the supervisor who has responsibility for approving the use of privately owned vehicles. Authorization forms are valid for a period not to exceed one year. Once completed, the form must be verified, re-signed, and dated annually by the employee to certify that it is current.

In addition, every driver and every owner of a motor vehicle (pursuant to Vehicle Code Section 16020) shall at all times

• be able to establish financial responsibility; and
• carry in the vehicle evidence of the form of financial responsibility in effect for the vehicle.

Each person who plans to drive a privately owned vehicle on university business should be aware that coverage must be provided by his/her insurance rather than through any state sponsored insurance program. Insurance maintained by the state is only for liability above the level maintained by the employee. Payments made by the employee's insurance are not reimbursable by the university.

The normal practice of insurance carriers is to allow the occasional use of privately owned vehicles on business trips without an increase in premium rates. If the privately owned vehicle is used consistently on university business, the employee should contact his/her insurance carrier to ensure that the coverage in effect is properly based on usage.

The rates of reimbursement for mileage set out in Section F.2.a include the cost of maintaining liability insurance at the minimum amount prescribed by law as well as collision insurance sufficient to cover the reasonable value of the vehicle, less a standard deductible.

When a privately owned vehicle operated by an employee is damaged by collision or receives other accidental damage, reasonable reimbursement for repair shall be allowed under the following conditions:

• The damage occurred while the vehicle was being used on official university business with the permission or authorization of the employing campus;
• The vehicle was damaged through no fault of the employee;
• The amount claimed is an actual loss to the employee, which is not recoverable either directly from or through the insurance coverage of any of the parties involved in the accident (the insurance companies of the parties involved are primarily responsible for reimbursement for damages, rather than the State of California or Humboldt State University);
• The amount of the loss claimed does not result from a decision of an employee not to maintain collision coverage; and
• The claim is processed in accordance with prescribed procedures set forth in the State Administrative Manual, Section 0757.

table of contents

K. Motor Vehicle Accident Reporting

Motor vehicle accidents involving a state owned vehicle or any vehicle being used on university business must be reported within 48 hours to the:

A copy of the report should also be sent to the campus Office of Risk Management. The employee may optionally have the campus office perform the reporting to the state.

Utilize form STD 270 (Report of Vehicle Accident) to make the report. The immediate supervisor who authorized or permitted the employee to use the vehicle will ensure that the employee completes the form. If the employee cannot complete the form, the supervisor must complete it for the employee. The supervisor must inform ORIM when an employee is unable to complete the form.

If the accident resulted in bodily injury or significant property damage to a non-state party, the accident must be first reported by telephone or by a preliminary copy of the STD 270 sent by FAX. Reporting the accident by telephone or FAX does not replace the need to send the actual STD 270 within 48 hours.

If an accident involving bodily injury or significant property damage occurs on a weekend, call (916) 376-5295 and leave a voice mail message. The caller will be contacted on the next business day for more details.

ORIM has contracted with Southland Claims, a private adjusting company, to perform accident investigation and claims-handling services. State employees who are contacted by a representative of this company may verify that they have been retained by calling ORIM.

Additional policy information pertaining to motor vehicle accidents is outlined in the State Administrative Manual (SAM), Sections 2420 through 2442.1, and in the handbook published by Faculty and Staff Relations, Office of the Chancellor, titled "California State University, State and Private Vehicles: Regulations and Policies on the Use of Vehicles--Use, Misuse, and Responsibilities", revised November 1989.

table of contents

L. Requests for Authorization to Travel

A form HSU 90/91 (Request for Authorization to Travel) must be prepared for each trip involving reimbursable expenses. (Claims for local mileage are an exception and can be directly submitted for reimbursement on a travel expense claim form.) The form must be submitted for appropriate approval(s) and forwarded to Accounts Payable.

If the actual expenses incurred on a trip are greater or less than those estimated and approved on the form, a revised form is not necessary. The approving officer's signature on the Travel Expense Claim will authorize the reimbursement of the greater or lesser amount.

When claiming local mileage only, it is not necessary to submit a Request for Authorization to Travel; submit only the Travel Expense Claim. Local mileage driven during any one month should be accumulated and reported on one Travel Expense Claim. The claim form must be submitted for appropriate approvals and forwarded to Financial Services, Accounting at the beginning of the following month.

table of contents

M. Travel Advances

Travel advances will only be issued upon request and only under the following conditions:

• To pay conference or registration fees.
• When an employee travels for the first time and has not yet applied for an American Express Corporate Card. For hotel, per diem and transportation costs.
• When an employee charges and subsequently pays for an airline ticket prior to commencement of a trip in order to take advantage of a favorable airfare. Proof of payment must be provided to initiate the advance.
• For per diem when a traveler is scheduled to be away from campus/home for five days or more.

Exceptions for emergency situations will be evaluated on a case by case basis.

If the completed claim and documentation are not submitted within 30 days following the conclusion of the trip, the advance will be deducted from the traveler's payroll warrant. If this action is necessary, the privilege of receiving advances may be revoked.

Advances will be issued no earlier than one week prior to the first day of the trip. Advance checks can be picked up at Student Financial Services during service hours.

table of contents

N. State Authorized Travel Agencies

Per State Administrative Manual, Management Memo MM 05-07, dated May 20, 2005, travel agencies may only charge a $10.00 maximum ticketing fee ($15.00 for agent-assisted) and must provide an on-line reservation capability to all State departments.

State-authorized travel agencies must be used in order to obtain the state-contract YCAL rates. If you find less expensive fairs elsewhere, you are not required to use the State-authorized agencies.

As none of the local travel agencies are State-authorized under the new requirements, HSU has entered into a contract with Giselle's Travel of Sacramento. Below is a list of available agents, their phone numbers and emails. Contact these agents directly by phone or by email if you are looking for an estimate or flight times. All agents have the same area code and prefix. Just change the last four digits to correspond to whichever agent you are trying to reach. Once you have decided to book the travel arrangements, you can access their website at www.globaltrav.com to fill out the form.

They can be reached at:

Giselle's Travel Corporate Department

916-922-0330 Direct
800-523-0100 Toll Free
916-679-3090 Fax
800-388-3238 After Hours Emergency Service

Website: www.globaltrav.com

Corporate Travel Agents
Name	Phone	E-mail
Shelley Blea	x3037	shelleyb@globaltrav.com
John Chachere	x3008	johnc@globaltrav.com
Marina Chavarria	x3007	marinac@globaltrav.com
Lene Dehli	x3015	lened@globaltrav.com
Astrid Griesel	x3013	astridg@globaltrav.com
Joyce Hartge	x3014	joyceh@globaltrav.com
Amina Khan	x3026	aminak@globaltrav.com
JoyceLyn Lara	x3006	joycelynl@globaltrav.com
Jessica Simmons	x3035	jessicas@globaltrav.com
Charissa Vonk	x3011	charissav@globaltrav.com

Giselle's Administration
Name	Phone	E-mail
Patricia Howard, Director of Corp. Operations	x3003	patriciah@globaltrav.com
Steve Oates, Director of Corporate Sales	x3002	steveo@globaltrav.com

The above agency is permitted to charge a maximum per-ticket fee of $10.00 for domestic travel, $10.00 for international travel, and $15.00 Agent-assisted fee for emergencies, for services including but not limited to:

• Processing/issuing tickets
• Canceling tickets
• Changing/exchanging tickets
• Delivering tickets

Procedures for Giselle's Online Travel Request Form

1. Access www.globaltrav.com on the internet.
2. On the blue menu bar on the left side of the screen, click on State of CA.
3. Under Department Name, use the pull down menu and highlight Humboldt State University.
4. Now complete all requested information. Note that on the box titled 8-Digit HSU Ref # / 5-Character Fund # / 6-Character Dept #, we would like you to include the unique HSU travel reference number that you receive for each new trip you take, as well as your Fund # and Dept # number. ex: 45060154/HM500/D10001
5. Under Reservation Type, indicate whether this is a new reservation, a change in an existing reservation, or a cancellation of a reservation.
6. Under Airline Reservation, fill in your preferred itinerary with dates and departure times. If you know the exact flight number you want, indicate it in the box 'Special Requests' immediately after 'Desired Departure Time'. If you want a nonrefundable fare, indicate that in the 'Special Requests' box. Otherwise, Giselle's will look for the State contracted carrier and rates.
7. The Comments Box is free form...feel free to write a note to the agent with any special requests, i.e., I am flying with James Wilson. Please secure our seats together.
8. Under Car Rental, use the pull down menu to choose one of the State contracted car vendors. If you need a special vehicle, i.e., a van or a 4-wheel drive, use the comment box to indicate that.
9. Under Hotel Reservations, list your choices in order of preference. If you do not know the area and have no knowledge of where you want to stay, use the comment box to instruct the Giselle's agent to find a property and government rate in the area where you will be conducting business. Give the address you wish to be close to.
10. Under Credit Card Information, the default selection will be to charge your airline tickets to your agency's business travel account (BTA) which bills the University rather than your credit card. If you prefer to charge your tickets to your individually issued State American Express Corporate card, indicate Option 2. To use Option 2, you must have a Business Traveler Profile on file with Giselle's Travel which includes your American Express Corporate account number. Option 3 can be used to purchase personal airline tickets. Please indicate in the Comments box that this is a personal trip.

Important Note: If you are booking travel for same day departure, or if you are booking travel after 6 p.m. for a next day departure, please do not use this form. Call Giselle's Travel at (916) 922-0330 or (800) 523-0100.

Setting up a Business Traveler Profile

1. Access www.globaltrav.com on the internet.
2. On the blue menu bar on the left side of the screen, click on Corporate Accounts.
3. Select Business Traveler Profile.
4. Complete all requested information.

table of contents

Appendix: Revisions

The following table summarizes the revisions made to this manual, most recent first.

table of contents