The instructions below pertain to staff/faculty traveling on University-related business. (Refer to Executive Order No. 1041 for Student travel.)

BEFORE YOU TRAVEL:

Obtain approval for travel::

• Complete the Request for Authoriation to Travel form: Traveler's name, destination, purpose of trip, departure/return dates, event date(s), estimated trip cost, chartfield information (account, fund, department to be charged).
• Traveler must sign/date the travel authorization form and obtain all appropriate approval signatures.
• Submit approved Request for Authorization to Travel form to SBS 345.
• Contact Business Services (email travel@humboldt.edu or call 826-3521) to obtain a travel authorization number.
• Once the approved Request for Authorization to Travel form has been received by Business Services, a travel authorization number will be issued. An email will be sent to the traveler (as well as the travel arranger if specified) containing the travel authorization number.

Book travel through Giselle's Travel: (You will be asked for a "travel reference" number (which is the travel authorization number issued by Business Services).

• Book your business travel through Giselle's Travel in two easy ways:
  1. Go to www.globaltrav.com, click on "Corporate & Government Travel", then "State of California" links. Fill out Giselle's travel request form. A travel agent will receive the request and contact the traveler (or travel arranger) before confirming travel arrangements.
  2. Call Giselle's Travel at (916)922-0330 or toll free (800)523-0100 and talk to an agent.
     • Airfare will be automatically paid using HSU's business travel account (BTA) which bills the university rather than your credit card. It's recommended that you inform Giselle's to check for state contracted rates for airfare to compare with published rates. If you prefer to pay using your campus-issued or personal credit card, you must have a Business Traveler Profile on file with Giselle's Travel. (Go to www.globaltravl.com, click on the "Corporate & Government Travel" link, and select "Business Traveler Profile" link to submit a Business Traveler Profile.
  • Hotel will be "reserved" using HSU's business travel account (BTA), however you will need to present your own campus-issued or personal credit card when you check into your hotel to pay for your hotel stay. Upon completion of travel, submit the itemized hotel receipt with your Travel Expense Claim.
  • Enterprise Rental car will be automatically paid using HSU's car rental business travel account (CRBTA) which bills the university rather than your credit card. This will also ensure state contracted rates are charged, as well as covering the vehicle by physical damage insurance. (If you pay for your rental car using a personal credit card, you should also purchase insurance.)
    • Any trip requiring the traveler to drive is prohibited until Defensive Driving Training has been completed. Refer to the Facilities Management website for information.
    • If your destination is from HSU campus, contact Plant Operations to obtain an Enterprise rental car from HSU campus.

DURING TRAVEL:

1. Be aware of reimbursement rules.
2. Keep your "itemized" receipts.
3. If hotel is in California, bring a Hotel/Motel Transient Occupancy Tax Waiver form and give to hotel upon check in. (The hotel may/may not honor the form, however if they do waive the taxes, it will help to reduce lodging expenses.)

AFTER COMPLETION OF TRAVEL:

1. Complete a Travel Expense Claim within 30 days after your return.
2. Indicate the travel authorization number on the Travel Expense Claim form.
3. Attach any applicable supporting documents/itemized receipts as required by the travel policy (secure loose, smaller receipts by taping them to an 8.5" x 11" sized paper).
4. Obtain approval signature(s).
5. Submit all originals to Business Services/SBS 345.

Refer to Travel Manual/Policy regarding Non-University Travelers (Section VII, B). "Travelers in this category include prospective employees, independent contractors and consultants, inbound travelers hired by the University for a temporary assignment, volunteers, foreign visiting scholars, and spouses.

Refer to Dept of General Services bulletin for information regarding YCAL/Capacity Controlled airfare. As stated, "These discounted airfares are authorized for use by employees of State departments, universities...for travel on official government or school business."

Guest Lecturer/Service Provider

A guest lecturer is an individual who speaks to a class because of his/her expertise, is paid a flat rate, and is not the instructor of record. A service provider is an individual who comes to the campus to provide a specified service. For additional information, refer to University Management Letter UML 00-02.

It is HIGHLY RECOMMENDED that if travel is needed in order to bring the guest lecturer/service provider to campus, that the cost for travel be included with the Guest Lecturer Agreement and Payment Request form. The guest lecturer/service provider would then be responsible for making their own travel arrangements. (A cash advance may be requested for the agreed upon amount of the anticipated travel cost for the guest lecturer/service provider to be able to book their own travel.)

• As a last resort, IF travel arrangements need to be made on behalf of the guest lecturer/service provider, here are a few key points for you to be aware of:
  • If airfare needs to be prepaid in advance, trust fund monies can be used. Upon completion of travel, general fund monies can be used to reimburse the trust fund.
  • Complete a Request for Authorization to Travel form under the guest lecturer/service provider's name and obtain all appropriate approval signatures. Indicate the appropriate chartfield information on the request form. Submit the approved Request for Authorization to Travel form to Business Services/SBS 345 to obtain a travel authorization number.
    • Book travel through Giselle's Travel using a Guest Traveler profile or a third party travel vendor, using your campus issued travel credit card or personal credit card.
    • Request a travel advance for the amount of the airfare. Indicate the reason for advance, who the check should be made payable to, and the appropriate trust fund account to be charged in the blank box next to "Purpose of Advance". (For example: "Prepaid airfare for guest lecturer using credit card. Make check payable to Sally Arranger. Charge to trust fund #_______.")
    • The amount of travel should also be indicated on the Guest Lecturer Agreement and Payment Request form as a cash advance for travel.
  • A Travel Expense claim needs to be completed for the guest lecturer/service provider and signed by the guest lecturer/service provider (with all "itemized" travel receipts attached), and submitted to Business Services/SBS 345 within 30 days AFTER completion of travel.
  • Note: If the guest lecturer/service provider ends up cancelling the trip, the amount already given to you (travel arranger) as a cash advance will not be reimbursed through State funds. Since the ticket will be listed under the guest lecturer/service provider's name because if there are any airline credits, it will reside under his/her name.

• Form: Travel Estimator Worksheet
• Official HSU Athletic Team Host Hotels for group travel

• Currency converter: http://www.oanda.com/currency/historical-rates/
• Mapquest (useful for determining mileage): http://www.mapquest.com/