Checklist for Travel

The following provides a quick overview of key points to remember when traveling on university business. Be sure to refer to the CSU Travel Procedures and Regulations for complete rules and guidelines.

Domestic Travel

  • Before You Travel
    • Obtain an approved Authorization To Travel PRIOR to traveling. (Refer to HSU Policy P13-01 Pre-Authorization Travel Requirement.)
      • Effective 5/17/13: Travel authorization requests can now be approved by the authorized administrator responsible for the budget unit that is covering the travel expense or their immediate supervisor (employees shouldn't approve their own preauthorization). This means that preauthorization requests for in-state and out-of-state travel longer require AVP or VP approval. International travel must still be approved by the International Center Director and then the President.
    • Go to the Giselle's Travel website, complete a Business Traveler Profile (if not already done).
    • Make travel arrangements through the University's authorized travel agency Giselle's Travel by speaking to an agent, or completing a travel request form through the Giselle's Travel website.
      • Call Giselle's Travel at (800)523-0100 or (916)922-0330

      OR

      • Go to the Giselle's Travel website, click on Corporate & Government Travel link, then State of California link. Complete and submit the request form indicating travel preferences. Once form is submitted to Giselle's Travel, a travel agent will work on the request and the traveler and/or travel arranger will be notified by email (or phone call) to verify and confirm the travel arrangements.
    • 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 you do not have a campus issued travel credit card, refer to the Contracts & Procurement website to apply for a US Bank Visa Travel Card or American Express card.
    • Sign up for Direct Deposit for Employee Reimbursement which allows for faster reimbursement.
    • If you are requesting a travel advance with your Request for Authorization to Travel form, please allow up to 5 business days (from date of receipt in SBS 345) for processing your request. Supporting documents/receipts are required in order to process a travel advance request..
    • For travel in California, print and complete a Hotel/Motel Occupancy Tax Waiver form to bring with you on your trip.
  • While You Travel
    • Be aware of reimbursement rules. CSU Travel Manual/Policy .
    • Keep your itemized receipts. (For your convenience, print the Travel Receipt Envelope to help you keep track of expenses and keep itemized receipts. Print on a #10 sized envelope.)
    • Present a Hotel/Motel Occupancy Tax Waiver form to your hotel to waive the transient occupancy taxes.
      • Some establishments may not honor the waiver but the potential savings to the University is worth the effort of presenting the document upon check-in.
      • Long Beach, CA hotels may require you to present your travel authorization form as proof that you are authorized to travel on your business-related trip.
  • After You Travel
  • TIPS for ensuring timely processing of your Travel Expense Claim:

  • Documentation for airfare charges should contain proof of payment. Keep your boarding pass to attach to your travel expense claim, as this is proof of travel.
  • Hotel receipts must be original and "itemized" showing the daily charges.
  • Any meal $25.00 and above requires an original "itemized" receipt. If your meal is charged to your hotel bill, you must also attach the itemized receipt to your travel expense claim.
  • Any reimburseable items costing $25.00 or more requires an itemized original receipt.
  • Although you are not required to submit receipts for charges under $25.00, it is highly recommended that you keep all travel-related receipts. If in doubt, keep your receipts.
  • All Travel Expense Claims must contain an approval signature.
  • An approved Request for Authorization to Travel form should have already been submitted to SBS 345 prior to travel. Indicate the Travel Authorization number on the Travel Expense Claim for easier reference.

Did You Know?

  • You must obtain an approved Authorization to Travel before traveling in order to be reimbursed for your expenses. (Refer to HSU Policy P13-01 Pre-Authorization Travel Requirement.)
    • Effective 5/17/13: Travel authorization requests can now be approved by the authorized administrator responsible for the budget unit that is covering the travel expense or their immediate supervisor (employees shouldn't approve their own preauthorization). This means that preauthorization requests for in-state and out-of-state travel longer require AVP or VP approval. International travel must still be approved by the International Center Director and then the President.
  • HSU will not reimburse for car rental insurance when covered by CSU-UC contract. Use CSU-UC approved rental agencies (Enterprise and National car rental).
  • HSU will not reimburse for alcohol using any state funds.
  • Tips (other than for meals) are included in the daily allowance for all incidental expenses.
  • Meal reimbursements for travel of less than 24 hours are taxable and reportable income.
  • Applicants interviewing for faculty/staff positions at HSU may be reimbursed for their travel expenses. See Faculty and Staff Recruitment Procedure (Section VII B 1 ).
  • Refer to Dept of General Services bulletin for information regarding YCAL/Capacity Controlled airfare. YCAL/Capacity Controlled airfare are for use on official government or university business, and can be booked through Giselle's Travel by contacting a Giselle's travel agent or the UC Travel Center (via Connexxus).
  • If your hotel stay is in the State of California, the hotel may waive the transient occupancy taxes if you present them with a Hotel/Motel Occupancy Tax Waiver form. This will help reduce travel expenses. (Long Beach, CA hotels may require you to present your travel authorization form as proof that you are authorized to travel on your business-related trip.)
  • When booking your Enterprise Rental car through Giselle's Travel for business-related travel, save some money by not having to purchase car rental insurance. The insurance is covered under the State of California's contract with Enterprise.
  • If you use your campus-issued credit card (US Bank or American Express), you DO NOT need to purchase rental car insurance as it is already covered for business-related travel. However if you use your personal credit card to book a rental car for business, you need to purchase car rental insurance.

International Travel

  • Before You Travel
    • Review the high hazard list and the U.S. Department of State website to determine if the country you intend to travel has a travel warning restriction. (Lists are subject to change at any time.)
      • Approval from the Chancellor's office is required for travel to both high hazard and travel warning countries. The Chancellor's office requests that all travel authorizations which need approval be received in their office at least 30 days in advance of travel. Please factor in the additional time for obtaining HSU approvals and the Chancellor's approval when submitting your Request for International Travel form. Requests received in the Chancellor's office with five business days or less from the date of travel will not be considered.
    • Obtain an approved Request for International Travel form PRIOR to traveling.(Refer to HSU Policy P13-01 Pre-Authorization Travel Requirement.)
    • Refer to the Chancellor's office memo (3/25/13) regarding Foreign Travel Insurance Program requirements.
    • Register with the U.S. Department of State's STEP program (Smart Traveler Enrollment Program), and attach the STEP Registered Itinerary to the Request for International Travel form.
    • Obtain all necessary approval signatures. International travel requires the following approval signatures:
      1. Traveler
      2. Department chair/supervisor
      3. Dean/Asst.Dean (if applicable)
      4. Director for the Center of International Program
      5. Campus President (Chancellor as defined in the Chancellor's memo)
    • Submit the ORIGINAL approved Request for International Travel form to Business Services/SBS 345 in order to obtain a travel authorization number.
      • Keep a COPY for yourself to take with you on your trip
      • Keep a COPY for your department files
      • Send a COPY to Contracts & Procurement
    • Go to the Giselle's Travel website, complete a Business Traveler Profile (if not already done).
    • Make travel arrangements through the University's authorized travel agency Giselle's Travel by speaking to an agent, or completing a travel request form through the Giselle's Travel website.
      • Call Giselle's Travel at (800)523-0100 or (916)922-0330

      OR

      • Go to the Giselle's Travel website, click on Corporate & Government Travel link, then State of California link. Complete and submit the request form indicating travel preferences. Once form is submitted to Giselle's Travel, a travel agent will work on the request and the traveler and/or travel arranger will be notified by email (or phone call) to verify and confirm the travel arrangements.
    • 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 you do not have a campus issued travel credit card, refer to the Contracts & Procurement website to apply for a US Bank Visa Travel Card or American Express card.
    • Sign up for Direct Deposit for Employee Reimbursement which allows for faster reimbursement.
    • If you are requesting a travel advance, your request must be received by Business Services office no later than 5 week days prior to your departure. Attach any supporting documents to help speed up the process.
  • While You Travel
    • Be aware of reimbursement rules. CSU Travel Manual/Policy .
    • Keep your itemized receipts. (For your convenience, print the Travel Receipt Envelope to help you keep track of expenses and keep itemized receipts. Print on a #10 sized envelope.)
  • After You Travel
  • TIPS for ensuring timely processing of your Travel Expense Claim:

  • Documentation for airfare charges should contain proof of payment. Keep your boarding pass to attach to your travel expense claim, as this is proof of travel.
  • Any reimburseable items costing $25.00 or more requires a receipt.
  • All Travel Expense Claims must contain an approval signature. (Refer to HSU Policy P13-01 Pre-Authorization Travel Requirement.)
  • An approved Request for Authorization to Travel form should have already been submitted to SBS 345 prior to travel. Indicate the Travel Authorization number on the Travel Expense Claim for easier reference.

Did You Know?

  • You must obtain an approved Request for International Travel form before traveling in order to be reimbursed for your expenses. (Refer to HSU Policy P13-01 Pre-Authorization Travel Requirement.)
  • HSU will not reimburse for alcohol using any state funds.
  • Tips (other than for meals) are included in the daily allowance for all incidental expenses.
  • Meal reimbursements for travel of less than 24 hours are taxable and reportable income.
  • The University does not contract with car rental agencies outside the U.S. When booking a rental car for international travel, travelers must purchase Collision Damage Waiver and Liability insurance. However, if you use your campus-issued credit card (US Bank or American Express), you DO NOT need to purchase rental car insurance as it is already covered for business-related travel. However if you use your personal credit card to book a rental car for business, you need to purchase car rental insurance.

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