Travel for Sponsored Programs

Before Your Trip

If you’d like to receive funds before your trip, submit a Travel Advance Request DocuSign PowerForm.

• Submit your request at least 3 weeks before your travel start date to ensure funds are available in time.
• See the Travel Advance drop-down for more details. 

If you’re submitting the request on behalf of your PI or another traveler, use the alternate version of the form.

After Your Trip

Collect all receipts or documentation for expenses over $75.
For mileage claims, include a Google Map (or equivalent) showing the total miles traveled.

Complete the SPF Travel Expense Claim (fillable PDF) to document all business-related expenses for your trip.
Use the Explanation section to describe any special circumstances or exceptions!

Note: The Travel Expense Claim form no longer requires signatures. Approvals are collected through DocuSign when you submit your reimbursement or advance clearance.

Submitting for Reimbursement

To receive reimbursement, complete the Travel Reimbursement DocuSign PowerForm and attach:

• Your completed Travel Expense Claim
• All required receipts

Travel reimbursements can be given in the form of a check or direct deposit. Signing up for direct deposit is easier than ever before! Click here to sign up: Direct Deposit Form for Accounts Payable Reimbursements 

Clearing a Travel Advance

To reconcile your travel advance, submit a Travel Advance Clearance DocuSign PowerForm and attach:

• Your completed Travel Expense Claim
• All required receipts
• Proof of return of any unused funds (if applicable)

If submitting on behalf of someone else, use the alternate version of the form.

Note: Once completed, all DocuSign PowerForms are automatically routed to Accounts Payable for processing. 

Note: Links to all DocuSign PowerForms can be found in the Forms Library.

Planning to travel outside the U.S. (including Mexico or Canada) for SPF business?
You must submit an International Travel Authorization Form at least 30 days before your trip!

⚠️ Important: If you don’t submit this form in time, your travel may not be approved, and reimbursement could be denied.

Be sure to allow extra time for both University and Chancellor’s Office approvals. Requests that reach the Chancellor’s Office within 5 business days of travel will not be considered!

If you have questions while completing your form, contact your Post-Award Grant Analyst for assistance.

Before You Travel

1. Confirm your travel approval:
   Wait for official SPF confirmation before booking any travel arrangements!
2. Check travel advisories:
   Review the CSU High Hazard Country List and the U.S. Department of State website for any travel warnings or restrictions. (These lists are updated frequently—check close to your travel date.)
3. Get prepared:
   Travelers are personally responsible for acquiring all necessary visas, vaccinations, etc. required by the country they are traveling to. SPF strongly encourages all travelers to research local laws for their destination, familiarize themselves with basic risks of international travel, and have a documented safety plan in place. Contact University Risk Management for advise on how to best prpeare.

Travel Insurance

Once your international travel is approved, SPF will arrange travel insurance for you prior to departure.

All SPF-funded international travelers are required by the Chancellor’s Office to have travel insurance coverage. SPF provides this through CSURMA’s Foreign Travel Insurance Program. Our office will coordinate directly with the insurance provider to ensure you have the appropriate liability and accident coverage for your trip.

Group Travel

Effective November 2025, prior approval for SPF group travel is no longer required.

Group travel applies when:

• An employee is traveling with one or more students
• Three or more students are traveling together
• Five or more employees are traveling together
• An employee is traveling with a community member or non-campus partner
• A non-campus partner or prospective employee is visiting Humboldt

Group travel can be managed by either a Group Leader or a Travel Coordinator, depending on who is accompanying the group.

Group Leader

A Group Leader is someone traveling with the group who pays all or part of the group’s expenses and may be reimbursed for those costs.

Responsibilities of a Group Leader

• May pay shared expenses for the group.
• Group members may claim reimbursement for any remaining personal expenses but must certify they will not request duplicate reimbursement.
  • Certification must be completed using the Travel Expense Claim Attachment A: Group Travel and included with the Group Leader’s claim.
• Must attend an SPF Drop-In Zoom Hours (2:00–3:00 p.m. daily) to submit the group travel advance request and/or reimbursement after returning.

Travel Advance Timing

Group Leaders are strongly encouraged to submit their Travel Advance Request at least 3 weeks before travel.
SPF cannot guarantee funds will be issued if the request is submitted late.

Travel Expense Claim Requirements

When submitting the Travel Expense Claim, it must clearly identify:

• How many travelers were part of the group
• Who the travelers were, if applicable

This ensures that lodging and meal & incidental (M&IE) maximums are calculated correctly.

Travel Coordinator

A Travel Coordinator is someone not traveling with the group who pays group expenses and may be reimbursed.

A Travel Coordinator may be used when:

1. No appropriate Group Leader can be identified, and
2. It is beneficial for a project administrator (affiliated with Cal Poly Humboldt or SPF) to pay expenses on behalf of the group.

How Travel Coordinators Can Pay

• Preferably through direct pay or negotiated agreements with suppliers.
• If those options aren’t available, cash advances may be provided directly to travelers.
  • Travelers must sign an acknowledgment when receiving cash.
  • This acknowledgment must be attached to the Travel Coordinator’s expense claim and can serve as documentation in place of receipts.
  • Certification is collected using the Travel Expense Claim Attachment A: Group Travel.

Required Support & Timing

• Travel Coordinators must attend an SPF Drop-In Zoom Hours (2:00–3:00 p.m. daily) to complete and submit travel advance or reimbursement requests.
• Like Group Leaders, Travel Coordinators are encouraged to submit Travel Advance Requests at least 3 weeks before travel.

Travel advances help cover estimated out-of-pocket expenses for an upcoming trip by issuing a check to the traveler, group leader, or travel coordinator prior to the trip. These advances may be approved by the SPF Executive Director or the AVP for Research.

When to Request a Travel Advance

Travelers are strongly encouraged to submit their Travel Advance Request at least 3 weeks before travel.
SPF cannot guarantee funds will be issued for requests submitted with less than 3 weeks’ notice.

How to Request a Travel Advance

Request your travel advance by using the SPF Travel Advance Request. You must attach estimates of your expenses to justify the amount being requested.

• If you’re submitting the request on behalf of your PI or another traveler, use the alternate version of the form.

How to "Clear" a Travel Advance

Travel advances should be cleared by the traveler within 30 days after their trip is completed. 

To reconcile your travel advance, submit a Travel Advance Clearance DocuSign PowerForm and attach:

• Your completed Travel Expense Claim
• All required receipts
• Proof of return of any unused funds (if applicable)

If submitting on behalf of someone else, use the alternate version of the form.

When a Travel Advance Cannot Be Issued

Travel advances are not allowed when:

• The traveler has an outstanding Travel Expense Claim more than 60 days overdue
• Travel begins more than 120 days in the future
• Travel has already started

Exceptions may be granted at the discretion of SPF leadership.

Returning Excess Advance Funds

If your advance is more than the final reimbursable expenses, or if your trip is canceled, you must:

1. Return the unused funds to the Cal Poly Humboldt Cashier’s Office (in person SBS 285 with cash or personal check OR online using the employee payback portal)
2. Return the unused funds within 60 days of the final date of travel
3. Return funds before submitting your Travel Expense Claim
4. Attach the cashier’s receipt to your Travel Expense Claim

Unused/Uncleared Advances

If the traveler does not clear their travel advance within 120 days of the trip completion, the University is obligated under IRS regulations to consider the travel advance amount as income to the traveler.

As a result, the amount of unsubstantiated expenses and unrecovered advances will be reported through the payroll system as additional wages to the traveler no later than the first payroll period following the end of the 120-day period. The income and applicable employment taxes on the additional wages will be withheld from the traveler’s regular earnings. No refund of such taxes or any adjustment to gross income will be made with respect to any substantiation or reimbursement received from the traveler after the 120-day period.

Meals & Incidentals

SPF reimburses meal expenses up to $75 per day, plus $7 per day for incidentals (including the first and last day of travel).

• Breakfast: $20
• Lunch: $25
• Dinner: $30

Receipts are not required when claiming these per diem rates.

🚫 Alcoholic beverages are not reimbursable.

Note: Travelers and Principal Investigators must be aware of grant-specific restrictions that may set a lower per diem rate.

See Meals and Incidental Expenses for more information and special circumstances.

Lodging

You may claim lodging expenses when traveling on SPF business more than 25 miles (one way) from your regular work location or home (whichever is closer to your destination).

• The maximum nightly lodging rate for domestic travel is $333 (before taxes and fees).
• Higher rates must be approved by the Authorized Project Signer and justified on your Travel Expense Claim.
• If you’re attending an approved conference with a higher official conference hotel rate, you may stay there without additional approval.

See Lodging for more information and special circumstances.

Rental Vehicles

SPF travelers may rent a vehicle when it is more cost-effective or practical than other transportation options (e.g., taxis, rideshares). Whenever possible, make advance reservations and secure the best available rate for your trip.

Using SPF’s Contract Rate

SPF has negotiated discounted rates through Enterprise Rent-A-Car. The traveler pays for the rental and is reimbursed through the standard Travel Expense Claim process.

Benefits include:

• Discounted pricing
• Coverage under CSU insurance 

👉 Click here for instructions and current rates for booking through Enterprise.

Vehicle Class & Insurance

• Rent an economy-class car unless you receive a no-cost upgrade
• Always purchase insurance, unless it is already included in the negotiated contract rate

When a Larger Vehicle Is Allowed

A higher-class or larger vehicle requires pre-approval from the Approved Project Signer and must be justified on your Travel Expense Claim. Approval may be granted when:

• A larger vehicle is needed for safety reasons
  • Example: 4-wheel drive for off-road research
  • Example: Vehicle required to use snow chains
• Additional space is needed for passengers, baggage, or equipment
• Required to reasonably accommodate a documented disability or medical need
• Necessary for business purposes, such as transporting a guest lecturer or dignitary

Fuel

Travelers may only claim reimbursement for the actual cost of gas used during the trip.

Best practice:
Refuel before returning the car - rental agencies charge significantly higher rates.

Private Vehicles

Travelers utilizing a private vehicle may claim reimbursement for mileage only. If more than one person shares a personal vehicle, only the driver may claim mileage. Effective January 1, 2026: The mileage reimbursement rate has been increased from $0.70 to $0.725. This rate is updated annually on the SPF website and includes all auto-related expenses (fuel, maintenance, repairs, insurance, depreciation, etc.).

Drivers using personal vehicles for SPF business must carry their own liability insurance.

Mileage for Overnight Travel

Mileage is typically calculated from:

• Normal work location → assignment or terminal
  OR
• Home → assignment or terminal, if travel occurs during non-working hours or on a regularly scheduled day off

Mileage for Same-Day Travel

For local workshops, conferences, trainings, or multi-site assignments:

• Mileage is calculated as the round trip between the normal work location and assignment site(s)
• For multiple locations, reimbursement includes round-trip mileage between each successive site

Motorcycles

Motorcycles are not permitted for SPF business use. No reimbursement will be issued for motorcycle travel!

Facilities Management coordinates the rental of the Sponsored Programs Foundation (SPF) research vehicle (#189). All faculty, staff, and student drivers must:

1. Pass a DMV background check, and
2. Successfully complete the "Defensive Driver Training" in CSULearn

These requirements must be met before picking up the vehicle keys. To confirm completion of both items, please email: eac52@humboldt.edu 

Vehicle Details

The SPF research vehicle is a 4-wheel drive truck equipped with 14,000lb towing capabilities with seating available for 5 adults. It is designed to handle off-paved roads and rough terrain, making it suitable for a variety of research fieldwork and transportation needs. The vehicle's towing capacity allows for hauling additional equipment, boats, or trailers as needed.

Vehicle Availability

Vehicle #189 is prioritized for SPF-related programs and projects. Reservations are accepted on a first-come, first-served basis and must be submitted in advance by a Principal Investigator for use on their HMSPF-funded projects. After the DMV check and Defensive Driver Training have been completed, you may submit the SPF Research Truck Rental Request Form by clicking here.

Cal Poly Humboldt is committed to providing streamlined access to fuel resources in support of university operations, research, and program-related travel.

Voyager fuel cards will soon be available for:

• University-owned vehicles
• Rental vehicles used for approved university or Sponsored Programs Foundation (SPF) activities

*Please note: Voyager cards may not be used to fuel personal vehicles - even when used for university business. Stay tuned for updates as we roll out this program for auxiliary use.

SPF offers Drop-In Zoom Hours every weekday from 2:00-3:00pm. Please take advantage of these open drop-in sessions if you don’t feel confident with the information that you’re submitting (including requesting or clearing travel advances). The more corrections we can make with you on the front end, the quicker your travel reimbursements will be processed.

For immediate assistance or to schedule an alternative meeting time, email hsuf@humboldt.edu to be connected with an SPF travel policy expert. 

Q: What happens if I do not submit my travel claim within 60 days of the end of my trip?

You can still submit your claim, but it is not guaranteed that SPF will reimburse you. It is at the discretion of the SPF Executive Director to approve or deny such payments. To request approval of a late travel claim, please complete the Past Due Travel Reimbursement Justification Memo and attach a signed copy with your Travel Expense Claim Form.

Q: What should I do if I already submitted my travel claim and I need to make a change to it?

Come to the SPF offers Drop-In Zoom Hours (weekdays from 2:00-3:00pm) or contact hsuf@humboldt.edu so that a member of our staff can make those edits for you. To prevent processing of duplicate payments, do not resubmit the form unless instructed to do so by SPF staff.

Q: Some personal expenses for which I do not want to claim reimbursement are included in the receipts for my travel expenses. Can I still submit these receipts?

Yes! Please include those receipts with a note stating the amount that is excluded from the Travel Expense Claim. For example, if your airfare includes an unapproved seat upgrade that you wish to pay for out of pocket, please deduct the upgrade fee from the total and write the new total that is being claimed on the receipt and/or in the notes section of the Travel Expense Claim Form.

Q: I purchased a meal for a business associate who was not traveling with me during my trip. Can I claim these expenses with my travel reimbursement?

No, this is considered a hospitality expense. If the SPF grant allows for reimbursement of hospitality expenses, they should be claimed separately using a Hospitality Form so that we can ensure compliance with the Hospitality Policy for those expenses. Do not include such expenses with your Travel Expense Claim.

Q: How do I know who the Approved Signer is for my Travel Reimbursement?

Contact hsuf@humboldt.edu, call 707-826-4189, or connect with your Post Award Grant Analyst to determine which individuals are on the grant Signature Card. Refer to this signature authority flow chart to determine the correct signer for your role:

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Q: Who are Project Participants?

Cal Poly Humboldt follows standard travel and reimbursement policies that distinguish between two primary categories for payment and reimbursement purposes:

• Employees (faculty, staff, and student employees)
• Vendors/Suppliers (any non-employee individual or entity providing goods or services)

However, for those participating in grant-funded programs as non-employee project participants, there is a third category that does not neatly fall into the above structure.

Project participants may include community partners, tribal collaborators, volunteers, or youth invited to campus under a grant-funded program. These individuals are not employees of the university, nor are they traditional vendors/suppliers, and they may not have the means or infrastructure to generate an invoice for reimbursement. These participants are traveling on behalf of a grant program and in support of SPF business, even though they are not employees.

Instructions for Faculty and Staff Assisting Participants

• Ensure that participant travel is allowable and budgeted within the grant.
• Participants must complete a Form 204 (Payee Data Record) to be set up for reimbursement.
• Upon completion of travel, submit a Travel Expense Claim on behalf of the participant.

Include all receipts and backup documentation required for standard travel reimbursement.