advancement services training on travel policies
TRANSCRIPT
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Advancement Services Training
on Travel PoliciesApril 22, 2016
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CSU Travel Policy
Expenses reimbursed must be:
⢠Ordinary
⢠Reasonable
⢠Not extravagant
⢠Necessary
Only expenses actually incurred and substantiated are reimbursable.
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Authorization to Travel
⢠All travel must be properly authorized via the âRequest for
Authorization to Travelâ (RAT Form).
http://fiscaff.sfsu.edu/sites/sites7.sfsu.edu.fiscalaffairs/files/forms_
documents/request_for_authorization_to_travel_2015.pdf
⢠This form is to be completed and approved prior to making travel
arrangements.
⢠Estimate total cost of trip for budget purposes (including airfare,
hotel, conference registration)
⢠The RAT form has different travel uses:
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Authorization to Travel (contâd)
1. Blanket Authorization
O Covers most travel in the Bay Area
Examples:
Visiting a prospective donor in Oakland
Attending an alumni event in the Bay Area.
Submit with all travel reimbursement requests for local travel
Renew at the beginning of every fiscal year (July 1)
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Authorization to Travel (contâd)
2. Specific Authorization
Traveling by airplane
Traveling by automobile with overnight lodging
Examples:
2 days Conference in SF (no lodging)
Foundation Board Retreat in Half Moon Bay
CASE Conference in LA
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Transportation
Transportation expenses shall be reimbursed based on the most
economical mode of transportation.
Example:
Drive to New York: $4,500
Fly to New York: $500
Here are examples of different modes of transportation and the
allowable reimbursementsâŚ
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Private Vehicle
⢠Defensive Driverâs Training
O Mandatory in order to receive reimbursement.
O Complete Defensive Driverâs Training course online at
http://erm.sfsu.edu/content/driver-safety-program
O Renew every 4 years
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Private Vehicle (Contâd)
⢠Gas mileage reimbursement rate, effective February 1, 2016 (subject
to change):
54 cents per mile for business miles driven
19 cents per mile driven for moving purposes
⢠Charges for ferries, bridges, tunnels, or toll roads may be claimed.
⢠Reasonable charges for parking.
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Local Public Transportation
⢠Local public transportation fares (e.g., buses, subway, streetcars) are
reimbursable.
⢠Taxi fares, including tips, are allowable when the use of public
transportation is impractical or not available.
⢠The cost must be reasonable in relation to personal car use costs,
including parking, tolls, etc.
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Rental Car
⢠A vehicle may be rented when renting would be more advantageous to
the University than other means of commercial transportation, such as
using a taxi.
⢠Must reserve through Fell Travel
Website: http://www.felltravel.com/forms/sfsu
Phone: 650-827-7300
⢠Includes university discounted contract rate and physical damage
insurance
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Rental Car (contâd)
⢠Economy or intermediate class vehicle required
⢠Reserve and pay with personal credit card
⢠Full tank of gas strongly encouraged
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Commercial Airlines
⢠Cost of airfare will be prepaid by the university.
⢠Coach or any other discounted economy-class fare shall be used
whenever ticketing restrictions are reasonable.
⢠Baggage Fees: The University will pay the cost for checked baggage
that is considered reasonable and necessary for the business purpose
and length of the trip.
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Subsistence Expenses
⢠Lodging
⢠Meals
⢠Incidental expenses
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Lodging
⢠Travelers may secure lodging when traveling on business more than
25 miles (one way) from their normal work location or home,
whichever is closer.
⢠Maximum Limits for Reimbursing the Costs of Lodging is $275 per
night (excluding taxes), effective February 1, 2016.
O Departmental travel cards can now be used for lodging. NEW!!!
O Travelers can also pay with their personal credit cards and request a
reimbursement.
O Expenditures above the cap are the responsibility of the traveler
unless a documented exception is pre-approved.
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Lodging (contâd)
⢠Staying with a friend or relative while on official business
for the university.
O Non-cash gift is allowable
Examples: Flowers, restaurant meal, groceries
O Prohibited: alcohol and tobacco products
Not reimbursable
O Maximum $75
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Meals
⢠Meal allowance is $55 per day
O The meals reimbursement cap should not be treated as a per diem.
O Expenditures above the cap are the responsibility of the traveler.
⢠Meals provided as part of an event or conference:
O In the event the traveler must forego the provided meal for health
or business reasons, an explanation for the purchase of the meal
replacement must accompany the claim. Supporting documentation
may be requested and required.
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Incidentals
O $7 per day
O Not reimbursable during the first 24 hours of travel
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Travel of Less than 24 Hours
O Meals and incidental expenses shall not be reimbursed unless the
travel includes an âovernight stayâ as supported by a lodging
receipt.
O If an exception to the IRS overnight-stay requirement is allowed by
the approving authority, the amount of the meal(s) reimbursed
becomes reportable and taxable.
O Under no circumstances will expenses for lunch be reimbursed for
travel of less than 24 hours.
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Business Expenses
O Reimbursable
Internet
Phone calls
Supplies
Postage
O Not reimbursable
Fines/citations
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Personal Travel Combined with
University Business Travel
⢠When a different method of transportation is used for personal
convenience, such as driving instead of flying, the CSU will pay the
lesser cost of the two methods.
⢠If the alternate method is used and requires additional time, the staff
member must use his/her own personal time.
⢠When travel on state business is extended for personal reasons, the
CSU will only reimburse the staff member for expenses during the
time he/she would have been required to travel were the trip not
extended for personal reasons.
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Cancellation of Reservations
⢠If a trip must be cancelled or changed, the traveler must make every
effort to cancel/change any travel reservations.
⢠Fees incurred will be covered if the cancelation/change was work
related or due to unforeseen circumstances out of the control of the
traveler.
⢠Charges or lost refunds shall not be reimbursed unless the traveler can
show that such failure was the result of circumstances beyond the
traveler's control
⢠Must return refund of any unused or partially used transportation
tickets.
⢠A business justification must be submitted and approved by the Vice
President of University Advancement.
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Travel Reimbursement Request Checklists
Approved RAT form
Original itemized receipts are required for expenses of $75 or more.
Conference/Event Itinerary
Backup documents for prepaid expenses (reg fees, airfares, etc)
Maps for mileage reimbursement
Complete the travel expense claim
http://fiscaff.sfsu.edu/content/combined-travel-claim-and-itemized-list-
actual-expensesafter-01012016
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Deadline for Submitting Reimbursements
⢠All travel claims must be submitted to the Accounts Payable Travel
Office no later than 30 Days from the trip return date
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Exceptions to the CSU Travel Policy
⢠Any exceptions to the CSU Travel Policy must be approved by the
Vice President for University Advancement.
⢠Some exceptions also require the approval of the Vice President of
Administration and Finance.
⢠Examples of Exceptions:
1. Lodging less than 25 miles
2. Lodging over $275 per night
3. Reimbursement submitted after 90 days
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Accounts Payable Policies
⢠Not specific to travel but an important reminder.
⢠Methods of Payment
Purchase Order (exceeds $5K): agreement/contract, on-site service,
public workâŚ
Procurement Card ($5K max): printing, postage, office/event
supplies, advertisements, membership fees, registration fees,
subscriptionsâŚ
Direct Payment Request ($5K max): printing, postage,
advertisements, membership fees, registration fees, subscriptionsâŚ
⢠Contact admin support before contacting outside vendor or
engaging in business with outside vendor.
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Questions?
Contact Information:
Thao Vo
HR/Budget Coordinator
ADM 154
Ext. 86141