college of education eureka hall 401 updated: october 28, 2015 things to know before you go!...
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College of EducationEureka Hall 401
Updated: October 28, 2015
Things to Know Before you Go!
Sacramento State Travel Procedures
1. Types of Travel: slide 3
2. Overview of University Travel: slide 4
3. Before You Travel: slide 5
4. Unfunded Travel: slides 6-11
5. Funded Travel: slides 12-16
6. International Travel: slides 17-18
7. Travel Claim (Funded): slides 19-21
8. International Travel Currency Conversion: slide 24
9. Electronic Funds Transfer (EFT): 25
10. Overview of UEI Travel: slide 26
11. UEI Travel: slides 27-32
12. Supervision Travel: slide 33
13. Sample Travel Process Timeline: slide 34
14. Key Dates (College of Education Deadlines): slide 35
PRIOR TO TRAVEL: KEY SUBMISSION TIMELINES
FINAL SUBMISSION DEADLINE DATES
15. Links slide 36
Table of Contents
Types of Travel
1. Unfunded Travel
No funding provided by the University, UEI or COE
It is still considered Unfunded if you are seeking a grant for the travel but the funds have not yet been awarded.
2. Funded Travel
General Fund – (e.g. SPAR, Dean or Branch)
Supervision – Through AERO
Provost – If you are receiving funding through the Provost
UEI – If you are receiving a grant from UEI then you will need to complete UEI’s travel paperwork (provided by UEI). This process is separate from the University.
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Overview of University Travel
Faculty obtain travel forms from the College of
Education website and submit to Eureka 401*
Chair signs travel
paperwork
Dean signs travel
paperwork
Provost signs travel
paperwork
APS Staff will enter Requisition for travel
in CFS (If travel is Funded)
Faculty travels
Faculty completes & emails Travel Claim,
supporting documents & receipts to APS staff
within 30 days of completing travel.
APS Staff review Travel Claim and make necessary
adjustments
Faculty signs Travel Claim
1 3 4
6 7 8
9
5
Chair signs Travel Claim
11
Travel Claim is submitted to Accounts
Payable
12
Check is in the mail!
13
* http://www.csus.edu/coe/forms/faculty-staff.html
APS staff review travel paperwork
2
10
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If you know you will be traveling on University business (including if you’re using UEI funds), you should notify Academic and Program Support (APS) staff at least 30 days* prior to your domestic travel so that all necessary paperwork can be completed and signatures can be obtained before you travel.
*60 days for International travel.
NOTE: It is required by the Provost for ALL University Travel (Unfunded or Funded) to submit a Travel Justification and supporting documents as described in slides 6 & 11.
Travel paperwork is located on the College of Education “Forms and Handbooks for faculty and staff” webpage: http://www.csus.edu/coe/forms/faculty-staff.html listed under “Travel Submission Packets.”
APS staff consist of: Susana Guzman – [email protected] Colleen Mesa– [email protected] Don Nahhas – [email protected] Annie Suarez - [email protected] (AERO-Supervision Travel)
When you submit your travel paperwork (obtained from our travel webpage) to Eureka 401, you will be given a travel envelope and checklist to help keep track of all of your travel documents and receipts.
Before You TravelUnfunded or Funded
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If you are NOT receiving funding for travel, you are still required to complete/turn in the following 30 days before your Domestic travel or 60 for International travel:1. Unfunded Travel Request form2. Travel Planner Form3. UNFUNDED Travel Justification Check List4. Domestic Travel Expense Justification form5. Copy of your hotel reservation/confirmation6. Copy of your conference registration 7. Invitation letter (if presenting)8. Copy of your presentation abstract (as noted in the program)9. Travel Itinerary (airline or other if obtained prior to submitting justification).
Travel paperwork is located on the College of Education “Forms and Handbooks for faculty and staff” webpage; http://www.csus.edu/coe/forms/faculty-staff.html.
Personal Vehicle – If you are using your personal vehicle for travel, you will need to complete additional liability paperwork with the University. Please contact: Kim Ross – [email protected] for more information.
Once your Unfunded Travel Request is received in Eureka 401 and checked in, you will be assigned an APS staff member to assist you throughout the process. You will be contacted via email to submit any additional documents electronically to that APS staff member.
Unfunded Travel
Table of Contents
-Sample- Unfunded Travel
Request
http://www.csus.edu/aba/ABA-Files-Configs/documents/forms/accountPayable/UnfundedTravelRequest.pdf
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Please type your Chair’s full name in the “Approving Official’s Printed Name” line.
-Sample- Travel Planner
http://www.csus.edu/coe/forms/assets/form-travel-planner-20140731.pdf
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-Sample- Unfunded Travel
JustificationCheck List
Table of Contentshttp://www.csus.edu/coe/forms/assets/unfun
ded-travel-just-checklist-20151023.pdf
Use this Unfunded Travel JustificationCheck List to assist you in completing the Travel Expense Justification form properly.
-Sample- Unfunded Travel
Expense Justification
http://www.csus.edu/aba/ABA-Files-Configs/documents/forms/accountPayable/Travel_Expens_Justification_Domestic_August2015.pdf
Table of Contents
Please use the Unfunded Travel JustificationCheck List to assist you in completing the Travel Expense Justification form properly.
Important! If you think you will receive funding in the
future for a previous trip, save all your supporting documents and receipts! Receipts are needed for your travel claim. We have created an “UNFUNDED Travel Claim Supporting Documents Check List” to help ensure you collect and retain all the necessary travel receipts.
If you do receive funding in the future, you will need to follow the steps for Funded Travel, including resubmitting a new Travel Expense Justification form for approval AND attach the signed copy of your previous Unfunded Travel Expense Justification form.
The CSU maximum lodging rate is $195.00 per night (excluding taxes). You must fill out the “Lodging Rate Exception” portion of the Travel Expense Justification form and get approval from the Provost if you wish to be reimbursed for rates over $195.00.
*Please note that you can choose to stay in hotels that exceed the $195.00 rate, but without approval from the Provost you will only be able to claim up to $195.00 per night.
Unfunded Travel Cont.
Table of Contentshttp://www.csus.edu/coe/forms/assets/unfunded-t
ravel-doc-checklist-20151023.pdf
If you are receiving funding for travel, you need to complete/turn in the following 30 days before you travel (60 for international travel):
1. FUNDED Travel Justification Check List2. Domestic or International Travel Expense Justification form3. Travel Planner 4. Copy of your letter of funding5. Copy of your hotel reservation/confirmation6. Copy of your conference registration
Invitation letter (if presenting)7. Copy of your presentation abstract (as noted in the program)
International Traveler’s need to also provide:8. Foreign Travel Insurance Request Form – Must be completed 10 days prior to
travel. http://www.csus.edu/aba/ABA-Files-Configs/documents/forms/riskMgmt/FTIPrequest.xlsx
9. Letter from University President approving International Travel10. Approved International Travel Justification.
Travel paperwork is located on the College of Education “Forms and Handbooks for faculty and staff” webpage; http://www.csus.edu/coe/forms/faculty-staff.html listed under “Travel submission Packets.”
Once your travel packet/forms are received in Eureka 401 and checked in, you will be assigned an APS staff member to assist you throughout the process. You will be contacted via email to submit any additional documents electronically to that APS staff member.
Funded Travel
Table of Contents
-Sample- Funded Travel
JustificationCheck List
http://www.csus.edu/coe/forms/assets/funded-travel-just-checklist-20151023.pdf
Use this Funded Travel JustificationCheck List to assist you in completing the Travel Expense Justification form properly.
Table of Contents
-Sample- Funded Travel
Expense Justification
http://www.csus.edu/aba/ABA-Files-Configs/documents/forms/accountPayable/Travel_Expens_Justification_Domestic_August2015.pdf
Please use the Funded Travel JustificationCheck List to assist you in completing the Travel Expense Justification form properly.
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-Sample- Travel Planner
http://www.csus.edu/coe/forms/assets/form-travel-planner-20140731.pdf
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Funded Travel Cont.
Airline Reservations – When making your airline reservations, DO NOT use your personal points/rewards to purchase your flight. The CSU WILL NOT reimburse you for the dollar value of the ticket; only for the amount (in cash) that is out of pocket.
Personal Vehicle – If you are using your personal vehicle for travel, you will need to complete additional liability paperwork with the University. Please contact: Kim Ross – [email protected] for more information.
Lodging – The CSU maximum lodging rate is $195.00 per night (excluding taxes). You must fill out the “Lodging Rate Exception*” portion of the Travel Expense Justification form and get approval from the Provost if you wish to be reimbursed for rates over $195.00.
* Lodging Rate Exception can include: lodging rate of hotel hosting conference and/or lowest rate available in travel area. Please note that you can choose to stay in hotels that exceed the $195.00 rate but without approval from the Provost you will only be able to claim up to $195.00 per night.
Advance – If you need an Advance, please indicate the amount on your Domestic Travel Justification form. Please give at least 30 days notice to acquire all signatures, for staff to enter Travel Requisition with the Advance, and for the Advance to be issued.
Car Rental – If you need a rental car, APS staff will make the arrangements for you and reserve an economy class vehicle.
When you submit your travel paperwork (obtained from our travel webpage) to Eureka 401, you will be given a travel envelope and checklist to help keep track of all of your travel documents and receipts.
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Unfunded or Funded travel, you need to complete/turn in the following 60 for international travel:
1. INTERNATIONAL Travel Justification Check List2. International Travel Expense Justification form3. Travel Planner 4. Copy of your letter of funding5. Copy of your hotel reservation/confirmation6. Copy of your conference registration 7. Invitation letter (if presenting)8. Copy of your presentation abstract (as noted in the program)
9. Foreign Travel Insurance Request Form – Must be completed 10 days prior to travel. http://www.csus.edu/aba/ABA-Files-Configs/documents/forms/riskMgmt/FTIPrequest.xlsx
10. Letter from University President approving International Travel11. Approved International Travel Justification.
International Travel
Table of Contents
-Sample- International Travel Expense Justification
Check List
Table of Contents
International TravelForm must be submitted to Chair at least 60 days
in advance & the President at least 30 days
in advance!!! Use this INTERNATIONAL Travel
Justification Check List to assist you in completing the International Travel Expense Justification form properly.
http://www.csus.edu/coe/forms/assets/international-travel-justification-check-list-20151028.pdf
-Sample- International Travel Expense Justification
http://www.csus.edu/aba/ABA-Files-Configs/documents/forms/accountPayable/Travel_Expense_Justification_International_August2015.pdf
Table of Contents
International TravelForm must be submitted to Chair at least 60 days
in advance & the President at least 30 days
in advance!!! Please use the INTERNATIONAL
Travel Justification Check List to assist you in completing the International Travel Expense Justification form properly.
After you have completed your travel, you need to do the following within 30 days*:
1. Complete and email a Travel Claim form to the APS staff member assisting you.
2. Turn in all original receipts and supporting documents (e.g. Conference schedule/brochure).
3. APS staff member will review Travel Claim and make any necessary adjustments.
4. APS staff member will contact you to come and sign Travel Claim.
5. APS staff member will have Chair sign the Travel Claim and then submit to Accounts Payable for processing.
6. INTERNATIONAL TRAVELERS: You will need to submit a currency rate exchange for your travel. The APS staff can provide you with an Excel sheet to help you with the rate conversion.
*Maybe sooner if traveling dates are near the end of the fiscal year deadlines.
Travel ClaimFunded Travel
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Travel Claim Cont.
• Meals – You can only claim meals if the conference you are attending does not provide them. You can claim up to $55 per day for meals. You will needto show the cost of each meal (Breakfast, Lunch and Dinner) on your TravelClaim Form (each meal must have a total). You cannot claim alcohol.
NOTE: any meal over $24.99 requires an itemized receipt. If claiming meals you will need to show that the conference did not provide meals. This is done by submitting a Conference Brochure or Daily Schedule showing that meals are on your own.
• Travel of Less Than 24 Hours: When the entire length of a trip is less than 24 hours, Internal Revenue Service regulations state that meals and incidental expenses shall not be reimbursed unless the travel includes an “overnight stay” as supported by a lodging receipt.
• Incidentals – can only be claimed after the first 24 hours of travel, and only up to $7 a day.
• Mileage – You can claim mileage to-and-from the airport. Be sure to include your vehicle license info on the Travel Claim.
• You will only be reimbursed for the amount that you received funding for. If your Travel Claim exceeds the approved amount, you will need to enter a negative number in the Travel Claim. If you received an Advance, you will need to subtract the amount you received from the rest of your claim.
For a full explanation of how to complete a Travel Claim, see the “Instructions” tab in the Travel Claim Excel document. ____________________________________________________________________________________________________________
Travel Procedures and Regulations: California State University, Sacramentohttp://www.csus.edu/aba/accounts-payable/Documents/ACPY/Travel_Procedures_and_Regulations_Updated_Jan_10_2014.pdf
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-Sample-
http://www.csus.edu/coe/forms/assets/travel-claim-form-check-list-20151028.pdf
Use this Travel Expense Claim Form Check List to assist you in completing the Travel Expense Claim form properly.
Travel Expense Claim Form Check List
http://www.csus.edu/aba/ABA-Files-Configs/documents/forms/accountPayable/Travel%20Expense%20Claim2015.xls
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-Sample-
Faculty completes all areas highlighted in yellow
APS staff will complete all areas highlighted in green
Please use the Travel Expense Claim Form Check List to assist you in completing the Travel Expense Claim form properly.
Travel Expense Claim Form
http://www.csus.edu/coe/forms/assets/currency-conversion-20151028.xlsx
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-Sample-
We have developed a Currency Conversion Excel Sheet to help you with your International Currency Conversions.
The Excel Spreadsheet can be downloaded to your computer (see link below).
There is a step-by-step Instructions tab to assist you in customizing the spreadsheet to your currency of origin and the exchange rate conversions.
International Travel Currency
Conversion
-Sample- EFT form
http://www.csus.edu/aba/ABA-Files-Configs/documents/forms/accountPayable/EFT_Process%20_Form_August_2014_Fillable.pdf
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If you would like to be reimbursed for your Travel Claim through Direct Deposit, follow these instructions.
1. Download the EFT form (see link below).
2. Read the instructions, complete and sign the EFT form and attach either a Voided Check, or a Deposit Slip.
3. In order to set up Electronic Funds Transfer/Direct Deposit for Travel Claims, you must schedule an appointment with Leah Davis in Procurement and bring the EFT from and voided check or deposit slip. Leah Davis is currently only making appointments from 3:00pm to 4:00pm, Monday through Friday. She can be reached at (916) 278-7810 or [email protected].
4. You must already be set up in CFS before you meet with Leah Davis.
Overview of UEI Travel
Faculty complete UEI travel paperwork
(provided by UEI)
Faculty submit travel forms to Eureka 401*
Chair signs UEI travel paperwork
APS staff submit travel paperwork to
UEI
Faculty travels
Faculty completes & submits UEI Travel Claim
(provided by UEI), supporting documents &
receipts to APS staff within 30 days of completing travel.
APS staff review UEI Travel Claim & make
any necessary adjustments
Faculty signs UEI Travel
Claim
Chair signs UEI Travel Claim
1 2 4
6 7 8
9
5
Travel Claim is submitted
to UEI
11Check is in the
mail!
12
* http://www.csus.edu/coe/forms/faculty-staff.html
APS staff review travel paperwork
3
10
** UEI Travel Paperwork is also available on the College of Education websiteTable of Contents
UEI Travel
If you are receiving UEI funding for travel, you need to turn in the following:
1. Estimated Cost Worksheet
2. Travel Request
3. Copy of your letter of funding
UEI Travel paperwork is located on the College of Education “Forms and Handbooks for faculty and staff” webpage; http://www.csus.edu/coe/forms/faculty-staff.html, listed under “Travel Submission Packets. The Excel document encompasses all of the UEI travel forms.
Once your travel packet/forms are received in Eureka 401 and checked in, you will be assigned an APS staff member to assist you throughout the process. You will be contacted via email to submit any additional documents electronically to that APS staff member.
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UEI Travel Cont.
Advance – If you need an Advance, please indicate the amount on your UEI Travel Request form. Please give at least 30 days notice (prior to the date the funds are desired) to acquire all signatures, for staff to submit UEI Travel Request with the Advance, and for the Advance to be issued.
Car Rental – If you need a rental car, APS staff will make the arrangements for you andreserve an economy class vehicle.
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-Sample- UEI Estimated
Travel Cost Worksheet
Choose “N” for Non-State Funds
http://www.csus.edu/coe/forms/faculty-staff.html
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-Sample- UEI Travel
Request
http://www.csus.edu/coe/forms/faculty-staff.html
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UEI Travel ClaimAfter you have completed your travel, you need to do the following within 30 days:
1. Complete and email a UEI Travel Claim form to APS staff member assisting you.
2. Turn in all original receipts and supporting documents (e.g. Conference schedule/brochure).
3. APS staff member will review UEI Travel Claim and make any necessary adjustments.
4. APS staff member will contact you to come and sign UEI Travel Claim.
5. APS staff member will have Chair sign the UEI Travel Claim and then submit to UEI for processing.
A few things to know about the UEI travel claim…
6. Meals – You can only claim meals if the conference you are attending does not provide them. You can claim up to $55 per day for meals.
Note: any meal over $24.99 needs an itemized receipt. If claiming meals you will need to show that the conference did not provide meals.
7. Incidentals – can only be claimed after the first 24 hours of travel, and only up to $7 a day.
8. Mileage – You can claim mileage to-and-from the airport. Be sure to include your vehicle license info on the Travel Claim.
You will only be reimbursed for the amount that you received funding for. If your UEI Travel Claim exceeds the approved amount, you will need to enter a negative number in the UEI Travel Claim (see sample). Table of Cont
ents
-Sample- UEI Travel Claim
http://www.csus.edu/coe/forms/faculty-staff.html
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If you are receiving funding for Supervision travel, you need to turn in the following to Annie Suarez by the 10th of each month:
Travel Claim – Please use the Travel Claim that Annie emails you.
At the beginning of each semester, Annie will receive a list of faculty who will be receiving funds for Supervision Travel. Annie will email faculty members explaining the travel procedures using the attached Travel Claim form.
Once the Travel Claim is received by Annie, she will review it and forward it for signatures from the Chair and the Dean’s Office. Once signatures have been received the Travel Claim will be sent to Accounts Payable for processing.
Supervision Travel
Table of Contents
Sample Travel Timeline
As soon as possible, fill out Travel forms (funded or unfunded) located on the College of Education “Forms and Handbooks for faculty and staff” webpage; http://www.csus.edu/coe/forms/faculty-staff.html listed under “Travel Submission Packets” and submit to Eureka 401.
30 – 60 days prior to travel complete and submit necessary forms for travel to Eureka 401 and obtain Travel Envelope.
Domestic Travel Justification forms can take 15-20 days to obtain all signatures (Chair, Dean and Provost).
International* Travel Justification forms can forms can take 15-20 days to obtain all signatures (Chair, Dean and Provost) and must be submitted to the President’s office no later than 30 days prior to travel date.
Complete and submit Travel Claim Form and supporting documents and receipts to APS staff within 30 days after travel date.
APS staff finalizes Travel Claim Form and obtains signatures (1-2 weeks).
APS Staff submits complete Travel Claim Form to Accounts Payable/Travel, UEI or Provost’s Office (depending on funding source).
Travel reimbursement check mailed to traveler within (1-2 weeks).
* International Travelers must complete a Foreign Travel Insurance Request Form 10 days prior to travel - http://www.csus.edu/aba/ABA-Files-Configs/documents/forms/riskMgmt/FTIPrequest.xlsx
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College of Education Deadlines
PRIOR TO TRAVEL: KEY SUBMISSION TIMELINES
Notify COE Staff as soon as possible of upcoming travel Submit International Travel Justification – 60 days prior to travel
date International Travel Insurance Obtain– 10 days prior to travel date
(include approval letter from President Nelson)
Submit Domestic Travel Justification – 30 days prior to travel date Submit Travel Expense Claims (with all receipts) – 1 week after travel
completion
FINAL SUBMISSION DEADLINE DATES
Last day to submit International Travel Justifications – March 24, 2016 Last day to submit Domestic Travel Justifications – May 9, 2016
Last day to submit (Funded) Travel Expense Claims (with all receipts) – June 3, 2016
NOTE: THERE ARE NO EXCEPTIONS TO THESE DEADLINES
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Unfunded and Funded
Unfunded and Funded
Links COE Forms and Handbooks for faculty and staff - http://www.csus.edu/coe/forms/faculty-staff.html
Travel: Things to Know Before you Go! - http://www.csus.edu/coe/forms/assets/travel-things-to-know-20150819.pdf
COE Travel Planner - http://www.csus.edu/coe/forms/assets/form-travel-planner-20140731.pdf
UNFUNDED-Travel Justification Check-List - http://www.csus.edu/coe/forms/assets/unfunded-travel-just-checklist-20151023.pdf
FUNDED-Travel Justification Check-List – http://www.csus.edu/coe/forms/assets/funded-travel-just-checklist-20151023.pdf
INTERNATIONAL-Travel Justification Check-List – http://www.csus.edu/coe/forms/assets/international-travel-justification-check-list-20151028.pdf
Domestic Travel Expense Justification - http://www.csus.edu/aba/ABA-Files-Configs/documents/forms/accountPayable/Travel_Expens_Justification_Domestic_August2015.pdf
EFT Process Form - http://csus.edu/aba/ABA-Files-Configs/documents/forms/accountPayable/EFT_Process%20_Form_August_2014_Fillable.pdf
UNFUNDED-Travel-Document-Check-List.pdf - http://www.csus.edu/coe/forms/assets/unfunded-travel-doc-checklist-20151023.pdf
FUNDED-Travel-Document-Check-List.pdf - http://www.csus.edu/coe/forms/assets/funded-travel-doc-checklist-20151023.pdf
International Travel Expense Justification - http://www.csus.edu/aba/ABA-Files-Configs/documents/forms/accountPayable/Travel_Expense_Justification_International_August2015.pdf
UEI Travel Request - http://www.enterprises.csus.edu/wp-content/uploads/2012/08/UF_TravelRequest.xls
UEI Travel Claim Form - http://www.enterprises.csus.edu/wp-content/uploads/2012/08/UF_TravelClaim_1-1-15.xls
Unfunded Travel Request - http://csus.edu/aba/ABA-Files-Configs/documents/forms/accountPayable/UnfundedTravelRequest.pdf
Travel Expense Claim Form Check-List – http://www.csus.edu/coe/forms/assets/travel-claim-form-check-list-20151028.pdf
Travel Expense Claim - http://csus.edu/aba/ABA-Files-Configs/documents/forms/accountPayable/Travel%20Expense%20Claim2015.xls
Currency Conversion Spreadsheet (International Travel): http://www.csus.edu/coe/forms/assets/currency-conversion-20151028.xlsx
Travel Procedures and Regulations: California State University, Sacramento - http://www.csus.edu/aba/accounts-payable/Documents/ACPY/Travel_Procedures_and_Regulations_Updated_Jan_10_2014.pdf
Foreign Travel Insurance Request Form - http://www.csus.edu/aba/ABA-Files-Configs/documents/forms/riskMgmt/FTIPrequest.xlsx
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