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TRAVEL Step By Step Guide to Completing Your Travel Expense Claims

TRAVEL Step By Step Guide to Completing Your Travel Expense Claims All information provided in the instructions are samples only. Enter First and Last Name. Kelly Moore. Enter Net ID. ab1234. Kelly Moore. Enter Department Name. Academic Resources. Kelly Moore. ab1234. Kelly Moore.

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TRAVEL Step By Step Guide to Completing Your Travel Expense Claims

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  1. TRAVEL Step By Step Guide to Completing Your Travel Expense Claims All information provided in the instructions are samples only

  2. Enter First and Last Name Kelly Moore

  3. Enter Net ID ab1234 Kelly Moore

  4. Enter Department Name Academic Resources Kelly Moore ab1234

  5. Kelly Moore ab1234 Academic Resources Enter Position Title Administrative Analyst

  6. ab1234 Kelly Moore Academic Resources Administrative Analyst Enter residence address (this area is mandatory when checks are mailed) 555 Windmill Drive Anywhere CA 98765

  7. ab1234 Kelly Moore Academic Resources Enter Division (CSU East Bay) and Main Headquarters/ Campus Address (i.e. Hayward Hills, Oakland, or Concord Address) Administrative Analyst CSU East Bay 555 Windmill Drive 25800 Carlos Bee Blvd Anywhere CA 98765 Hayward CA 94542

  8. Academic Resources ab1234 Kelly Moore Enter Email Address Administrative Analyst kmoore@csueastbay.edu CSU East Bay 555 Windmill Drive 25800 Carlos Bee Blvd Anywhere CA 98765 Hayward CA 94542

  9. Academic Resources ab1234 Kelly Moore Enter Office Telephone Number This number will be used as a contact if there are questions regarding the claim. This number will also be used to notify the claimant of travel reimbursement. CSU East Bay Administrative Analyst kmoore@csueastbay.edu 25800 Carlos Bee Blvd 555 Windmill Drive (510)885-1234 Anywhere CA 98765 Hayward CA 94542

  10. Indicate whether you’d like to pick the check up once it is ready, or if you’d like it to be sent to your department through inter-campus mail. x

  11. Enter the month of travel in which expenses were incurred. If a trip begins in one month and continues into another, only list the beginning month of travel. The AP Office is aware that this trip continues into the next month based upon the dates of travel. Different fiscal years cannot be filed on the same claim. A Fiscal Year begins on July 1 and ends on June 30. A separate travel claim should be filed for trips occurring in different months. x October 2011

  12. x October 2011 Enter the first day of departure. If trip is continuing, dates are to be shown in consecutive order (please do not list the month of travel in this area). 09 10 11 12 13 14

  13. Enter the time of departure. Time must be shown by 24-hour clock (see clock conversion below). x October 2011 0700 09 10 24 - Hour Clock Conversion 1:00am 0100 2:00am 0200 3:00am 0300 4:00am 0400 5:00am 0500 6:00am 0600 7:00am 0700 8:00am 0800 9:00am 0900 10:00am 1000 11:00am 1100 12:00noon 1200 1:00pm 1300 2:00pm 1400 3:00pm 1500 4:00pm 1600 5:00pm 1700 6:00pm 1800 7:00pm 1900 8:00pm 2000 9:00pm 2100 10:00pm 2200 11:00pm 2300 12:00midnight 2400 11 12 13 14

  14. x October 2011 09 0700 10 11 12 A return date and time must be shown on the last day of travel. Remember to show times using the 24-hour clock (see previous page for clock conversion). 13 1800 14

  15. x Enter the name of the city, town, or location where expenses were incurred. October 2011 Seattle, WA 09 0700 10 11 12 13 14

  16. October 2011 Seattle, WA 09 0700 10 11 12 13 Enter the word “Return” on the last day of travel Return 14 1800

  17. Enter the actual cost of the lodging per day. The daily tax amount must be included along with the rate. Do not enter a lump sum for the total lodging costs on one line. Lodging costs must be itemized daily. If the room was shared, only the single occupancy rate may be claimed. The lodging receipt must show the claimant’s name. Do not include meals, phone calls, faxes or other miscellaneous charges in the lodging costs. An itemized daily receipt is required. A receipt that only shows the lump sum will not be accepted. Please inquire about the Hotel/Motel Occupancy Tax Waiver while traveling on State business. The amounts shown in the examples are for demonstration only and do not reflect the current allowable amounts. October 2011 09 0700 Seattle, WA 138.78 138.78 10 138.78 11 138.78 12 13 138.78 Return 14 1800

  18. Reimbursement for meals while traveling is based on actual expenses incurred. It is not an allowance given, but a reimbursement for what a traveler actually spent. For trips lasting more than 24 hrs the max cap on food reimbursement is $55/day. The $55 can be divided up between the 3 meals as the traveler chooses, but any meal $25 and over requires an itemized receipt for reimbursement. For travel less than 24 hrs, breakfast and dinner are only reimbursed if the traveler left home 2 hrs before or returned 2 hrs after their normal work day (ex: 6am or 7pm). The reimbursement of this meal is considered reportable income to the IRS. *Lunch is never reimbursable on trips less than 24 hrs. October 2011 09 0700 Seattle, WA 138.78 10 138.78 11 138.78 12 138.78 13 138.78 Return 14 1800 138.78

  19. October 2011 09 0700 Seattle, WA 138.78 When meals are provided during travel, indicate this at the bottom of the claim 10 138.78 138.78 11 12 138.78 13 138.78 Return 14 1800 138.78 6/10 Lunch and Dinner provided at conference 6/11 Breakfast and Lunch provided at conference

  20. October 2011 12.75 09 0700 Seattle, WA 138.78 19.42 22.83 The daily incidental rate is $7 per day and is allowed after the first 24 hours of any trip. Examples of incidental expenses include fees and tips given to porters, baggage carriers, bellhops, stewards or stewardesses and others on ships, and hotel staff in foreign counties. 8.70 138.78 10 24.05 138.78 7.00 11 19.48 15.21 10.11 7.00 138.78 12 16.50 7.00 7.45 138.78 30.02 13 7.00 Return 138.78 9.41 9.89 12.28 14 1800 6/10 Lunch and Dinner provided at conference 6/11 Breakfast and Lunch provided at conference

  21. Claimant should purchase the least expensive round-trip or special rate ticket available. Please refer to the YCAL Airfares for a comparison Enter the cost of transportation on the corresponding date in column (A). Airfare should be entered on the departure date. Enter the appropriate “type used” in column (B). See table below for transportation legend. October 2011 12.75 22.83 19.42 138.78 0700 Seattle, WA A 09 158.00 138.78 8.70 10 7.00 24.05 11 138.78 12 7.00 138.78 15.21 10.11 19.48 16.50 30.02 13 7.45 138.78 7.00 Return 9.41 9.89 1800 138.78 7.00 14 12.28 Cost of Transportation/Type Used Commercial Airline A Railway R Bus, Airporter, BART B Privately-owned Aircraft PA Rental Car RC Taxi T State Car SC Privately-owned Car PC Bicycle BI 6/10 Lunch and Dinner provided at conference 6/11 Breakfast and Lunch provided at conference

  22. October 2011 A Seattle, WA 158.00 0700 09 12.75 22.83 19.42 138.78 10 138.78 8.70 11 7.00 24.05 138.78 12 15.21 19.48 7.00 138.78 10.11 Rental Car costs should be entered on the vehicle return date. Please note: Enterprise Rent A Car is our primary rental car company and must be used. Reimbursement will not be made for any insurance or damage waiver. The Collision Damage Waiver (CDW) and the Personal Accident Insurance (PAI) should be declined whenever a rental car is used. For international rentals, please purchase the full collision insurance for automobile rentals. 16.50 13 30.02 7.00 7.45 138.78 Return 192.50 RC 9.41 14 1800 7.00 9.89 12.28 138.78 6/10 Lunch and Dinner provided at conference 6/11 Breakfast and Lunch provided at conference

  23. October 2011 A Seattle, WA Enter the cost of carfare, bridge tolls, and parking charges; attach a receipt for any parking charge in excess of $10.00 for any one continuous period of parking. 158.00 8.00 0700 09 19.42 12.75 22.83 138.78 8.00 10 138.78 8.70 8.00 11 7.00 24.05 138.78 8.00 12 15.21 19.48 7.00 138.78 10.11 8.00 16.50 13 30.02 7.00 7.45 138.78 Return 192.50 RC 9.89 8.00 7.00 14 1800 9.41 12.28 138.78 6/10 Lunch and Dinner provided at conference 6/11 Breakfast and Lunch provided at conference

  24. Enter the number of miles traveled and amount due for mileage for the use of privately owned automobiles. The maximum mileage rate that may be claimed without justification to the Internal Revenue Service is .50 cents per mile. When a claimant chooses to drive instead of using a commercial carrier, the number of miles must be reported in this column. Only the lesser amount between the cost of airfare and actual mileage will be reimbursed. Enter the lesser cost in the amount column. Employees must have a Defensive Driving Permit on file. Contact Environmental Health and Safety for obtaining a permit. October 2011 Seattle, WA 7.50 158.00 8.00 15 A/PC 0700 09 19.42 12.75 22.83 138.78 8.00 10 138.78 8.70 8.00 11 7.00 24.05 138.78 8.00 12 15.21 19.48 7.00 138.78 10.11 8.00 16.50 13 30.02 7.00 7.45 138.78 15 7.50 Return 192.50 RC/PC 9.89 8.00 7.00 14 1800 9.41 12.28 138.78 Type Used must also be indicated in column (B). A private vehicle license number must be entered when claiming mileage. 6/10 Lunch and Dinner provided at conference 6/11 Breakfast and Lunch provided at conference 1MOR234

  25. All expenses must be itemized and entered on the corresponding date in which expenses occurred. Business expenses include: registration fees, conference materials and supplies, gasoline (for car rentals only), phone calls (all phone calls must be business related and documented as “business telephone calls” on the claim. A receipt is required for phone calls in excess of $5.00 each. All Business Expenses must be stated in the remarks column (11) on the travel claim. October 2011 A/PC 550.00 Seattle, WA 158.00 15 7.50 8.00 0700 09 19.42 22.83 12.75 138.78 8.00 10 6.80 138.78 8.70 8.00 11 24.05 7.00 138.78 8.00 19.48 12 15.21 7.00 138.78 10.11 8.00 13.72 16.50 13 7.45 30.02 7.00 138.78 Return 192.50 RC/PC 15 7.50 8.00 7.00 14 1800 6/10 Lunch and Dinner provided at conference 6/11 Breakfast and Lunch provided at conference Line 1- Business Expense –Registration; Lines 2 and 5- Business Expense- business telephone calls 1MOR234

  26. October 2011 The Pre-Paid section is for airfare, rental car, or conference fees pre-paid by the University. The amount needs to be included above and also entered into the pre-paid section. This way the pre-paid expense is an approved portion of the travelers total claim. 550.00 Seattle, WA 22.83 12.75 A/PC 8.00 15 7.50 0700 138.78 158.00 19.42 09 6.80 10 8.70 138.78 8.00 24.05 11 7.00 8.00 138.78 12 138.78 7.00 8.00 10.11 19.48 15.21 13 7.00 13.72 16.50 30.02 7.45 8.00 138.78 RC/PC Return 15 7.50 12.28 192.50 1800 9.89 7.00 14 9.41 8.00 138.78 158.00 192.50 550.00 900.50 $900.50 6/10 Lunch and Dinner provided at conference 6/11 Breakfast and Lunch provided at conference Line 1- Business Expense –Registration; Lines 2 and 5- Business Expense- business telephone calls 1MOR234

  27. October 2011 The total expenses for each line (and the claim total) will be automatically calculated. Note: if the department is not reimbursing the claimant for the full amount, please cross out the net reimbursement amount and type in or hand write in the reimbursable amount. Also the reimbursed amount should be noted in the chartfield string row. Seattle, WA 09 8.00 0700 158.00 7.50 12.75 550.00 917.28 A/PC 138.78 22.83 19.42 15 138.78 6.80 8.00 8.70 10 162.28 24.05 7.00 138.78 177.83 11 8.00 198.58 138.78 12 7.00 15.21 10.11 8.00 19.48 13 7.45 8.00 138.78 7.00 13.72 16.50 221.47 30.02 Return 9.41 9.89 385.36 12.28 7.00 192.50 15 14 8.00 1800 RC/PC 138.78 7.50 48.42 61.02 28.00 48.00 15.00 570.52 108.66 350.50 832.68 2062.80 Enter the amount of travel advances if applicable. 158.00 192.50 550.00 900.50 $900.50 $2062.80 $1162.30 6/10 Lunch and Dinner provided at conference 6/11 Breakfast and Lunch provided at conference Line 1- Business Expense –Registration; Lines 2 and 5- Business Expense- business telephone calls 1MOR234

  28. October 2011 Seattle, WA 09 8.00 917.28 0700 158.00 7.50 22.83 550.00 A/PC 138.78 12.75 19.42 15 138.78 8.70 6.80 8.00 162.28 10 24.05 11 177.83 138.78 7.00 8.00 198.58 138.78 7.00 10.11 15.21 12 8.00 19.48 8.00 7.45 13 221.47 16.50 138.78 13.72 30.02 7.00 385.36 Return 8.00 7.00 7.50 1800 9.89 9.41 12.28 192.50 15 14 RC/PC 138.78 2062.80 48.42 350.50 61.02 28.00 48.00 108.66 832.68 15.00 570.52 158.00 192.50 550.00 900.50 Your pre-paid expenses are subtracted automatically. $2062.80 $1162.30 $900.50 6/10 Lunch and Dinner provided at conference 6/11 Breakfast and Lunch provided at conference Line 1- Business Expense –Registration; Lines 2 and 5- Business Expense- business telephone calls 1MOR234

  29. October 2011 Seattle, WA 8.00 917.28 158.00 7.50 550.00 A/PC 138.78 12.75 22.83 19.42 15 0700 09 138.78 8.70 6.80 8.00 162.28 10 24.05 177.83 138.78 7.00 8.00 11 138.78 7.00 15.21 10.11 8.00 198.58 19.48 12 8.00 7.45 221.47 16.50 138.78 13.72 7.00 13 30.02 Return 8.00 9.41 7.50 12.28 7.00 192.50 15 9.89 14 RC/PC 138.78 385.36 1800 48.42 48.00 832.68 28.00 15.00 570.52 2062.80 108.66 61.02 350.50 158.00 192.50 550.00 900.50 Purpose of travel must be listed in box (11) of the claim. Enter detail or explanation of items in other columns, if necessary. $1162.30 $900.50 $2062.80 To attend NASFA Annual Conference Line 1- Business Expense –Registration; Lines 2 and 5- Business Expense- business telephone calls 6/10 Lunch and Dinner provided at conference 6/11 Breakfast and Lunch provided at conference 1MOR234

  30. October 2011 Seattle, WA 8.00 158.00 7.50 917.28 550.00 A/PC 138.78 12.75 22.83 19.42 15 0700 09 8.70 138.78 6.80 8.00 162.28 10 24.05 177.83 138.78 7.00 8.00 11 138.78 7.00 10.11 15.21 8.00 198.58 19.48 12 8.00 7.45 221.47 16.50 138.78 13.72 7.00 13 30.02 Return 9.41 8.00 9.89 7.50 12.28 7.00 192.50 15 14 RC/PC 138.78 1800 385.36 48.42 48.00 2062.80 832.68 28.00 15.00 570.52 108.66 61.02 350.50 158.00 192.50 550.00 900.50 $1162.30 $2062.80 $900.50 Enter the chartfield string that this travel claim should be charged to. If you are charging the expenses to more than one chartfield string please note it on the second line.  If more than two chartfield strings are being utilized, please attach a separate sheet of paper if applicable. To attend NASFA Annual Conference Line 1- Business Expense –Registration; Lines 2 and 5- Business Expense- business telephone calls 6/10 Lunch and Dinner provided at conference 6/11 Breakfast and Lunch provided at conference 1MOR234 606002 EB001 13850

  31. October 2011 October 2011 Seattle, WA 12.75 7.50 09 0700 22.83 138.78 158.00 15 8.00 19.42 A/PC 917.28 550.00 8.00 10 162.28 138.78 6.80 8.70 177.83 11 8.00 24.05 138.78 7.00 10.11 15.21 12 8.00 198.58 19.48 138.78 7.00 7.45 30.02 16.50 221.47 138.78 13 7.00 8.00 13.72 9.89 8.00 385.36 RC/PC 138.78 7.00 12.28 9.41 7.50 15 14 1800 Return 192.50 15.00 2062.80 48.00 28.00 108.66 570.52 832.68 61.02 350.50 48.42 Appropriate approver must sign and date for approval. In approver’s absence, the next approving officer may sign. 158.00 192.50 550.00 900.50 $2062.80 $900.50 $1162.30 To attend NASFA Annual Conference Claimant must sign and date in ink only before reimbursement will be made. Your signature certifies that expenses claimed were actually incurred and that the cost of operating the vehicle is at or above the rate claimed. Line 1- Business Expense –Registration; Lines 2 and 5- Business Expense- business telephone calls 6/10 Lunch and Dinner provided at conference 6/11 Breakfast and Lunch provided at conference 1MOR234 EB001 13850 606002

  32. For any additional information, please contact an AP Technician Tammy Heard 5-2830 Processes claims A-M, by last name Hoa Dong 5-3637 Processes claims N-Z, by last name Tammy Heard 5-2830 Processes all Athletic travel Anne Hoy 5-4386 Contact for check pick up Lana Lewis 5-2854 Accounts Payable Manager International & Moving Relocation Travel Expense Claims You may also visit the Accounts Payable - Travel website @ http://www20.csueastbay.edu/af/departments/finance/procurement/accounts-payable/travel.html

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