University Travel Information

1. CSU Dominguez Hills University Travel Information

2. Preview • Introduction • Travel Request Form • Registration Fees • Travel Advances • Travel Expense Claim (STD 262) • Maximum meal allowances

3. Preview - continued • American Express Corporate Card • Making Travel Arrangements • Use of Privately owned Vehicle on State Business • Commercial Car Rentals • Hotel/Motel Transient Occupancy Tax (TOT) Waiver • Student Travel

4. Travel Request Form • All travel requires prior approval • Qualifying travel • University Related Business • Employment Candidate • Relocation of New employees • Students • Travel Request Form: CSUDH Adm/Fin Travel

5. Registration Fees • Conferences, workshops, etc. • Complete registration form • Attach to Travel Request Form • Provide accounting with 2 (original + 1 copy) copies • Provide form at least 2 weeks prior to registration deadline for Pre-payment

6. Travel Advances • Made to employees who do not have an American Express Card • No more than 80% of the maximum allowed for the trip • Less prepaid amounts • No more than 7 days prior to departure • Expense claim must be submitted no later than 30 days after the trip

7. Travel Expense Claim (STD 262) • Receipts must be submitted for all expenses including meals costing $25 or more. • Submit within 30 after the trip • Travel advances open for over 90 days after completion of travel will be referred to collections. • Travel Expense Claim:CSUDH Adm/Fin Travel

8. Meal Allowance – summaryLodging Maximum • Maximum Meal Allowance is $55 per day with overnight stay • $7 per day incidental allowance • No meal allowance without overnight stay • Any single meal expense of $25 or more requires a receipt. • Lodging max $175.00 excluding tax

9. Meal Allowance – over 24 hours NO LODGING OR MEALS WITHIN 25 MILES OF CAMPUS

10. International Travel • Travelers to foreign destinations or to Alaska, Hawaii, and US Possessions will receive the federal per diem for lodging, meals and incidentals. The per diem amounts can be found at: http://www.defensetravel.dod.mil/site/perdiemCalc.cfm

11. American Express Corp. Card • No annual fee • Only payment method for car rentals and State Contract Airfare • Serves as a State I.D. • Provide lower rates at hotels and car rental agencies

12. Making Travel Arrangements • Away We Go Travel 2908 Westminster Avenue Seal Beach, CA 90740 Phone: (562) 690-3339 Email: awaywego.travel@verizon.net • Need TI/TO and PS account numbers prior to calling. $20.00 service fee.

13. Mileage Restrictions • Mileage to or from home is allowed when traveling to or from a common carrier (Train or Airplane) and before or after normal working hours. Otherwise mileage should be computed from home or campus, whichever is less.

14. Use of Privately Owned Vehicle on State Business • Authorization form must be submitted and approved • STD 261 • http://www.csudh.edu/admfin/AS/astravel.htm • Employee’s supervisor will approve • Form to filed in employee’s department • Reimbursement rate is 56 cents per mile • Minimum insurance required by law must be maintained on vehicle

15. Commercial Car Rentals • Contracted with Enterprise car rental company • Contact car rental agency directly. Use University account number. Call Travel at ext. 3808 for account number. • Contracted Rates include • $250,000 liability insurance • Full collision damage waivers • ALWAYS decline the collision damage insurance • American Express Corp. Card is accepted form of payment or direct bill to University

16. Hotel/Motel Transient Occupancy Tax (TOT) Waiver • California tax waiver • STD 236 • Travel Web Site:http://www.csudh.edu/admfin/AS/astravel.htm

17. Student Travel • If student travel involves air or bus travel, a waiver form is required. The link to the waiver form is on the Travel web page.