College of Engineering and Computer Science Travel Procedures Updated: June 2017

Table of Contents Overview of University Travel: slide 3 Types of Travel: slide 4 Before You Travel: slide 5 Funded Travel info. for All Account Types: slide 6 Required Documents for Domestic Travel: slides 7 Sample Domestic Travel Forms: slides 8-9 Required Documents for International Travel: slides 10-11 Sample International Travel Forms: slides 12-14 Travel Claim Information (Funded): slides 15-16 Sample Travel Expense Claim Form: slide 17 Sample Required Documents and Receipts: slides 18-20 UEI/UFSS Travel: slide 21 UEI/UFSS Sample Travel Forms: slides 22-24 UEI/UFSS Travel Claim Overview: slides 25-26 UEI/UFSS Sample Travel Claim Form: slide 27 Sample Travel Timeline: slide 28

Overview of University Travel Faculty obtains travel forms from the College of ECS website. Complete and submit with supporting documents to Department ASC. Domestic Travel – Approved by ECS Dean and returned to Dept. International Travel – Approved by ECS Dean and forwarded to Provost Office 1 2 3 ASC reviews travel paperwork 4 Chair signs travel paperwork Provost/President signs International travel paperwork and returns to ECS Dean’s Office. Paperwork delivered to Dept. Office. ASC will enter Requisition for travel in CFS for General Fund only. ASC will forward documents to UEI/Foundation. Faculty completes Travel Claim, attaches supporting documents & itemized receipts and delivers to Dept. ASC within 30 days of completing travel. 5 6 7 8 Faculty travels Chair signs Travel Claim. ASC delivers claim and supporting documents Dean’s Office. 9 10 11 12 Once approved, Travel Claim is submitted to Accounts Payable/UEI/UFSS ASC reviews Travel Claim and makes necessary adjustments Faculty signs Travel Claim 13 Check is in the mail! Table of Contents

Types of Travel 1. Funded Travel General Fund (GF) – (Department, Provost or Chancellor’s Office) University Foundation Accounts (UFSS –XO acct.) - If you are receiving funding held in the UFSS Trust accounts, then you will need to complete UFSS’s travel paperwork. This process is separate from the University. University Enterprises Inc. (UEI) – If you are receiving a grant from UEI then you will need to complete UEI’s travel paperwork. This process is separate from the University’s. 2. Unfunded Travel No funding provided by the University, UEI (University Enterprises), UFSS (Foundation) or ECS. If you think you will receive funding in the future for a previous trip, save all your supporting documents and receipts! Receipts will be needed for your travel claim. Links to travel paperwork can be found on the ECS Travel webpage: http://www.ecs.csus.edu/index.php?content=faculty_travel or the Administration & Business Affairs website at: http://www.csus.edu/aba/forms.html#Accounts_Payable under Accounts payable & Travel. Table of Contents

Before You Travel Funded or Unfunded If you know you will be traveling on University business (including UEI, UFSS funds), you should notify your Department ASC at least: 30 days prior for Domestic travel 60 days * prior to International travel so that all necessary paperwork can be completed and signatures obtained BEFORE you travel. *If submitted less than 60 days prior to travel, faculty are required to submit a memo to the President detailing reason for late submission. ALL International University Travel must be approved by the President (Funded or Unfunded) and requires an International Travel Justification and supporting documentation as described in slides 9 & 12. Personal Vehicle – If you are using your personal vehicle for travel, a Driver Authorization packet must be completed before you travel. Please see Risk Management’s Driving on University Business website at http://www.csus.edu/aba/risk-management/driving-on- university-business.html and follow all instructions. Table of Contents

Funded Travel Info. - Thing to know Before Making Travel Arrangements When making your travel reservations, per University policy, DO NOT use discount travel websites, i.e. Expedia/Travelocity/Kayak to purchase your flight/hotel/vehicle as a package. These websites do not provide a breakdown showing each items cost and taxes which is required for reimbursement. DO NOT use your personal points/rewards for hotels or airfare. The CSU WILL NOT reimburse you for the dollar value; only for the amount that is out of pocket. Airline Reservations – Book directly with airline carrier, not a discount travel website. If traveling with family, please book and pay for all your families expenses separately – air, lodging, meals. Rental Cars – Enterprise Rent-a-Car is the State of California’s primary rental car vendor and includes insurance coverage. Please use Enterprise to book your rental car. How to book with Enterprise - http://www.csus.edu/aba/accounts-payable/documents/acpy/cheat-sheets/enterprise%20rental%20car%20instructions.pdf Lodging – It’s best to book your reservation directly with the hotel. Please note, the CSU maximum lodging rate is $275.00 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 $275.00. * 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 $275.00 rate but without approval from the Provost you will only be able to claim up to $275.00 per night. Advance – If you need an Advance, please indicate the amount on your Travel Expense Planner form. Please allow at least 30 days notice to acquire all signatures, for staff to enter Travel Requisition (if GF) with the Advance, and for the Advance to be issued. Table of Contents

Required Domestic Travel Documents All University Domestic travel (funded or unfunded) will require the following items 30 days before travel : Completed Travel Expense Justification form (see example on slide 8) Completed Travel Expense Planner (see example on slide 9) Documentation regarding purpose of travel- this includes but is not limited to: Conference Registration Detailed Conference Program. If too large, provide URL. Letter of Acceptance / Letter of Invitation Abstract or Research Project Outline Hotel Reservation Air Fare Receipt Or other necessary information related to travel. If you are using your personal vehicle for travel, a Driver Authorization packet must be completed before you travel, otherwise, mileage cannot be claimed. Table of Contents

-Sample- Domestic Travel Expense Justification (TEJ) Please make sure current TEJ form is used which can be found on the Administration & Business Affairs website at: http://www.csus.edu/aba/forms.html#Accounts_Payable under Accounts payable & Travel. Table of Contents

-Sample- Travel Expense Planner A completed Travel Planner estimating travel expenses must be attached to all Domestic Travel requests. Please note, the total on the Travel Planner must match the Estimated Cost on the Travel Justification. Table of Contents

Required Documents for International Travel PLEASE NOTE: International Travel cannot commence, whether funded or unfunded, without the University President’s approval and will require the following items 60 prior to travel : Completed International Travel Expense Justification form (see example on slide 12) Completed Travel Expense Planner (see example on slide 13) Documentation regarding purpose of travel - this includes but is not limited to: Conference Registration Detailed Conference Program. If too large, provide URL. Letter of Acceptance / Letter of Invitation Abstract or Research Project Outline Hotel Reservation Air Fare Receipt Supplemental International Travel Request – for travel to high hazardous regions (see example on slide 14) Or other necessary information related to travel. Table of Contents

Required Documents for International Travel International Traveler’s need to also provide: 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 Foreign travelers should also contact the Office of Risk Management http://www.csus.edu/aba/risk-management/insurance/foreign-travel-insurance.html for guidance. Travel to countries on the US Department of State, Bureau of Consular Affairs Current Travel Warning List or those deemed high hazard risk requires approval from the Chancellor’s Office. Refer to the information provided by System wide Risk Management under International Travel Resources located at: http://www.calstate.edu/risk_management/rm Complete International Travel approval procedures can be found on the University’s Travel website: http://www.csus.edu/aba/accounts- payable/documents/acpy/international_travel_approval_procedures_for_policy_aca_0146_oct2013.pdf Table of Contents

-Sample- International Travel Expense Justification International Travel Form must be submitted to Chair at least 60 days in advance & the President at least 30 days in advance!!! Please make sure to use the most current form which can be found on the Administration & Business Affairs website at: http://www.csus.edu/aba/forms.html#Accounts_Payable under Accounts Payable & Travel Table of Contents

- Sample - Travel Expense Planner A completed Travel Planner estimating travel expenses must be attached to all International Travel requests. Please note, the Total Estimated Expenses on the Travel Planner must match the Total Cost of Travel on the International Travel Justification form. Table of Contents

Supplemental International Travel Request for High Hazardous Regions Travelers intending to visit countries on the US State Department Travel Warning List and/or on the CSU list of High Hazard destinations must obtain the approval of the Executive Vice Chancellor/Chief Financial Officer in the CSU Chancellor’s Office (“CO”) in addition to the campus President before travel can commence. The list of current high hazard destinations can be found at http://www.calstate.edu/risk_management/rm/. If a destination appears on either of these lists, then both Presidential and CO approval is required. Table of Contents

Travel Claim Funded Travel Overview After you have completed your travel, you will need to submit the following within 30 days*: Complete and submit appropriate Travel Claim form to the ASC assisting you. Turn in all original itemized receipts. Attach supporting documents: Conference Name Badge Detailed Conference Program. If too large, provide URL. Letter of Acceptance / Letter of Invitation Abstract or Research Project Outline Map showing miles between destinations if claiming mileage Or other necessary information related to travel. ASC will review Travel Claim and make any necessary adjustments. ASC will contact you to come and sign Travel Claim. ASC will have Chair sign the Travel Claim, make copy for the Dean’s Office and submit to Accounts Payable, UFSS or UEI for processing. INTERNATIONAL TRAVELERS: You will need to submit a currency rate exchange for your travel. *Maybe sooner if traveling dates are near the end of the fiscal year deadlines. Table of Contents

Travel Claim Information To be reimbursed for travel expenses, fully itemized receipts are required for all travel purchases - Airfare, Hotel, Meals, Conference Registration, etc. Meals – You can only claim meals if the conference or event you are attending does not provide them. a Conference Brochure or Daily Schedule showing that meals are included or not is required. You can claim up to $55 per day for meals. You will need to show the cost of each meal (Breakfast, Lunch and Dinner) on your Travel Claim Form (each meal must have a total). You cannot claim alcohol. 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. Your vehicle license info. must be entered on the Travel Claim. If traveling during normal working hours, mileage is calculated from Sac. State to Airport. You will only be reimbursed the amount for which you received funding. 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. 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. For a full explanation of how to complete a Travel Claim, see the “Instructions” tab on the Travel Claim Excel document. 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 Table of Contents

Travel Expense Claim Form -Sample- Travel Expense Claim Form Faculty completes all areas highlighted in yellow ASC will complete all areas highlighted in green See slides 18 – 20 for samples of required documents and receipts Table of Contents

Conference Information and Agenda Samples Table of Contents

Table of Contents

Table of Contents

UEI/UFSS Travel If you are receiving UEI (Univ. Enterprises Inc.)/UFSS (Univ. Foundation) funding for travel, you need to turn in the following: UEI Travel Request Form – for UEI funded travel – (see example slide 23) OR UFSS Travel Request Form – For Univ. Foundation funded travel – (see example slide 23) Domestic Travel Expense Justification/Request OR International Travel Justification and Supporting (see slides 7 and 10 for documentation lists) Travel Expense Planner Copy of your letter of funding Link to UEI travel paperwork - http://uei-sp.uei.csus.edu/about/forms/ Link to UFSS travel paperwork - http://www.enterprises.csus.edu/business-services/about-the- university-foundation-at-sacramento-state/managing-your-university-foundation-account/ 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. UEI Travel Policy can be found at: http://www.enterprises.csus.edu/wp- content/uploads/2012/08/Policy2035-Travel_Policy.pdf Table of Contents

-Sample- UEI/UFSS Travel Request Forms All UEI/UFSS travel requires a UEI or UFSS Travel Request form and a TEJ or ITEJ. TEJ/ITEJ can be found on the Administration & Business Affairs website at: http://www.csus.edu/aba/forms.html#Accounts_Payable under Accounts payable & Travel. Links to the UEI and UFSS Travel Request forms can be found on the previous slide UEI Form UFSS Form Table of Contents

-Sample- UEI/UFSS Travel Expense Justification All UEI/UFSS travel requires an Expense Justification. Please make sure current TEJ or ITEJ form is used. Both forms can be found on the Administration & Business Affairs website at: http://www.csus.edu/aba/forms.html#Accounts_Payable under Accounts payable & Travel. Domestic Travel Expense Justification (TEJ) International Travel Expense Justification (TEJ) Table of Contents

UEI/UFSS Travel Planner A completed Travel Planner estimating travel expenses must be attached to all Domestic and International Travel requests. Please note, the total on the Travel Planner must match the Estimated Cost on the Travel Justification. Table of Contents

UEI/UFSS Travel Claim Overview After you have completed your travel, you need to do the following within 30 days: Complete and submit a UEI/UFSS Travel Claim form to the ASC assisting you. Turn in all original itemized receipts. Attach supporting documents: Conference Name Badge Detailed Conference Program. If too large, provide URL. Letter of Acceptance / Letter of Invitation Abstract or Research Project Outline Map showing miles between destinations if claiming mileage Or other necessary information related to travel. ASC will review Travel Claim and make any necessary adjustments. ASC will contact you to come and sign Travel Claim. ASC will have Chair sign the Travel Claim, make copy for the Dean’s Office and submit to Accounts Payable, UFSS or UEI for processing. INTERNATIONAL TRAVELERS: You will need to submit a currency rate exchange for your travel. Table of Contents

UEI/UFSS Travel Claim To be reimbursed for travel expenses, fully itemized receipts are required for all travel purchases - Airfare, Hotel, Meal, Conference Registration, etc. Meals – You can only claim meals if the conference or event you are attending does not provide them. a Conference Brochure or Daily Schedule showing that meals are included or not is required. You can claim up to $55 per day for meals. You will need to show the cost of each meal (Breakfast, Lunch and Dinner) on your Travel Claim Form (each meal must have a total). You cannot claim alcohol. 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. Your vehicle license info. must be entered on the Travel Claim. You will only be reimbursed the amount for which you received funding. 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. 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. For a full explanation of how to complete a Travel Claim, see the “Instructions” tab on the UEI/UFSS Travel Claim Excel document. Table of Contents

-Sample- UEI/UFSS Travel Claim Please note: UEI Travel Claim used for example. If UFSS funding, please use the UFSS form which is located here: http://www.enterprises.csus.edu/business-services/about-the-university-foundation-at-sacramento-state/managing-your-university-foundation-account/ You will see in upper left corner of the form. Table of Contents

Sample Travel Timeline As soon as possible, fill out Travel forms (funded or unfunded) located on the College of ECS Travel webpage; Choose appropriate link specific to funding. 30 – 60 days prior to travel complete and submit necessary forms to Department ASC. Domestic Travel Justification forms can take 5-10 days to obtain all signatures (Chair, Dean). 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 original itemized receipts to ASC within 30 days after travel date. ASC finalizes Travel Claim Form and obtains signatures (1-2 weeks). ASC submits complete Travel Claim Form to Accounts Payable/Travel, UEI or UFSS 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 Table of Contents