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Instructions for CSU Employee Travel and Non-Travel

Related Expenditure Voucher:

PAYEE NAME AND ADDRESS:  Enter your complete name and address.

PAYEE'S TITLE:  Enter your title.

COLLECTIVE BARGAINING UNIT: Enter your collective bargaining unit (if applicable).

CCSU ID.#:  Enter your CCSU I.D. number.

PAYEE'S SIGNATURE:  Signature required.

DATE:  Current date in month-day-year format (i.e. 11/02/96).

PAYEE'S SIGNATURE:  Only if travel advance was received, sign again.

AMOUNT: Enter the advance amount if applicable. NOTE: A request for reimbursement of actual expenditures must be submitted within fifteen days after returning from the trip.

REMARKS, EXPLANATION OF UNUSUAL ITEMS, SUCH AS: Miscellaneous: books, telephone, etc.

DATE: Enter the date of the trip. Itemize expenses by day.

DESTINATION: Enter originating and destination towns traveled by car (round trip).

TIME: Enter departure and arrival times.

AUTO EXPENSE: Enter total mileage and amount for each day.

PARKING/TOLLS: Enter the amount of parking or toll charge(s). Enter (P) for parking or (T) for toll. *Current copy of automobile insurance policy must be on file in the Travel Office. Insurance coverage for privately owned automobiles shall be required by State regulations governing the use of privately owned vehicles. All State employees who are authorized by their agency head to use their own motor vehicle in the performance of their duties must carry insurance for a minimum liability of $50,000/person, $100,000/occurrence and $5,000 in property damage or in lieu thereof, a minimum of $100,000 for liability for bodily injury and property damage. A current insurance certificate or declaration page must be on file in the Travel Office prior to the travel date. An insurance card is not acceptable proof of minimum liability since the limits of coverage are not shown on this card. Mileage reimbursement will not be paid without the proper coverage and current insurance information on file in the Travel Office.

AIRFARE/RAIL: Enter amount of airfare or rail. Enter (A) for air or (R) for rail. All airline/rail service booked through Sanditz Business Travel Services does not need to be included here. Airline/rail ticket stubs/receipts must be submitted with the employee’s request for reimbursement regardless of who paid it.

TAXI/LIMO:  Enter amount of taxi or limousine. Enter (T) for taxi or (L) for limousine.

HOTEL: Enter the room rate and taxes for each day. Attach original receipt (Make sure credit card numbers on receipts are illegible.)

MEALS:  Enter amount of the per diem rate indicated on your travel authorization copy. Enter (B) for breakfast, (L) for lunch and (D) for dinner. When the registration fee includes a meal or meals, it must be noted on the Travel Authorization and the daily meal allowance must be reduced accordingly. Deduction is based on the Allocation of Meal & Incidental Expense Rates (Exhibit F in CSU Travel Policies and Procedures Manual.)

REGISTRATION FEE OR MISCELLANEOUS: Enter registration amount paid by you and attach original receipt or other acceptable form of receipt (see section “Supporting Documentation - Travel Reimbursement” page 15). Miscellaneous expenses must be fully itemized. (It is acceptable to list business-related calls and fax costs.) Do not include registration fee if prepaid by the university.

TRAVEL AUTHORIZATION NUMBER: Enter travel authorization number (from your Travel Authorization copy) if applicable.

APPROVAL SIGNATURES:  Immediate supervisor is responsible for reviewing actual expenditures. Agency Travel Office Certification - person reviewing the completeness of the travel form.

DATE:  Date of approval.

BANNER ACCOUNT #:  Enter the BANNER account number to be charged.

AMOUNT APPROVED:  Enter the total amount to be reimbursed to the employee.

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