College of EducationEureka Hall 401

Updated: August 24, 2015

Things to Know Before you Go!

Sacramento State Travel Procedures

Table of Contents

1. Types of Travel: slide 3

2. Overview of University Travel: slide 4

3. Before You Travel: slide 5

4. Unfunded Travel: slides 6-10

5. Funded Travel: slides 11-14

6. International Travel: slides 15-16

7. Travel Claim (Funded): Slides 17-19

8. Electronic Funds Transfer (EFT): 20-21

9. Overview of UEI Travel: slide 22

10. UEI Travel: slides 23-29

11. Supervision Travel: slide 30

12. Sample Travel Process Timeline: slide 31

13. Key Dates (College of Education Deadlines): slide 32

PRIOR TO TRAVEL: KEY SUBMISSION TIMELINES

FINAL SUBMISSION DEADLINE DATES

Types of Travel

1. Unfunded Travel

No funding provided by the University, UEI or COE

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.

Table of Contents

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

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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Before You TravelUnfunded or Funded

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 – sguzman@csus.edu Colleen Mesa– colleen.mesa@csus.edu Don Nahhas – nahhasd@csus.edu Annie Suarez - suareza@csus.edu (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.

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Unfunded Travel

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. Domestic Travel Expense Justification form4. Copy of your hotel reservation/confirmation5. Copy of your conference registration 6. Invitation letter (if presenting)7. Copy of your presentation abstract (as noted in the program)8. 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 – rossk@csus.edu 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.

Table of Contents

-Sample- Unfunded

Travel Request

http://www.csus.edu/aba/ABA-Files-Configs/documents/forms/accountPayable/UnfundedTravelRequest.pdf

Table of Contents

-Sample- Travel

Planner

http://www.csus.edu/coe/forms/assets/form-travel-planner-20140731.pdf

Table of Contents

-Sample- Unfunded

Travel Expense

Justification

http://www.csus.edu/aba/ABA-Files-Configs/documents/forms/accountPayable/Travel_Expens_Justification_Domestic_August2015.pdf

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Unfunded Travel Cont.

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.

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 thesigned 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.

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Funded Travel

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. Domestic or International Travel Expense Justification form2. Travel Planner 3. Copy of your letter of funding4. Copy of your hotel reservation/confirmation5. Copy of your conference registration

Invitation letter (if presenting)6. Copy of your presentation abstract (as noted in the program)

International Traveler’s need to also provide:7. 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

8. Letter from University President approving International Travel9. 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.

Table of Contents

-Sample- Funded Travel

Expense Justification

Table of Contents

http://www.csus.edu/aba/ABA-Files-Configs/documents/forms/accountPayable/Travel_Expens_Justification_Domestic_August2015.pdf Table of Cont

ents

-Sample- Travel

Planner

http://www.csus.edu/coe/forms/assets/form-travel-planner-20140731.pdf

Table of Contents

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 – rossk@csus.edu 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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International Travel

Unfunded or Funded travel, you need to complete/turn in the following 60 for international travel:

1. International Travel Expense Justification form2. Travel Planner 3. Copy of your letter of funding4. Copy of your hotel reservation/confirmation5. Copy of your conference registration 6. Invitation letter (if presenting)7. Copy of your presentation abstract (as noted in the program)

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.

Table of Contents

-Sample- International

Travel Expense

Justification

International TravelForm must be submitted to

Chair at least 45 days in advance & the President at least 30 days in advance!!!

http://www.csus.edu/aba/ABA-Files-Configs/documents/forms/accountPayable/Travel_Expense_Justification_International_August2015.pdf Table of Cont

ents

Travel ClaimFunded Travel

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.

*Maybe sooner if traveling dates are near the end of the fiscal year deadlines.

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Travel Claim Cont.

For a full explanation of how to complete a Travel Claim, see the “Instructions” tab in the Travel Claim Excel document.

1. 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. 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.

2. Incidentals – can only be claimed after the first 24 hours of travel, and only up to $7 a day.

3. Mileage – You can claim mileage to-and-from the airport. Be sure to include your vehicle license info on the Travel Claim.

4. 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.

Table of Contents

-Sample- Travel Claim

Faculty completes all areas highlighted in

yellow

APS staff will complete all areas highlighted in green

http://www.csus.edu/aba/ABA-Files-Configs/documents/forms/accountPayable/Travel%20Expense%20Claim2015.xls

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Electronic Funds Transfer (Optional)

If you would like to be reimbursed for your Travel Claim through Direct Deposit, follow these instructions.

1. Download the EFT form from the forms section on the COE website: http://www.csus.edu/coe/forms/faculty-staff.html

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 ldavis@csus.edu.

4. You must already be set up in CFS before you meet with Leah Davis.

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-Sample- EFT form

Be sure to attach a

Voided Check or Deposit

Slip!http://www.csus.edu/aba/ABA-Files-Configs/documents/forms/accountPayable/EFT_Process%20_Form_August_2014_Fillable.pdf Table of Cont

ents

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

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. Table of Cont

ents

UEI Travel

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.

Table of Contents

-Sample- UEI

Estimated Travel Cost Worksheet

Choose “N” for Non-State Funds

http://www.csus.edu/coe/forms/faculty-staff.html

Table of Contents

-Sample- UEI Travel

Request

http://www.csus.edu/coe/forms/faculty-staff.html

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UEI Travel Claim

After 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. Table of Cont

ents

UEI Travel Claim Cont.

A few things to know about the UEI travel claim…

1. 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.

2. Incidentals – can only be claimed after the first 24 hours of travel, and only up to $7 a day.

3. 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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Supervision Travel

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 – 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.

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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 Travel

Unfunded and Funded Travel