Scope

100

 

These procedures apply to all California State University employees authorized to travel on official University business. The Chancellor or designee is authorized to issue interpretations and take such other action as may be necessary or appropriate  to implement the provisions of these procedures.

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Definitions

101

 

For the purpose of these Procedures, the following definitions will apply: 

 

Headquarters. Headquarters shall be established for each    employee  and shall be defined as the place where the employee spends the largest portion of regular work days or working time, or the place to which the employee returns on completion of special assignments, or as the Chancellor's Office may define in special situations.

 

1. Where an office building or similar definite place constitutes the employee's headquarters, no subsistence expenses shall be  allowed at any location within 25 miles of said headquarters as determined by the normal commute distance.

 

2. Where the major portion of an employee's working time is spent within a specifically assigned or limited geographical area, such as a patrol area or beat where the same routes are traveled frequently and routinely on one-day trips, no subsistence expenses shall be allowed at any location within 25  miles from any point in this assigned area as determined by  the normal commute distance.

In order to insure equity in special cases, the President may disregard this subsection and authorize individual claims based on subdivision 1 of this rule.

 

3. In cases where adherence to the 25-mile limitation creates an unusual and unavoidable hardship to the employee, exceptions  may be granted by the President.

 

 

Residence. A place of primary dwelling shall be designated for  each employee. A primary dwelling shall be defined as the actual dwelling place of the employee and shall be determined without regard to any other legal or mailing address. However, if an employee is temporarily required to dwell away from the employee's primary dwelling place due to official travel away from headquarters, and said primary dwelling is either inhabited by the employee's dependents or is maintained by the employee at a net monthly expense in excess of $200, such dwelling place may be continued as the employee's designated primary dwelling.

 

1. No reimbursement for subsistence expenses shall be allowed on the premises of an employee's residence.

 

2. An employee shall have only one residence at which travel expenses are prohibited. In any case, where an employee maintains more than one dwelling, meeting the definition of residence set forth in subdivision B above, the President shall designate the one place which bears the most logical relationship to the employee's headquarters.

 

 

Travel Expenses. Travel expenses include:

 

1. Subsistence Expenses. Subsistence expenses consist of the charges and attendant expenses for meals and lodging and all charges for personal expenses incurred while on travel status.

 

2. Business Expenses. Business expenses consist of the charges for  business phone calls and telegrams, emergency clothing, equipment or supply purchases, and all other charges necessary to the completion of official business. Any emergency purchase shall be explained, and if over $25 must be approved by the President.

 

 

President. President where used in these procedures shall mean a campus President or designee. In the case of the Chancellor's Office, it shall mean the Chancellor or designee.

 

 

Employee. Employee refers to all officers, administrators, faculty, and staff of The California State University, both full and part time, including volunteer employees.

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Discontinuance of Subsistence Allowances

102

 

Short-Term Subsistence Allowances authorized by Section 105A1 will be discontinued after the 30th consecutive day in one location unless a continuation has been approved in advance by the President.

 

Long-Term and Non-Commercial Subsistence Allowances authorized by Sections 105A2, 105A3 may be continued beyond  30 days without the approval of the President.

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Expense Account Form

104

 

No travel expense account shall be paid unless rendered upon a Travel Expense Claim, Standard Form 262 or upon some other form adopted by the University and approved by the Controller. All expense accounts shall be properly itemized, accompanied by the necessary vouchers and approved by the duly authorized campus officer. It is the responsibility of the officer approving the claim to ascertain the necessity and reasonableness of incurring expenses for which reimbursement  is claimed. Excessive or unreasonable lodging expenses will be disallowed by the principal campus business officer. 

 

Expense accounts shall be rendered at least once a month and not more often than twice a month except that if the amount claimable for any month does not exceed $10.00, the filing may be deferred for a reasonable period of time not to exceed 60 days. At the end of a fiscal year, travel expenses claimed for July 1 and beyond must be on a separate travel expense claim from those claimed for June 30 or earlier. In no  event shall expense accounts totaling less than $1.00 be rendered or paid

 

Each employee when making a claim for travel expenses must show the inclusive dates of each trip for which allowances are  claimed and the times of departure and return. Time of departure and return, as used herein, means the time employee starts from or returns to the office or, when leaving  on a trip or returning from a trip without going to the  office, home. 

 

Each employee must show headquarters address and primary dwelling address on the Travel Expense Claim. Employees claiming subsistence expenses pursuant to Section 105A2b will show their headquarters address as the address of their primary dwelling. 

 

Each employee must state the purpose or objective of each trip for which reimbursement is claimed, and for each meal for which reimbursement is claimed under Sections 107 and 109. 

 

Each claim for the payment of travel expenses shall contain a certification as follows: 

I hereby certify that the above is a true statement of the travel expenses incurred by me in accordance with the applicable California State University procedures and that all items shown were for the official business of The California State University.

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Subsistence Allowance

105

 

When employees are on travel status as defined in these Procedures, payment of a subsistence allowance is authorized for both in-state and out-of-state travel. The circumstances of travel will determine the rate allowed. Campuses will authorize payment for lodging, meals and incidental expenses as claimed by the employee in accordance with this section. Each campus will be responsible for determining which of the following allowances is applicable: 

In-State Subsistence Allowance

 

1. Short-Term Allowance. A short-term allowance will be authorized when the circumstances and duration of travel are such that the traveler incurs expenses comparable to those arising from the use of good, moderately priced establishments, catering to the general public. The short term allowance is intended for trips of such duration that weekly or  monthly rates are not obtainable.

 

For in-state travel, University employees will be reimbursed actual lodging expenses, supported by a voucher. No reimbursement will be authorized without an appropriate voucher. Wherever feasible, employees should obtain lodging at establishments offering discounted  rates for state employees when such rates are favorable for the area.

For in-state travel, meals will be reimbursed based on the rates in Section 105C1; the incidental allowance in Section 105C2 will also apply. 

 

1. Long-term subsistence allowance of $68.00 per day will be authorized when the traveler incurs expenses in one location comparable to those arising from the use of establishments catering to the long-term visitor. 

 

1. An employee on long-term field assignment who maintains a permanent residence elsewhere while living at the job location may claim the full long term allowance if one of the following exists: 

 

1. Permanent residence is occupied by employee's dependents, or 
2. Permanent residence is maintained at a net expense to the employee exceeding $200 per month. 

 

To qualify for this allowance, an employee must submit substantiating evidence of either condition to the appointing power in accordance with its requirements. 

 

2. An employee on long-term field assignment who does not maintain a permanent residence away from the job site will be authorized at 50% of the long-term subsistence allowance. 

 

3. Employees may claim the appropriate allowance for every  24-hour period on travel status.

 

Allowances for partial day travel status will be as follows: 

 

1. Less than 12 hours$34.00 (or $17.00 should 105A2b apply)
2. 12 to 24 hours$68.00 (or $34.00 should 105A2b apply)

 

3. A non-commercial subsistence allowance of $68.00 per day will be authorized when the traveler incurs expenses comparable to those arising from the use of noncommercial subsistence facilities such as, but not limited to, house trailers  or camping equipment.

 

1. Employees will be eligible to claim this allowance for every 24-hour period on travel status.

 

2. Out-of-State Subsistence Allowance. For out-of-state travel, state employees will be reimbursed actual lodging expenses, supported by a voucher. No reimbursement will be authorized  without an appropriate voucher. Meals will be reimbursed based on the rates in Section 105C1; the incidental allowance (Section 105C2) will apply.

 

1. Out-of-Country Subsistence Allowance. When employees are authorized to travel outside the United States, and maintain a permanent U.S. residence occupied by the employees' dependents or maintained at a net monthly expense exceeding  $200, reimbursement of subsistence expenses may exceed established rates only upon prior approval of the specific rates by the President or designee, in consultation with the Chancellor's Office.

 

2. A claim for expense of out-of-state travel must be submitted on a separate expense account form

 

Computation of Allowances. 

 

1. In computing the allowance for travel, the following maximum reimbursement may be allowed:

 

1. Up to $55.00 for meals and incidentals may be reimbursed for each complete 24-hour period. Itemized claims for reimbursement up to this amount may be paid. Any single meal expense of $25.00 or more must be substantiated by a  receipt. In addition, actual lodging costs (supported by a  voucher) will also be reimbursed.

 

2. For travel which is the last fractional part of a period of travel of more than 24 hours, meal costs may be claimed, if itemized, in accord with the following: if the travel extends  past 9 a.m., a breakfast may be claimed; if the travel extends past 2 p.m., a lunch may be claimed; if the travel extends past 6 p.m., a dinner may be claimed. Maximum meal reimbursement amounts are authorized as follows: 

 

Breakfast: $10.00
Lunch: $15.00
Dinner: $25.00
Incidentals: $5.00
TOTAL: $55.00

 

  If the travel extends overnight, actual lodging costs (supported by a voucher) may also be claimed.

 

3. For travel which is less than 24 hours in duration, a meal allowance as shown in 105C1b may be claimed: for breakfast, if the travel begins before 7 a.m., and for dinner, if the travel extends past 6 p.m. Actual lodging costs (supported by a voucher) may be claimed if the travel extends overnight.
   Expenses must be incurred more than 25 miles from the employee's normal work location, except that an employee  who travels by air may claim breakfast or dinner  if the hours involved are before 7 a.m. or after 6p.m. Employees who travel for less than 24 hours may not  claim any lunch allowance except as allowed in 106B (Business-Related Meals) or 106C (Meals of Appointees).

 

2. An additional $5.00 incidental allowance may be claimed for each 24-hour period. The term "incidental allowance" includes,  but is not limited to expenses for laundry, cleaning and pressing of clothes, and fees and tips for services such as for waiters and baggage handlers. It does not include cab fares, telegrams, telephone calls and the like

 

Note: Meals and incidentals up to the daily maximum of $46.00 do not need to be receipted; however, the expense needs to be incurred. Employees will be reimbursed only for the actual expenses incurred.

 

Subsistence Expense Negotiated or Paid for by The California State University. When a significant portion of the subsistence  expenses (either meals or lodging) is negotiated or otherwise paid for by The California State University (e.g.,  billed to The California State University, paid by a group leader, included in overnight train fare, etc.), the employee will not be reimbursed for such expenses. The employee will be allowed to claim reimbursement in accordance with Section 105C for any subsistence not provided.

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Meal Expenses

106

 

1. Overtime Meals.         

When any employee is required to work overtime, the employee may receive an overtime meal allowance for actual expenses supported by a voucher not to exceed the maximums prescribed in Section 105C1 for lunches.  To be eligible for this allowance, the employee must  be required to report to work at least two hours prior to  or be required to remain at least two hours past the regularly scheduled work day. 

If the employee is required to work for more extended periods of time, the employee may be reimbursed for actual meal expenses not to exceed the maximum prescribed in Section 105C1 for each additional six-hour period. lunches. No more than three overtime meal allowances may be claimed during any 24-hour period. The meal time shall not be included  in the computation of overtime for the purposes of this allowances. 

Campuses which operate facilities for feeding employees and  official guests may instead furnish an official guest meal to  an employee. Campuses shall maintain a record of all guest meals furnished for this purpose. An employee may not claim reimbursement for an overtime meal nor will the employee be  furnished a meal free of charge if also claiming subsistence  reimbursement.

 

2. Business-Related Meals.        

When it is necessary for employees to conduct official University business during a meal, they may be reimbursed for actual meal expenses substantiated by a voucher up to the maximums described in Section 105C1. 

In order to claim reimbursement for a business-related meal, the circumstances surrounding the meal must be beyond the control of the employee and it must be impractical to complete the business during normal working hours. Employees may not claim reimbursement for a business-related  meal if they are also claiming subsistence reimbursement.

Claims for meal expenses where business is incidental to the meal or where attendance is primarily for public or community  relations are specifically prohibited.

The intent of this section is to allow reimbursement of employees for meal expenses in the limited number of instances where they are required to incur such expenses in connection with the conduct of official University business. 

 

3. Meals of Appointees.       

Members of duly constituted advisory committees may be reimbursed for actual meal expenses up to  the maximums prescribed in Section 105C when attending committee meetings. The restriction of Section 1O1A1 does not apply. They may not claim this allowance if they are also claiming subsistence reimbursement.

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Attendance at Conventions, Conferences, or Business Meetings

107

 

All procedures governing short-term travel and subsistence allowances will apply except that employees may be reimbursed for actual subsistence expenses, supported by voucher, when the convention or conference is planned and arranged by a non-CSU agency if such expenses are beyond the  control of the employees and the campus travel officer so  certifies.

 

Registration fees will be allowed except for conventions or conferences called by a campus for the dissemination of information to its own employees. Registration fees exceeding  $500.00 must be approved by the President.

 

Where more than two employees from the same campus are attending the same convention or conference, each claim must be approved by the President. This requirement does not  apply to business meetings, training or workshops.

 

Exceptions to these procedures may be approved in advance by the President.

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Contracting for Subsistence Expenses

109

 

Agreements may be entered into with restaurants, hotels and lodging house of the furnishing of of subsistence to groups of employees when such method of handling is advantageous to the California State University. When such agreements are entered into, the vendor may receive payment either from the group leader or by billing the California State University or campus on a regular itemized invoice.

 

A.      Group leaders who pay subsistence expenses for other personnel may claim reimbursement by submitting a vendor's invoice and a list of names of the employees whose expenses were paid.

 

B.        Members of a group who have some portion of their subsistence expenses paid by the group leader may claim reimbursement for the remainder of their actual and necessary subsistence expenses in accordance with Section 105C.

 

C.       The total payment under any such agreement shall not exceed the aggregate of the subsistence allowances otherwise claimable by the participating employees.

Receipts or Vouchers

110

 

1. Receipts or vouchers shall be submitted for every item of expense except as follows:

 

1. Railroad and bus fares, where the fares are available in published tariffs, and travel is wholly within the State of California. However, vouchers must be submitted in the case of cash purchases of airplane travel, Pullman accommodations, or extra fare train, travel by any common carrier outside of the State except taxi or hotel bus fares.
2. Subsistence allowances, except when specified.
3. Streetcar, bus rapid transit and ferry fares; bridge and road tolls.
4.  Long distance telephone or telegraph charges, i date place and party called are shown, unless the telephone call is in excess of $5.00 in which case vouchers or other supporting evidence shall be provided.
5. Taxi or hotel bus fares, when necessary upon official business.
6. All legal expenditures of $1.00 or less.
7. Parking fees of $10.00 r less for any one continuous period of parking.

 

2. In cases where receipts cannot be obtained or have been lost, a statement to that effect shall be made in the expense account and the reason given. In the absence of satisfactory explanation the amount involved shall not be allowed.

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Transportation By Aircraft

113

 

A.     Scheduled Airline. Claims for transportation by scheduled airline shall be allowed at the lowest fare available in conformity with the regular published tariffs for scheduled airlines in effect on the date of the origination of the flight. Claims for reimbursement of higher fare or extra charges for transportation by scheduled airline may be allowed if accompanied by a full explanation stating the facts constituting the official necessity.

 

1.      Extra charges may include adminstrative fees for itinerary or schedule changes, particularly with regard to discounted/restricted airfare. Such fees may be claimed for reimbursement when incurred for business purposes.

 

B.      Privately Owned Aircraft. A claim of an employee for transportation by privately owned aircraft shall be allowed where the employee has obtained prior approval of the use of this form of transportation from the President. If an employee is to act as pilot, the employee must saidsfy the requirements of the Insurance Officer, Department of General Services, as to liability insurance coverage. This is accomplished by completing an annual self-certification. The State shall not be responsible for payment of the premium for this insurance.

 

1.    Reimbursment for use of the employee's privately owned aircraft shall be made at the rate of 50 cents per statute mile.

 

a.     Distance shall be computed on the basis of shortest air route from origin to destination, using airways whenever possible. Distance shown on calim shall be clearly marked "Air Distance". An exception to the shortest air route will be granted when alternate routing is required because of hazardous flying conditions.

 

b.      When the trip is limited solely to state business and the "Air Distance" cannot accurately be computed from the origin to destination, the President may authorize reimbursement for the actual cost of renting a plane.

 

2.     Reimbursement for use of a rented aircraft will be for actual and necessary costs of such rental when substantiated by voucher.

 

a.     Reimbursement will be authorized only for the size and type aircraft necessary to complete the assignment.

 

3.      When substantiated by a voucher, reimbursement will be made for actual and necessary expenses for landing and parking fees in conncetion with the use of the aircraft. Reimbursement will not be allowed for storage or parking fees at teh location where the privately owned aircraft is normally stored.

 

4.      If an employee is to act as pilot and carry passengers, the employee must, in addition to adhering to Federal Aviation Administration Regulations related to licensing and currency, have previously logged as a licensed private pilot in command of an aircraft at least 250 hours of actual flightr. In addition, the employee pilot must have logged as a pilot in command of an aircraft, at least 60 hours of actual flight within the preceding 12 months. Any employee pilot who has carried or intends to carry passengers may be rquired to present a log book substantitating that the employee meets these requirements. For the purpose of this rule, the term passenger shall be defined as any person other than the pilot traveling in the aircraft. An employee pilot whocarries a passenger but fails to meet the above qualifications is not entitled to any reimbursement for that transportation expense.

 

C.     Payment of Fare. Payment for transportation by aircraft may be made by (1) cash, (2) credit card, (3) ticket order. In cases where payment is made by cash, the travel expense claim must be accompanied by the traveler's flight Coupon if one was issued, in accordance with Section 110A. If no flight coupon was issued, as may be the case with chartered or private aircraft, a formal receipt must be submitted. If payment was mde by credit card or by ticket order, this fact should be noted on the travel expense claim.

 

D.     Air Travel Insurance. Any campus may insure its employees against injury or death arising from aircraft accidents incurred while fling on state business in ay except regulary scheduled passenger aircraft, subject to the following conditions:

 

1.      Such insurance shall be provided only to those employees who are directed to fly to fulfill thier work requriements. Such insurance coverage shall not be provided where the use of a privately owned aircraft is for point-to-point transportation and is a result of voluntary response from the employee, even though such usage may be advantageous to the University.

 

2.      Application for such insurance shall be submitted to, and the insurance procured by, the Department of General Services.

 

3.      The maximum limit of such insurance shall be $15,000 in the case of death or dismemberment for each employee.

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Railroad Transportation

115

 

1. No more than actual fare on any transportation service, in accordance with the latest tariffs at the time the trip was made, shall be allowed. Special rates and round-trip rates shall be used whenever possible.
2. Reimbursement for roomette Pullman accommodations will be allowed. Where it is necessary to use Pullman accommodations more expensive than a roomette, a full explanation stating the facts constituting the official necessity shall accompany the expense account together with receipted voucher.
3. Unused portions of railroad and sleeping car tickets are subject to refunds and all steps necessary to secure refunds on such tickets shall be taken.
4. Meals incurred while on overnight train travel will be reimbursed in accordance with Section 105C.
5. Tickets for rail transportation or Pullman accommodations may be purchased by (1) the individual, (2) credit card, (3) ticket order. If purchased by credit card or by ticket order, this fact should be noted on the individual's expense claim.

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Travel Expenses for Executive Candidates and Spouses or Domestic Partners

117

 

Reimbursement will be allowed for travel expenses of executive candidates (as defined in Title 5, Section 42700(n)) and their spouses or domestic partners, who are called for executive employment interview with the CSU.

 

A.       Written approval by the Executive Search Advisory Committee or designee is required.

 

B.      Reimbursement of actual transportation expenses will be allowed in an amount not to exceed ground transportation to and from the nearest airport and round-trip air coach fare each, plus applicable tax, between the place from which the executive candidate and spouse or domestic partners are called and the place where the interview is held. Reimbursement for actual costs of lodging and meals, not to exceed five (5) days, will also be allowed for the executive candidate and his/her spouse or domestic partners. Payment of transportation and lodging is allowed only within the United States, unless reimbursement of international travel expenses authorized by the Vice Chancellor, Human Resources. The Vice Chancellor, Human Resources may authorize payment of other expenses as deemed appropriate.

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Return Of Deceased Employees

121

 

When an employee dies while traveling on official University business, reimbursement may be claimed for actual and reasonable expenses incurred in returning the remains to the official headquarters or place of burial within California. Claims for the reimbursement of such expenses shall be submitted to the State Controller by the person responsible for payment of the funeral expenses. Each claim shall bear a certification by the President that the employee was traveling on official University business at the time of death. Actual costs of the following will be considered necessary travel expenses for which reimbursement will be made.

 

A.      In all cases, regardless or mode of transportation:

        

1. Telephone or telegraph charges for shipment arrangements.

2. Transportation of the remains to the funeral home preparing the remains for shipment, not excess of $1.00 per mile one way.

 

B.      When a portion of the shipment is by common carrier:

 

1. Transportation by common carrier to the receiving point nearest the official headquarters or place of burial within California.

2. Transportation not in excess of 50 cents per mile one way from a funeral home to the  headquarters location or place of burial within California .

3. Outside transportation case and casket or rental metal transfer case not to exceed $100.00 plus taxes.

 

C.         When shipment is made by funeral coach alone, transportation costs not to exceed 50 cents per mile one way, from the pickup point to the official headquarters or to the place of burial within California.

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Rate Setting Procedure

155

 

In establishing rental rates, the Chancellor or designee should consider the following factors and use the following procedures:

 

A.     The housing charges proposed shall be equitable in view of the employee's particular employment situation.

 

B.     Fair market values shall be considered, including inflationary/deflationary changes in rental rates. In estimating the value of the rental unit, the rate may be reduced if the unit is in substandard condition. Substandard conditions includes such factors as restricted privacy, inadequate utility services, limited size, disturbing noises or odors, poor design, limited accessibility or isolation, and poor maintenance and repair. Rates may also be adjusted depending on any assessments for possessor interest taxes.

 

C.      No rental rate shall exceed 25 percent of an employee's gross salaries and wages.

 

D.      A rental rate ceiling may be used.

 

E.      The relationship of the housing to the employee's job shall be considered, including prevailing practices at comparable institutions for the provision of similar housing for suck employees.

 

F.      Legal factors affecting the provision of such housing shall be considered, including collective bargaining agreements, contracts, terms of employment, trusts and whether the housing facility was acquired by gift of similar circumstances.

 

G.      All dormitory housing and other housing administered under the University's bond financed housing programs need not be reported and shall be administered according to the requirements governing those programs.

 

H.     Utility and maintenance cost attributable to the personal use of the housing by the employee and the employee's cohabitant(s) shall be considered.

 

I .      The Chancellor or designee is authorized to set initial rates for housing added tot he schedule below.

 

J.      The Chancellor or designee is authorized to establish rates for any housing provided to student assistants. Such housing, depending on circumstances, may also be provided at no charge or at minimal rates.

 

K.     Rental rates shall normally be reviewed annually.

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