T R A V E L

IMPORTANT New Travel Procedures as of Fall 2007

All Request for Approval of Travel forms and Travel Expense Claim forms

must be approved through the Dean’s Office.

No Travel Expense Claims will be approved and reimbursed

unless a request for approval is submitted and approved in advance.

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Request for Approval of Travel

· Give requests to Amy a minimum of 35 days before travel.  Please make sure requests are neatly written, easy to read and completely filled out.  Do verify what account you expect the travel to be reimbursed from. Amy will date stamp and ensure that Dr. Briggs has an opportunity to review and approve.  

· Once Dr. Briggs has approved the request, it will be forwarded to the Dean for her signature.

· The Dean’s Office will keep the original Request for Approval of Travel, and copies will be sent back to the departments

(If there are any reasons you cannot submit your request 35 before travel, please discuss with Amy or Dr. Briggs.)

Travel Expense Claim

(Claims must be submitted within 30 days of completion of travel)

1. Save all receipts while traveling on University business. Employees can be reimbursed for travel expenses including lodging, meals, airline tickets, car rental, business phone calls, telegrams, etc. (subject to departmental approval and University travel reimbursement policy).

2. Complete the Travel Expense Claim form. (directions are included in the travel claim form) When filling out the form, please make sure it is completely filled out and signed.  If you are requesting mileage, you will need to write down your license plate number in the appropriate line.

Amy will fill in the following:

· Requisition Number (7 to 10 digits).

· Chartfields (Account/Fund/DeptID plus optional Class/Program/Project numbers).

3. All receipts should be taped to an 8 ½ x 11 piece of paper (more details to follow in guideline) and stapled to the Travel Expense Claim form.

4. Give the Travel Expense Claim form in Amy’s mailbox.  Amy will add needed information, double check the claim is complete, and attach the approved Request for approval of Travel form.  A copy will be made for the department and the faculty member.

5. Amy needs to input the claim form into PeopleSoft.

6. Amy then will forward to the Dean’s Office for approval.

QUICK NOTES

1. Maximum/per diem for meals is $50.00 per day. Without detailed receipts, the maximum paid for breakfast is $10.00, lunch $15.00, and $25.00 for dinner.

2. Proof of conference registration, airfare, and lodging must show zero balance and method of payment.

3. Receipts must be turned in within 20 days of travel, so Amy can submit within the designated time.

4. Amy will input the claim into PeoleSoft and send the paperwork through the system, but you can always look at the guidelines on-line at http://www.sjsu.edu/pass/facultystaff/travel/index.shtml and/or call the Travel Desk if you have questions. I do my best but there are too many rules for me to remember everything and it is sometimes best to talk straight to the experts.

Travel Desk Hours and Phone Number - The Travel Coordinator is available to answer questions and can be contacted at 924-1680, Monday through Friday, from 8:30 AM to 5:30 PM.

5. Most relative rules form the Travel Guide:

Incidental Allowance

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

Receipt Requirements

The original detailed/itemized receipt must be submitted for processing. If an original receipt is lost, a duplicate must be obtained in order to process the travel expense claim. In cases where a receipt cannot be obtained or has been lost, a statement to that effect and the reason for no receipt shall be made on the expense claim. In the absence of a satisfactory explanation the amount involved will not be allowed.

Detailed receipts are required for all per diem related expenses of $25.00 or more. In addition, receipts are required for every item of non-per diem related expenses of less than $25.00 except as follows:

• Street car, bus, rapid transit, ferry fares, bridge and road tolls.
• Long Distance telephone or telegraph charges, if less than $5.00. You must indicate the date, place, and person called. Calls must be for official University business to be eligible for reimbursement.
• Taxi or hotel bus fares, when necessary, for official business.
• All legal (e.g., attorney fees or other expenses related to law suits or legal actions) expenditures of $1.00 or less.
• Parking fees of $10.00 or less for any one continuous period of parking.

Travel Subsistence Allowance In-State

Travel of 24 hours or greater:

• Actual lodging expenses must be supported by an itemized hotel receipt.
• For each complete 24-hour period, the maximum meal reimbursement amount is $50.00. (For example, you might spend $4.71 for breakfast, $5.82 for lunch, $16.00 for dinner, and $3.50 in tips which totals $30.03 for the day. This is allowable since you have not exceeded the $50.00 maximum reimbursement amount. Please enter the actual amounts paid for meals, not $10.00, $15.00, and $25.00.)
• Actual expenses up to the following expense caps may be claimed for if travel occurred during the last fractional part of a period of travel of more than 24 hours:

Returning After:	0900	(9 PM)	$10.00	Breakfast
	1400	(2 PM)	$15.00	Lunch
	1800	(6 PM)	$25.00	Dinner
Maximum Per Day:			$50.00	Total
Overnight Stay:				No Limit Lodging

• Any item of expense for $25.00 or more must be substantiated by a receipt.

Travel less than 24 hours:

• For a trip that is less than 24 hours in length, actual expenses up to the following expense caps may be claimed:

Leaving Before:	0700	(7 AM)	$10.00	Breakfast
Returning After:	1800	(6 PM)	$25.00	Dinner
Overnight Stay:				No Limit Lodging

• There is no allowable incidental or lunch reimbursement for any travel less than 24 hours except as noted in other sections of this Travel Guide.
• Any item of expense for $25.00 or more must be substantiated by detailed receipts.
• Any meal reimbursements at the per diem rate for daily travel of less than 24 hours are reportable and taxable income and will be reported to Payroll Services for appropriate reporting to the State Controller's Office.

Travel Subsistence Allowance Out-of-State

• Actual lodging expenses must be supported by an itemized hotel receipt.
• Actual meal expenses up to $50 per complete 24-hour period. For meals which fall within the last fractional part of a period of travel of more than 24 hours actual expenses up to the following expense caps for meals may be claimed:

Leaving Before:	0700	(7 AM)	$10.00	Breakfast
Returning After:	1400	(2 PM)	$15.00	Lunch
Returning After:	1800	(6 PM)	$25.00	Dinner
Overnight Stay:				No Limit Lodging

 Attendance at Conventions, Conferences, or Business Meetings

The President or the President's designee must approve each individual travel claim when more than two employees from the same campus are attending the same convention or conference. This requirement does not apply to business meetings, training or workshops.

• Registration Fees: Registration conference fees can be processed with a check payable to the conference by submitting a Registration Payment Request. This form must be accompanied by a completed original invoice/ registration form plus one copy. Registration fees are not allowed for reimbursement when conventions or conferences are called by a campus giving information to its own employees.
• Registration Fee Receipts: When seeking reimbursement for registration fees, you must provide proof of payment. The following are allowable forms of proof of payment and should be attached to your Travel Expense Claim:
• Receipt: A detailed receipt issued by the conference or organization.
• Letter acknowledging payment: The letter must indicate payment amount or that registration fees have been received.
• Registration Form: Must indicate payment received.

If none of the above proof of payments are available to you, then you must provide a copy of the actual registration form or brochure for the conference that shows the conference name, date, location and price. In addition, you must provide one or more of the following:

• Front and Back of Cancelled Check: A copy of the front and back of the check proving payment has been made. The check must clearly indicate the amount and the name of the conference/organization paid.
• Front of Check and Bank Statement: A copy of the front of the check, indicating the amount paid and the name of the conference/organization, and a copy of the bank statement indicating payment of that check number. For confidentiality, the bank statement may be blacked-out, with only the name, account number, check number and check amount visible.
• Credit Card Receipt: A credit card receipt or copy of statement indicating payment to the organization. T