Travel Guidelines

Highlights

  1. All Travel MUST be approved in advance via a Travel
    Request Form or a State Form 1A. (The State Form 1A must be used for all
    International Travel.)
  2. Travel expenses should be submitted using the common form that is
    used by CPC, CPF and the State. THIS SHARED FORM IS NEW.
  3. Vehicle travel will only be reimbursed through mileage reimbursement
    (currently $0.54 per mile); the Traveler cannot be reimbursed only for
    fuel. Title 8 – California Code of Regulations Division 1, Department of
    Industrial Relations Chapter 6, Division of Labor Standards Enforcement
    Subchapter 12 states that the amount that fully compensates each
    employee for what the employee has necessarily expended in the
    performance of work for the employer is required to be reimbursed.
    Paying travelers for mileage satisfies this requirement to fully
    compensate, whereas just paying for fuel does not. THIS IS A CHANGE IN
    TRAVEL GUIDELINES.
  4. Meals will be reimbursed for actual costs up to a maximum of $55 per
    day. Additionally, receipts are not needed for individual meals less
    than $40. There is no maximum per meal; the maximum is per day up to
    $55. For example, if you have a meal for $45, you would need to submit a
    receipt for that meal but not for other meals with a maximum of $55 for
    the day. THIS IS A CHANGE IN TRAVEL GUIDELINES.
  5. The incidental per diem is currently set at $7 per day after the
    first overnight stay. Foreign travel of more than a week that contains a
    personal component is taxable if the personal travel is more than 25% of
    the trip. A portion of the common business expenses that are incurred by
    the Traveler, including airfare, is taxable to the Traveler.
    THIS IS A CHANGE IN TRAVEL GUIDELINES. Please note, the determination of
    what constitutes a personal vs. business day is between the traveler and
    approver. As a general rule, any travel days that the employee records
    as accrued leave time, such as vacation, would be considered a personal
    day.
  6. Reimbursement for meals and incidentals for “extended day trips”,
    e.g., trips where there is not an overnight stay is not allowed.
    However, when the entire length of a trip is less than 24 hours and
    includes an overnight stay, meals and incidental expenses can be
    reimbursed. Please see Appendix C of the CSU Travel Guidelines for
    further clarification and examples. THIS IS A CHANGE IN TRAVEL
    GUIDELINES.
  7. Student Travel shall be conducted in accordance with
    policies, regulations and guidelines of the CSU and the University.Refer
    to Executive Order 1041 for the Release of Liability, Promise Not to
    Sue, Assumption of Risk and Agreement to Pay Claims requirement.
  8. CPC staff and University faculty/staff should not pay for the travel
    of students and expect reimbursement from the student. The faculty or
    staff travel advisor should request any advance needed, incur the trip
    related expenses on behalf of the student travelers and submit a travel
    claim for reimbursement. As required and with appropriate approval,
    students may obtain travel advances (e.g., payments have been made for
    airfare or a conference and submit travel claims individually.) The CPC
    can also direct pay for hotels or other travel related expenses.
  9. If travel expenses are to be reimbursed by a sponsored program
    (grant/contract), any restrictions contained in that agreement or the
    Grantor’s policies supersede these Guidelines. In absence of policies
    from the Grantor, this policy will apply to all sponsored program
    travel.
  10. If advance approval has been obtained (by the appropriate Vice
    President, Dean, Executive Director, or his/her designee), a Traveler
    may use surface transportation for personal reasons even though air
    travel is the appropriate mode of transportation. Documentation
    demonstrating the cost of regular coach in effect at the time of travel
    (a real time quote) is required to obtain advance approval. Such costs,
    however, shall not exceed the cost of airfare, based on the lower of the
    regular coach fare available for the location of travel from a standard
    commercial air carrier, plus transportation costs to and from the
    terminals. Documentation of the advance approval should be included with
    the Travel Claim Form.
  11. Domestic travel that includes a personal component should include
    documentation demonstrating the cost of regular coach in effect at the
    time of travel for the business portion of the trip.
  12. All expenditures for a trip should be reported on one Travel Expense
    Claim. Previously reimbursed amounts related to the trip should be
    detailed on the claim. In no event shall a Travel Expense Claim totaling
    less than $10.00 be submitted. Such claims should be paid through
    appropriate petty cash accounts.
  13. Receipts – An itemized receipt is required for all travel and:
    1. Demonstrates the cost (shows an itemized list of what was
      purchased),
    2. Provides proof of payment (shows how was it paid), and
    3. Includes the date of purchase.
  14. Original itemized receipts should be submitted with the Travel
    Expense Claim. Electronic receipts are acceptable provided that the
    detail contained in an electronic receipt is equivalent to the level of
    detail contained in an acceptable paper record.
  15. Travel “packages” from Internet vendors typically do not itemize
    expenses. Therefore, business-related travel should not be booked
    through such vendors unless the Traveler has confirmed that each aspect
    of the package will be separately itemized.
  16. The travel expenses of a spouse or registered domestic partner who
    accompanies a University business Traveler (e.g., as approved by the
    appropriate Vice President, Dean, Executive Director, or their assignee)
    are reimbursable under these guidelines, provided it can be established
    that the significant other’s presence serves a bona fide CPC/ University
    business purpose. A spouse or registered domestic partner who attends a
    function is considered to have a business purpose if he or she has a
    significant role in the proceedings or makes an important contribution
    to the success of an event. If a spouse or registered domestic partner
    has no significant role in the proceedings, or performs only incidental
    duties of a social or clerical nature, attendance does not constitute a
    bona fide business purpose. Such expenses are taxable to the employee
    and therefore may not be reimbursed under these guidelines.
  17. The Travel Expense Claim contains the following certifications that
    must be signed by the Traveler:
  18. I hereby certify that the above is a true statement of the travel
    expenses incurred by me in accordance with the applicable CPC procedures
    and that all items shown were for official CPC or University
    business. Additionally, I certify that the expenses claimed have not
    been reimbursed from any other source.
  19. All Internation travel request(s) must be submitted to the
    Cal Poly International Center. Forms and instructions are located on the
    Cal Poly website.
    http://www.international.calpoly.edu/travel/
  20. Travelers to foreign destinations will receive a fixed amount per
    diem for lodging, meals, and incidentals in accordance with the Federal
    Maximum Travel Per Diem Allowances for Foreign Areas published by the
    U.S. Department of State.
  21. P Cards, issued by the Corporation or Foundation, can be used for
    travel expenses except for meals. P Cards will be issued to appropriate
    parties in late 2011. Travel P Card transactions should be coded to
    Object Code 198100 – Travel Advance. Advances will be
    cleared when the Travel Expense Claim is submitted. PLEASE NOTE
    THAT UNIVERSITY/STATE ISSUED P-CARDS CANNOT BE USED FOR TRAVEL.
  22. Direct deposit into your bank account is available for all Travel
    reimbursements.

    ACH Enrollment Form (excel)
  23. Prepaid fuel service options from rental car agencies should be
    declined. Travelers should return rental cars with a full tank of gas
    purchased prior to dropping off the vehicle. Gas should not be purchased
    from the rental car agency due to the increased cost and additional fees
    that may be charged. GPS or other services will not be reimbursed.
  24. Travelers to foreign destinations should review the on-line export
    control training at
    http://www.grants.calpoly.edu/2_Laws.html
    .

 

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1. Scope

1.1 Authorities

  • These guidelines apply to all Cal Poly Corporation (CPC or
    Corporation) and California Polytechnic State University San Luis Obispo
    (CSU or University) employees, officers, directors, agents, or other
    designated representatives authorized to travel on official CPC and/or
    University business. The Executive Director or designee is authorized to
    issue interpretations and take such other action as may be necessary or
    appropriate to implement these guidelines (Guidelines).

1.2 Use of Preferred Suppliers

  • Business Travelers are asked to be diligent about the cost
    effectiveness of expenditures. Travelers are strongly encouraged to
    purchase travel services, when available, from Preferred Suppliers with
    whom the State of California, the CSU, the University, or CPC have
    strategic and collaborative sourcing primary agreements. Preferred
    Suppliers deliver competitive value in the range of services required by
    Travelers. Such suppliers include airlines, car rental agencies, hotels,
    travel agencies, and online booking providers. Although it might be
    possible to obtain a lower cost from non-participating suppliers, use of
    Preferred Suppliers should, on average and over time, reduce the CPC’s
    overall travel costs and provide the best value to the Traveler. For
    more information about Preferred Suppliers, including airlines, hotels,
    car rental agencies, and travel agencies, see the State of California’s
    online travel portal at:

    http://www.travel.dgs.ca.gov/default.htm
    .

1.3 Reimbursement Standards

CPC reimbursement of a Traveler’s overnight travel expenses shall not
result in additional taxable income. CPC will reimburse travel expenses that
are considered by the IRS to be taxable income to the Traveler, for example:

  1. Meals reimbursed on single day travel,
  2. Meals and incidentals reimbursed in excess of published federal
    rates without appropriate documentation,
  3. Untimely submission of travel claims,
  4. Expenses for travel in excess of one year, or
  5. Certain travel expenses related to moving a new appointee or a
    current employee.

When travel is under the sponsorship of a non-CPC/University entity,
travel expenses, including advances, prepayments, or billings, shall not be
charged to a CPC account or billed to the CPC. Airline tickets must be
obtained from the sponsor.

Under no circumstances shall expenses for personal travel be charged to,
or be temporarily funded by, the CPC, unless otherwise noted in these
procedures.

1.4 Responsibilities

  1. Traveler ResponsibilityIndividuals traveling on official business must familiarize
    themselves with and adhere to the CPC and University Travel Guidelines.
    Travelers should ensure they have documented authorization to travel
    prior to embarking on the trip and/or prior to making non-cancellable
    travel arrangements (a Travel Request Form or Form 1A). Travelers should
    make certain that the business related expenses they incur are ordinary,
    reasonable, not extravagant, and necessary for the purpose of the trip.

    The person due the reimbursement for travel costs incurred is
    responsible for:

    1. Submitting travel claims within 10 days from the return of the
      trip.
    2. Providing the business purpose and inclusive dates of each trip.
    3. Certifying he/she:
      • Received authorization to travel.
      • Traveled on official business.
      • Actually spent the amount for listed expenses.
      • Has verified that the amount due is accurate.
      • Has not and will not seek reimbursement for: (1) a duplicate
        claim or (2) from any other source.
      • Returning within 10 days any reimbursement or payment issued
        by the CPC.

    Travel on official business shall observe normally accepted standards
    of appropriateness in the type and manner of expenses they incur. In
    addition, it is the Traveler’s responsibility to report his/her actual
    travel expenses in a responsible and ethical manner, in accordance with
    the regulations set forth in these travel guidelines.

  2. Approving Authority ResponsibilityThe approving authority designated to approve travel claims ensures
    all expenses are reasonable in terms of price, purpose, and necessity.

    The approving authority is responsible for:

    1. Ensuring expenses charged to his/her accounts are supported by
      sufficient funds and ensuring appropriateness of use of funds.
    2. Ensuring expenses requested are ordinary, reasonable, not
      extravagant, necessary, and supported by a business purpose or
      justification, as appropriate.
    3. Validating, to the extent possible, that the expenses listed
      were actually incurred by the Traveler and that appropriate
      supporting documentation is attached.
    4. Reviewing and approving the business purpose and ensuring the
      request is in compliance with any applicable sponsored project/grant
      requirements.
    5. Approving/denying payment of the travel claim in a timely
      manner.
    6. Denying expenses not directly related to official business.
  3. Travel OfficeA CPC designated travel office will perform the following functions:
    1. Review for compliance with these Guidelines.
    2. Verify appropriate approver.
    3. Ensure appropriate documentation is submitted.

1.5 Sponsored Programs

If travel expenses are to be reimbursed by a sponsored program
(grant/contract), any restrictions contained in that agreement or the
Grantor’s policies supersedes these Guidelines. In absence of policies from
the Grantor, this policy will apply to all sponsored program travel.

1.6 Exceptions

Exceptions to these guidelines should be approved in advance by the
appropriate Vice President, Dean, Executive Director or designee.

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2. Definitions

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

2.1 Work Location

Work location shall be established for each Traveler and shall be defined
as the place where the Traveler spends the largest portion of regular work
days or working time, or the place to which the Traveler returns on
completion of special assignments.

  1. No subsistence expenses (lodging, meals, and incidentals) shall be
    allowed at any location within 25 miles of said work location as
    determined by the normal commute distance.
  2. In cases where adherence to the 25-mile limitation creates an
    unusual and unavoidable hardship to the Traveler, exceptions may be
    granted by the President or Executive Director, or their designee.

2.2 Residence

A place of primary dwelling shall be designated for each Traveler. A
residence shall be defined as the actual dwelling place of the Traveler.
However, if a Traveler is temporarily required to dwell away from the
Traveler’s primary dwelling place due to official travel and said primary
dwelling is either inhabited by the Traveler’s dependents or is maintained
by the Traveler, such dwelling place may be continued as the Traveler’s
designated primary dwelling.

  1. No reimbursement for subsistence expenses shall be allowed at the
    Traveler’s residence.
  2. In any case, where a Traveler maintains more than one dwelling,
    meeting the definition of residence set forth in subdivision B above,
    the one place which bears the most logical relationship to the
    Traveler’s work location shall be deemed the primary dwelling.

2.3 Travel Expenses

Travel expenses include:

  1. Subsistence Expenses. Subsistence expenses consist of the charges
    and attendant expenses for meals and lodging and charges for incidental
    expenses incurred while on travel status.
  2. Business Expenses. Business expenses consist of the charges for
    business phone calls, emergency 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 a Vice
    President, Dean, the Executive Director, or their designee.

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3. Payment of Travel

3.1 Prepaid Expenses and Direct Charges

Prepaid expenses such as transportation tickets and conference fees may
be billed directly to the CPC. However, except as provided in
Section 5.4
, Payment of Group Subsistence Expenses, Students,
Prospective Employees, or otherwise approved by CPC management, Travelers
are prohibited from charging travel-related lodging, meals, or miscellaneous
expenses directly to the CPC. These expenses must be paid by the Traveler,
or if allowable, charged on a CPC issued P-Card, when they are incurred and
a claim for reimbursement submitted at the conclusion of the trip.

3.2 P-Cards

Corporation or Foundation P cards may be issued to employees who travel
on official business. Any Traveler issued such a card is strongly encouraged
to use the Corporation P card to pay for all expenses, excluding meals,
related to official business travel, including airfare, lodging, and
conferences, except where the card is not accepted. P Cards are not allowed
for meals. In this way, the CPC can document expenditures in order to
negotiate for favorable rates with vendors and preferred suppliers. PLEASE
NOTE THAT UNIVERSITY/STATE ISSUED P-CARDS CANNOT BE USED FOR TRAVEL.

The card is valid only while an individual is employed by the CPC or the
Cal Poly State University, may be cancelled at the discretion of these
entities, and must be relinquished to the employee’s department upon
termination of employment.

3.3 Cash/Non-Cash Advances

  1. RequestsTravelers may request cash advances to cover estimated out of pocket
    expenses. Travel advances will not be issued for less than $50.00. Cash
    advances must be issued between 1 and 30 days of when an expense is to
    be paid or incurred in order to meet the CPC’s cash management
    objectives.

    Travelers may also request reimbursement for costs incurred prior to
    the actual dates of travel by submitting a travel advance request or
    check request form for reimbursement. This includes situations where
    credit card expenses must be paid before a trip is completed or when the
    travel requires special handling, such as international travel, group
    travel, student groups, etc.

    Cash advances will not be authorized under the following
    circumstances:

    • The Traveler is delinquent in submitting a Travel Expense Claim
      for a prior trip,
    • The Traveler has not reimbursed the CPC for advances in excess
      of expenses for a prior trip.

    Since a Traveler should have no more than one outstanding cash
    advance at a time. Each advance should be accounted for before another
    advance is granted. In order to document the business purpose for which
    an advance was issued, the Traveler must submit a Travel Expense Claim
    within 10 days after completion of travel even if he or she is not owed
    any additional reimbursement.

    Section 9, Reporting Travel Expenses, contains
    information on substantiation of cash/non-cash advance expenses.

  2. Cancelled or Postponed TripsA cash advance must be returned immediately if an authorized trip is
    cancelled or indefinitely postponed. A non-refundable ticket associated
    with a cancelled trip must be used for the Traveler’s next trip.
  3. Unrecovered AdvancesSixty days after a trip is expected to be completed, the CPC
    Accounting Office should initiate proceedings for the recovery of any
    outstanding cash advances. Any advances that cannot be recovered from
    the Traveler shall be charged to the account indicated on the Travel
    Advance Request or Check Request forms or as designated by the
    accounting office.

    1. Recovery Procedures:
      A Traveler’s written permission must be
      obtained before an outstanding cash advance can be deducted from
      wages or from any other amounts due the Traveler. If the Traveler’s
      consent cannot be obtained, the CPC may recover the debt through a
      collection agency. Outstanding cash advances may also be deducted
      from discretionary or other accounts held at CPC.
    2. Tax Considerations:
      Cash Advances: If a Traveler
      fails to substantiate expenses and return any unused cash advance
      amounts within 120 days of the end of a trip, the CPC is obligated
      under IRS rules to consider such amounts as income and, if a CPC
      employee, include the unused cash advance amount on their W-2. If
      not a CPC employee, such amounts will be included on a 1099 issued
      to the Traveler.
      Any income or applicable employment taxes on
      the additional wages are to be withheld from an employee’s regular
      earnings. No refund of such taxes or any adjustment to gross income
      shall be made with respect to any substantiation or reimbursement
      received from the employee after the 120-day period.

      Non-cash Advances:
      Travel payments, such as registration fees,
      airline tickets, etc., made to a vendor on behalf of a Traveler who
      has not submitted a Travel Expense Claim within the 120-day period
      are not reportable as income to the Traveler, provided the expenses
      are ordinary and necessary business expenses. This requirement will
      be satisfied if the payment procedures (e.g., check request form)
      substantiate the time, place, and business purpose of the trip.

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4. Transportation Expenses

Transportation expenses shall be reimbursed only for the mode of
transportation which is in the best interest of CPC, considering both direct
expenses, the Traveler’s time, and the most commonly traveled route,
consistent with the authorized purpose of the trip. Any exception must be
approved in advance by the appropriate Vice President, Dean, Executive
Director, or his/her designee.

4.1 General

  1. Definition
    Transportation expenses include the following: Charges
    for commercial carrier fares; travel agency service fees; car and
    aircraft rental charges including fuel for rentals; private car mileage
    allowances; emergency repair to CPC/University vehicles; overnight and
    day auto parking; bridge and road tolls; taxi and public transportation
    fares; and all other charges for transportation services necessary to
    accomplish the official business purpose of the trip.
  2. Transportation Tickets
    Transportation tickets should be procured
    in advance in order to obtain any discounts offered by the carrier or
    negotiated by the CPC or the State. Such tickets should be purchased
    from the contract travel agency. Travelers will not be reimbursed for
    non-cash certificates used for the purchase of transportation tickets,
    e.g., frequent flyer miles.
  3. Lost Tickets
    Service charges for tickets lost by Travelers may be
    reimbursed, provided such occurrences are infrequent. Charges for
    re-ticketing, schedule changes, etc., are reimbursable if incurred for a
    valid business reason. The reason for the charge must be specified on
    the Travel Expense Claim.
  4. Indirect or Interrupted Itineraries
    Advance approval (by the
    appropriate Vice President, Dean, Executive Director, or his/her
    designee) is required when a Traveler takes an indirect route or
    interrupts travel by a direct route, for other than CPC or University
    business. Any resulting additional expenses shall be borne by the
    Traveler. The reimbursement of expenses shall be limited to the actual
    costs incurred or the charges that would have been incurred via a
    usually traveled route, whichever is less. Any resulting excess travel
    time will not be considered work time, and will be charged to the
    appropriate type of leave. The Traveler shall be responsible for the
    accurate reporting of such leave time. Fees for interrupted trips where
    the Traveler needed to reschedule their trip are reimbursable with
    approval of the appropriate Vice President, Dean, Executive Director, or
    his/her designee.
  5. Surface Transportation Used in Lieu of Air Travel
    If advance
    approval has been obtained (by the appropriate Vice President, Dean,
    Executive Director, or his/her designee), a Traveler may use surface
    transportation for personal reasons even though air travel is the
    appropriate mode of transportation. The cost of meals and lodging,
    parking, mileage, tolls, taxis, and ferries incurred while in transit by
    surface transportation may be reimbursed. Such costs, however, shall not
    exceed the cost of airfare, based on the lower of the regular coach fare
    available for the location of travel from a standard commercial air
    carrier, plus transportation costs to and from the terminals.
    Documentation demonstrating the cost of regular coach in effect at the
    time of travel (a real time quote) should be included with the Travel
    Claim Form.
  6. Travel Extended to Save Costs
    Additional expenses associated with
    travel extended to save costs, e.g., a Saturday night stay for domestic
    travel, may be reimbursed when the cost of airfare would be less than
    the cost of airfare had the Traveler not extended the trip (provided the
    expenses were incurred in compliance with these procedures). Such
    expenses include lodging, car rental, and meals and incidental expenses
    incurred within the vicinity of the business destination and shall not
    exceed the amount the CPC would have paid had the Traveler not extended
    the trip. Documentation demonstrating the cost in effect at the time of
    travel (a quote for airfare and car rental at the time the travel was
    booked had the travel not been extended) should be included with the
    Travel Expense Claim.

4.2 Air Travel

  1. Commercial Airlines
    1. Coach or Economy Class
      Coach or any other discounted
      economy-class fare shall be used whenever ticketing restrictions are
      reasonable. This applies to all travel (domestic or international,
      or any combination thereof) regardless of the purpose or fund
      source. Receipts submitted for air travel must show the class of
      service.
    2. Business or First Class
      When a Traveler prefers to use a
      higher class than the one authorized for reimbursement, the Traveler
      must pay the incremental cost of the airfare. Documentation
      demonstrating the cost of regular coach in effect at the time of
      travel (a real time quote) should be included with the Travel
      Expense Claim. In cases other than those described above, a written
      authorization to use economy plus, business, or first-class or other
      higher-cost service shall be obtained in advance from the
      appropriate Vice President, Dean, Executive Director, or his/her
      designee)prior to travel commencement. The Traveler shall submit
      such authorization with the Travel Expense Claim.
    3. Baggage Fees
      The CPC will pay the cost for checked baggage
      that is considered reasonable and necessary for the business purpose
      and length of the trip. The approving authority is responsible for
      determining if the fees are appropriate.
  2. Privately Owned Aircraft.
    A request of a Traveler for
    transportation by privately owned aircraft MUST be approved by an
    appropriate Vice President, Dean, the Executive Director, or their
    designee prior to travel commencement.
  3. Air Travel Insurance.
    Traveler may request reimbursement for trip
    cancellation insurance for airfare.
  4. U.S. Flag Air Carriers.
    Under the Fly America Act, only U.S.
    carriers shall be used for travel reimbursed from federal grants and
    contracts, unless one of the following exceptions applies:

    1. Use of U.S. carrier service would extend travel time, including
      delay at origin, by 24 hours or more;
    2. U.S. carriers do not offer nonstop or direct service between
      origin and destination. However, a U.S. carrier must be used on
      every portion of the route where it provides service unless, when
      compared to using an international air carrier, such use would:

      • Increase the number of aircraft changes outside the U. S. by
        two or more; or
      • Extend travel time by at least 6 hours or more; or
      • Require a connecting time of 4 hours or more at an overseas
        interchange point.
    3. When the costs of transportation are reimbursed in full by a
      third party, such as an international government or an international
      agency. Reimbursement of travel on an international air carrier may
      be denied in the absence of such justification.

4.3 Automobile

  1. Privately Owned Vehicles
    1. Persons authorized to travel by automobile (e.g., when an
      automobile is the most economical mode of transportation) are
      responsible for carrying and maintaining liability insurance if
      using a private vehicle. Refer to Section 8.2
      below for insurance requirements.
    2. In any case in which reimbursement for expenses of
      transportation by private automobile is claimed, the license number
      of the automobile as well as the name of each Traveler transported
      on the trip shall be stated. Reimbursement is for the expense of use
      of the automobile regardless of the number of persons transported
      and no reimbursement for such transportation shall be allowed any
      passenger in any automobile operated by another Traveler.
    3. Expenses arising from travel between home or garage and work
      location shall not be allowed. On normal work days, where a trip is
      commenced or terminated at Traveler’s home, the distance traveled
      shall be computed from either the Traveler’s work location or home,
      whichever shall result in the lesser distance. The distance shall be
      computed from a Traveler’s home when travel commences on a weekend.
    4. No reimbursement will be allowed for transportation expense when
      the Traveler uses a motorcycle, bicycle, or motor-driven cycle in
      the conduct of official business.
    5. Where it is necessary to hire special transportation (e.g.,
      limousines, handicapped vans), an explanation, stating the facts
      constituting the necessity, shall accompany the Travel Expense
      Claim. If a Traveler plans to rent/drive a vehicle in a foreign
      country, the Traveler must notify and obtain advance approval from
      their Vice President, Dean, Executive Director or designee.
    6. No reimbursement will be made for traffic/parking tickets or
      fines.
    7. Where Traveler is authorized to operate a privately owned
      automobile, the Traveler will be reimbursed at the standard rate
      consistent with State guidelines at the time of travel. Traveler may
      be reimbursed at the lower of actual mileage incurred multiplied by
      the mileage rate or the cost of a commercial automobile rental if
      such cost is materially different (more than 10%) than the amount
      charged for use of a private vehicle. A quote for a similar trip
      will be obtained by CPC at the time the expense report is submitted
      for reimbursement to determine the amount to be paid.
    8. Where use of a privately owned automobile is authorized for
      travel to or from a common carrier terminal and the automobile is
      not parked at the terminal during the period of absence, (e.g.,
      Traveler is dropped off at a local airport, within 50 miles of
      Traveler’s residence), mileage may be claimed only while the
      Traveler is an occupant of the vehicle for the distance between the
      terminal and the Traveler’s residence or work location whichever is
      less.
    9. Expenses for gasoline (instead of mileage)will not be allowed
      per IRS guidelines.
    10. Allowance of transportation expenses by privately owned
      automobile incurred in travel outside California is limited by these
      Guidelines.
  2. Rental Cars
    1. Authorization to Rent
      A vehicle may be rented when renting
      would be more advantageous to the CPC than other means of commercial
      transportation, such as using a taxi or using a private vehicle.
      Advance reservations should be made whenever possible and a
      compactor economy class vehicle requested. These classes should be
      used unless a no-cost upgrade is provided or if the recommended
      sizes are not adequate to meet the business purposes of the trip.
      The Traveler is responsible for obtaining the best available rate
      commensurate with the requirements of the trip. The discount
      negotiated with car rental agencies should be requested when
      available. CPC has an agreement with Enterprise. Rentals can be
      booked at the following hyperlink here.
      Enterprise should be used for all domestic vehicle rentals. Rentals
      in San Luis Obispo should be made at the Broad Street or Los Osos
      Valley Road locations as rentals at the airport can cost up to $10 a
      day in additional fees. All rentals through Enterprise should
      decline the Collision Damage Waiver (CDW) as the Corporation has
      procured this coverage. An account number is required at the time of
      rental. Travelers should return their rental cars so that there are
      not additional fuel charges. Gas should not be purchased from the
      rental car agency due to the increased cost and additional fees that
      may be applicable. Prepaid fuel service options from rental car
      agencies should be declined and may not be reimbursed by the CPC.
      GPS or other services will not be reimbursed.
    2. Direct Billing
      Rental cars should be booked directly with
      Enterprise. Travelers are encouraged to use the CPC direct billing
      account for rental car charges. A copy of the completed
      rental contract should be attached to the Travel Expense Claim upon
      return.
  3. Campus/CPC Vehicles
    University/CPC vehicles shall be used in
    accordance with established procedures.
  4. Miscellaneous Automobile-related Expenses
    Charges for ferries,
    bridges, tunnels, or toll roads may be claimed by the vehicle operator.
    Reasonable charges for parking while a Traveler is on travel status or
    on CPC/University business away from regular duties also will be allowed
    for the following:

    1. Day parking on trips away from an Traveler’s normal work
      location;
    2. Day and all night parking on overnight trips away from an
      employee’s normal work location or residence if free overnight
      parking is not available.

4.4 Rail or Bus

Rail or bus transportation may be used when required by the destination,
by business necessity, or when less costly than other forms of travel.

If a Traveler’s destination is served by a regularly scheduled airline,
the use of rail transportation shall be reimbursed in accordance with the
procedures specified in Section 4.1, Surface
Transportation Used in Lieu of Air Travel. This rule does not apply to
inter-city rail travel that is equivalent to air transportation in total
travel time.

Reimbursement for the cost of Business class or Pullman roomette
accommodations is allowed if the cost is less than airfare on a commercial
airline for the same trip, substantiated by the inclusion of a “real time
quote” for the air travel. If more expensive accommodations are used, the
Traveler must justify the expense in a written explanation submitted with
the Travel Expense Claim.

If accommodations are included in the rail fare, e.g., Pullman roomette
accommodations, lodging expenses shall not be reimbursed for each night that
such accommodations are used.

4.5 Other Forms of Transportation

  1. Local Public Transportation, Shuttle Service, and Taxis
    Local
    public transportation fares (e.g., buses, subway, streetcars) shall be
    allowed. The cost of shuttle service (including airport limousine
    service, if appropriate) to and from an airport or railroad station,
    plus reasonable tips, is allowable to the extent such service is not
    included in air or rail fares. Taxi fares, including tips, shall be
    allowed when the use of public transportation or airport shuttle service
    is impractical or not available. The cost must be reasonable in relation
    to personal car use costs, including parking, tolls, etc.

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5. Subsistence Allowance

When a Traveler is on travel status, as defined in these Guidelines,
payment of a subsistence allowance is authorized for both domestic and
foreign travel. The circumstances of travel will determine the rate allowed.

Expenses reimbursed must be ordinary, reasonable, not extravagant, and
necessary to accomplish the official business purpose of the trip. Only
expenses actually incurred and substantiated are reimbursable. Actual
expenses must be documented in accordance with Section 9.2,
Documentation Requirements, to be eligible for reimbursement.

If the Traveler is unable to provide a required receipt, they must
include a statement with the Travel Expense Claim explaining why a receipt
is not available. See Section 5.2 regarding receipts for
meals.

5.1 Lodging

Travelers may secure lodging when traveling on business more than 25
miles (one way) from their normal work location or home, whichever is
closer. The maximum limit for in-state and out-of-state lodging rate for
Campus and Chancelor’s Office employees is $275.00 per night excluding
taxes. Expenditures above the cap are the responsibility of the traveler
unless a documented exception is approved. Refer to Section 12,
International Travel for guidance regarding lodging outside the United
States.

  1. Use of Non-Commercial Facilities
    When non-commercial facilities
    such as cabins, house trailers, vans, field camping equipment, or other
    such facilities are used, the Traveler shall be reimbursed a daily
    amount based on an estimate of actual expenses up to 100% of the
    applicable federal per diem lodging rate for the appropriate geographic
    area.
  2. Lodging With a Friend or Relative
    When a Traveler lodges with a
    friend or relative while on official business, a non-cash gift, such as
    flowers, groceries, or a restaurant meal, may be provided to the host.
    The type of gift provided should be in compliance with the use rules
    surrounding the funds used for reimbursement. The actual cost of such a
    gift may be reimbursed up to $75. A receipt must be provided for gifts
    costing $40 or more. Only one reimbursable gift per stay may be provided
    to a host.

5.2 Meals While Traveling

The reimbursement of daily meal and incidental expenses for travel within
the continental United States will be based on actual amounts incurred
subject to the daily maximum reimbursement cap set forth in 1.b below. The
meals reimbursement cap should not be treated as a per diem. Expenditures
above the cap are the responsibility of the Traveler unless a documented
exception is approved.

  1. Computation of Allowances.
    1. Actual meal expenses and incidentals, as appropriate, shall be
      reimbursed. Individual receipts for expenditures less than $40.00 do
      not need to be submitted; however, the expense must be incurred to
      be reimbursed.
    2. In computing the allowance for travel, up to $55.00 for actual
      meal costs (including tips) may be reimbursed for each complete
      24-hour period. Separate meal reimbursement amounts are not
      applicable.
    3. For travel of more than 24 hours, actual meal costs may be claimed
      in accordance with the following: If you leave prior to 8am, you can
      claim up to $55 per day, if you leave prior to 12pm, you can claim up
      to two-thirds of the $55 maximum ($36.66), if you leave prior to 6pm,
      you can claim up to one-third of the $55 maximum ($18.34). If you
      return after 9am, you can claim up to one-third of the $55 maximum
      ($18.34), if you return after 2pm, you can claim up to two-thirds of
      the $55 maximum ($36.66), if you return after 6pm, you can claim up
      to $55 in meals expenses.
    4. An additional $7.00 incidental allowance may be claimed for each
      24-hour period following the initial 24 our period of travel. The
      term “incidental allowance” includes, but is not limited to fees and
      tips for services such as for housekeepers and baggage handlers. It
      does not include expenses for laundry, cleaning and pressing of
      clothes, lodging taxes, cab fares, telegrams, telephone calls and
      the like.
  2. Meals Provided as Part of the Event
    In the event the Traveler
    must forego the provided meal for health or business reasons, an
    explanation for the purchase of the meal replacement must accompany the
    claim. Supporting documentation may be requested and required.
  3. Hospitality Meals
    Expenses for meals incurred by Travelers who
    provided hospitality while on travel status are reimbursable in
    accordance with CPC Hospitality Guidelines.

5.3 Travel of Less Than 24 Hours

When the entire length of a trip is less than 24 hours, meals and
incidental expenses shall not be reimbursed unless the travel includes an
“overnight stay” as supported by a lodging receipt. If the Traveler is
unable to provide a lodging receipt, he or she must include a statement with
the Travel Expense Claim explaining why a receipt is not available (e.g.,
the Traveler lodged with a friend or relative, stayed overnight at the
airport, or took alternative transportation that required the Traveler to be
away overnight).

For a trip of less than 24 hours within the continental U.S. that
includes an overnight stay, reimbursement shall be authorized for the actual
cost of lodging, and meals and incidental expenses subject to the daily
maximum amount set forth in Section 5.2 above. The
maximum amount for a single day shall be authorized for the entire trip,
even if the trip takes place over two consecutive workdays.

  1. Overnight Stay Exception
    If an exception to the overnight-stay
    requirement is allowed by the approving authority, the amount of the
    meal(s) reimbursed becomes reportable and taxable. The amount will be
    reported to CPC Payroll and included in Box 1 of the Traveler’s W-2 form
    or a 1099 issued. Expenses for lunch will not be reimbursed for travel
    of less than 24 hours.

5.4 Payment of Group Subsistence Expenses

The CPC may negotiate agreements with restaurants, hotels, and similar
establishments to furnish subsistence to a group or groups of Travelers when
it is to the CPC’s advantage. Under such an agreement, the vendor may be
paid either by the group leader or by billing the CPC; the CPC encourages
direct billing so that Traveler’s funds have not been advanced
unnecessarily.

  1. Reimbursement of such expenses may be claimed by group travelers as
    follows:

    1. Group leaders who pay all or part of the group’s expenses may be
      reimbursed by submitting a claim for the actual expenses incurred.
      The claim must be accompanied by the vendor’s invoice/receipt
      showing payment in full.
    2. 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 subsistence expenses.
    3. CPC staff and University faculty/staff should not pay for the
      travel of students and expect reimbursement from the student. The
      faculty or staff travel advisor should request any advance needed,
      incur the trip related expenses on behalf of the student travelers
      and submit a travel claim for reimbursement. As required and with
      appropriate approval, students may obtain travel advances and submit
      travel claims individually if the faculty or staff advisor cannot
      incur the travel expenses on behalf of the student travelers.

5.5 Personal Travel Combined with CPC or University Business Travel

Generally, there are two reasons for altering business-related travel for
personal convenience:

  • Utilizing a different method of transportation, and
  • Extending travel for personal reasons

When a different method of transportation is used for personal
convenience, such as driving instead of flying, the CPC will pay the lesser
cost of the two methods. If the alternate method is used and requires
additional time, the Traveler must use his/her own personal time.

When travel on CPC or University business is extended for personal
reasons, the CPC will only reimburse the Traveler for expenses during the
time he/she would have been required to travel were the trip not extended
for personal reasons.

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6. Miscellaneous Travel Expenses

Miscellaneous expenses are reimbursable when they are ordinary and
necessary to accomplish the official business purpose of a trip. The Travel
Expense Claim must include an explanation of why such expenditures are being
claimed. Following is a non-exhaustive list of reimbursable and
non-reimbursable travel related expenses.

6.1 Tips

The CPC will reimburse reasonable and customary gratuities typically as
part of the incidental fee discussed in Section 5.2. Tips
and gratuities for extended travel or travel outside the U.S. that are over
and above tips reimbursed as part of the per diem are reimbursable if
reasonable and incurred while traveling on official University/CPC business.

6.2 Business Related Expenses

Such expenses include, but are not limited to: internet and travel
booking fees; word processing services; equipment rentals; fax and computer
expenses; copy services; overnight delivery/postage; purchase of materials
and supplies, when normal purchasing procedures cannot be followed; rental
of a room or other facility for the transaction of official business; local
and long-distance telephone calls (including one reasonably brief,
non-emergency, personal call home per day); and laundering, cleaning, or
pressing of clothing if a trip exceeds six days.

6.3 Registration/Event Fees

All guidelines governing short-term travel and subsistence allowances
will apply except that Traveler may be reimbursed for actual subsistence
expenses, supported by a voucher/receipt, when the convention or conference
is planned and arranged by a non-CSU agency if such expenses are beyond the
control of the Traveler and the appropriate Vice President, Dean or
Executive Director or designee so certifies.

  1. Registration fees exceeding $1,000.00 must be approved by the
    appropriate Vice President, Dean, Executive Director or designee.
  2. When a Traveler requests reimbursement for registration for a
    conference or convention, a copy of the itemized registration form or a
    copy of the website indicating the cost of the conference/convention
    must be attached to the Travel Expense Claim. In addition, a copy of the
    method of payment or receipt is also required.

6.4 Non-Reimbursable Expenses

This section identifies various expenses not addressed elsewhere in this
policy that are not permitted. This list is only meant to provide examples
of expenses that will not be reimbursed by the CPC.

Such expenses include but are not limited to personal domestic ATM/credit
card fees; fines/citations; clothing and accessories; commuting expenses;
frequent Traveler program participation; FastTrack (or equivalent); club
membership fees; luggage (lost luggage may be covered, see
Section 8.3
, Personal Property or Baggage Loss); personal entertainment;
personal care; dependent care; and pet care.

Exceptions for expenditures that are typically non-reimbursable, and
arise because of special or unusual circumstances, must be documented, and
authorized or approved by the appropriate Vice President, Dean or Executive
Director or designee.

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7. Special Travel Situations

7.1 CPC/University Travelers

Travelers in this category include visiting academic appointees, faculty
members on sabbatical leave, students, and post-docs and other non-degree
candidates. Travel expenses for these Travelers must be paid, reimbursed,
and reported in accordance with the provisions of these procedures.

  1. Student Travel
    Shall be conducted in accordance with policies,
    regulations and guidelines of the CSU and the University.Refer to
    Executive Order 1041 for the Release of Liability, Promise Not to Sue,
    Assumption of Risk and Agreement to Pay Claims requirement. Student
    travel (such travel includes but is not limited to: attendance at
    conferences, student competitions, field trips, field work performed by
    students, attendance at meeting, and any senior project related travel)
    should be processed based upon the source of funding for such travel.
    For example, if the funding is from the University (i.e. state side)
    then student travel is processed and paid by University Accounts
    Payable. If the funding is coming from the CPC, or the Cal Poly
    Foundation, then the student travel is processed and paid by CPC. A
    student may be reimbursed for travel expenses when there is a direct
    connection between the expense and the business purposes of the CPC or
    University. The business purpose of the student travel must be
    substantiated on the Travel Expense Claim, and other substantiating
    documentation must be provided, such as a copy of the meeting/conference
    program. Travel will be considered to have a CPC/University business
    purpose if the travel:

    • Directly supports a faculty member’s project or research
      program, or
    • Is an integral part of the student’s degree work, or
    • Is required for attendance at student-oriented meetings, student
      government events, University athletic events by student athletes,
      and the like, or
    • Enables the student to attend a conference to present research
      findings or to act in some other capacity on behalf of CPC or the
      University.

    CPC staff and University faculty/staff should not pay for the travel of
    students and expect reimbursement from the student. The faculty or staff
    travel advisor should request any advance needed, incur the trip related
    expenses on behalf of the student travelers and submit a travel claim
    for reimbursement. As required and with appropriate approval, students
    may obtain travel advances and submit travel claims individually if the
    faculty or staff advisor cannot incur the travel expenses on behalf of
    the student travelers.

  2. Sponsored Programs Travel
    Travel which is related to a contract
    or grant and where the student is an employee of the CPC shall be
    processed through the Corporation and travel requests should be routed
    through the CPC, prior to the commencement of the travel.

7.2 International Student Travel

Regardless of its funding source, international student travel should be
pre-authorized by University and MUST be submitted to the Cal Poly
International Center,
www.international.calpoly.edu
to make sure that all required procedures
and forms have been completed before departure.

7.3 Non-CPC/University Travelers

Travelers in this category include prospective employees, independent
contractors and consultants, inbound Travelers hired by the CPC for a
temporary assignment, volunteers, and spouses. Allowable travel expenses for
CPC/non-University Travelers are subject to the provisions of these
guidelines.

  1. Prospective Employees
    1. Authorization
      The CPC may reimburse the actual travel
      expenses related to interviewing prospective employees, when such
      expenses are necessary to acquire key personnel for employment at
      the CPC. Authorization shall be obtained before any commitment to
      reimburse travel expenses is made to the prospective employee.
      Reimbursement of allowable expenses is not taxable if the expenses
      are properly substantiated. In addition, at the President’s
      discretion, actual travel expenses may be reimbursed for spouses who
      accompany candidates for high-level administrative positions,
      including Manager and Senior Professional positions, on final
      interviews.
    2. Allowable Expenses
      Actual transportation expenses shall not
      exceed one round-trip coach airfare between the prospective
      employee’s current residence and the interview location for each
      round of interviews. Subsistence and non-personal miscellaneous
      expenses also may be reimbursed. Transportation and lodging expenses
      for such individuals may be paid directly by the CPC.
  2. Independent Contractors and Consultants
    Reasonable travel
    expenses incurred by CPC retained independent contractors or consultants
    are reimbursable in accordance with these procedures. Such
    reimbursements are not taxable, provided the amounts claimed are
    properly substantiated. Unsubstantiated amounts must be reported as
    income to the contractor, on the appropriate IRS instrument (e.g. Form
    1099, Form 1042-S, etc.).
  3. Temporary Assignments
    Individuals (including employees,
    independent contractors, and consultants) hired for temporary
    assignments that do not last more than one year may be reimbursed for
    travel expenses, including meals and lodging. Such individuals must
    incur lodging expenses that duplicate the expenses of a permanent
    residence in another location and satisfy one of the following criteria:

    1. The Traveler has a member or members of his/her family currently
      residing at the permanent home; or
    2. The Traveler intends to return to the vicinity in which his/her
      claimed residence is located.

    The reimbursement for lodging shall be reduced by any amount received by
    the Traveler for renting out his/her primary residence.
    Expenses to
    be reimbursed for temporary assignments are subject to the reporting and
    substantiation rules outlined in these procedures, including those for
    extended length of stay and locations outside of the continental United
    States.

  4. Volunteers
    CPC may reimburse the pre-authorized travel expenses
    of volunteers who are performing services on behalf of the
    CPC/University, provided the expenses are properly substantiated. If the
    reimbursement does not exceed the substantiated expenses, such payments
    are not subject to withholding or reporting.
  5. Witnesses
    The CPC may reimburse the actual travel expenses
    related to interviewing witnesses or other parties involved in
    litigation matters, when such expenses are necessary to acquire key
    information for legal purposes. Authorization shall be obtained before
    any commitment to reimburse travel expenses is made to the individuals.
  6. Spouse or Registered Domestic Partner Travel
    The travel expenses
    of a spouse or registered domestic partner who accompanies a University
    business Traveler (e.g., as approved by the appropriate Vice President,
    Dean, Executive Director, or their assignee) are reimbursable under
    these guidelines, provided it can be established that the significant
    other’s presence serves a bona fide CPC/ University business purpose. A
    spouse or registered domestic partner who attends a function is
    considered to have a business purpose if he or she has a significant
    role in the proceedings or makes an important contribution to the
    success of an event. Generally, protocol or tradition dictates when the
    participation of a high-level official’s spouse or registered domestic
    partner is required at official University/CPC functions, such as alumni
    gatherings, fund-raising or ceremonial activities, certain athletic
    events (see below), and community events. Documentation should be
    provided with the Travel Expense Claim to show that the spouse or
    registered domestic partner’s attendance at the function meets the above
    conditions (e.g., an event or meeting agenda, or a letter of invitation
    requesting that the spouse or registered domestic partner attend the
    meeting or event). If a spouse or registered domestic partner has no
    significant role in the proceedings, or performs only incidental duties
    of a social or clerical nature, attendance does not constitute a bona
    fide business purpose. Such expenses are taxable to the employee and
    therefore may not be reimbursed under these guidelines. Spouse or
    registered domestic partner travel expenses may not be charged to state
    funds. Contract and grant funds may only be used to reimburse spouse or
    registered domestic partner travel if the special provisions of the
    contract or grant are satisfied. Various non-state funds controlled by
    the University may be used to fund spouse or registered domestic partner
    travel, but only within the restrictions, if any, governing the use of
    the fund and within the policy set forth in these guidelines.

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8. Travel Related Insurance

8.1 Employees

All University employees, including those engaged by the University in
connection with research grants and contracts, are routinely covered 24
hours a day against accidental death or dismemberment while on an official
University domestic business trip. Travel while engaged in designated
extra-hazardous activities on behalf of the University may be required to
purchase additional insurance. In addition, any travel to a foreign
destination must purchase Foreign Travel Insurance through either the
University or Corporation business office.

In addition, all CPC employees are provided with Workers’ Compensation
coverage for work-related injury or illness that occurs during an approved
and funded business trip.

For insurance coverage purposes, an official CPC/ University business
trip begins when the Traveler leaves his/her residence or normal work
location, whichever occurs last, and ends when the Traveler returns to
his/her residence or normal work location, whichever occurs first.

Refer to the following web site for information on University insurance
coverage for employees:

http://www.calstate.edu/risk_management/rm/

8.2 Private Vehicles

The rates of reimbursement for mileage set out in this section include
the cost of maintaining liability insurance at the minimum amount prescribed
by law, and collision insurance sufficient to cover the reasonable value of
the vehicle, less a standard deductible. When a privately owned vehicle
operated by a Traveler is damaged by collision or receives other accidental
damage, reasonable reimbursement for repair shall be allowed under the
following conditions:

  1. The damage occurred while the vehicle was being used on official
    University or CPC business with the permission or authorization of the
    employing campus/CPC;
  2. The vehicle was damaged through no fault of the Traveler and
    verified through a police report;
  3. The amount claimed is an actual loss to the Traveler, which is not
    recoverable either directly from or through the insurance coverage of
    any of the parties involved in the accident;
  4. The amount of the loss claimed does not result from a decision of a
    Traveler not to maintain collision coverage; and
  5. The claim is processed in accordance with prescribed procedures.
  6. When private vehicles are used on official business, Traveler must
    maintain adequate liability insurance coverage. The minimum prescribed
    liability insurance coverage is as follows:

    1. $15,000 for personal injury to, or death of, one person;
    2. $30,000 for injury to , or death of, two or more persons in one
      accident: and
    3. $5,000 for property damage.

8.3 Personal Property or Baggage Loss

If a Traveler incurs a loss to personal belongings, the first common
carrier is typically responsible for reimbursement of losses, and the
Traveler should file an appropriate claim as instructed by the common
carrier. If the common carrier does not provide full reimbursement to the
Traveler for personal effects, then an “equity claim” may be filed with CPC.

Documentation to substantiate the claim is required. The claim form may
be found at: http://www.boc.ca.gov/

8.4 Emergencies

In case of emergencies while on travel status, the Traveler should first
contact emergency responders at their location. The Traveler’s appropriate
administrator and the CPC Associate Executive Director of Finance and
Business Operations should be informed as soon as possible.

Employees covered by the CSU Group Life insurance plan through Standard
Insurance Company are also covered by the MEDEX Travel Assist program (Group
#7088) when traveling at least 100 miles from home or in a foreign country.
This coverage is not an exemption from obtaining Foreign Travel Insurance
from the University or Corporation business office. Additional information
about coverage can be found at:

http://www.calstate.edu/Benefits/carrier.materials/2011_MedexAssist_brochure.pdf
.

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9. Reporting Travel Expenses

A Travel Expense Claim shall be used to account for all travel advances
and any expenses incurred in connection with official travel. For direct
billing arrangements that have been approved in advance, a Travel Expense
Claim must still be processed as verification that the expense was incurred
even if no reimbursement is due the Traveler.

9.1 Reporting Period

The Travel Expense Claim must be submitted to the CPC Travel office
within 10 days of the end of a trip unless there is recurrent local travel,
in which case Travel Expense Claims may be aggregated and submitted monthly.
When a trip lasts more than 90 days, the Traveler must submit a quarterly
report of expenditures to the CPC Travel office.

9.2 Completion of a Travel Expense Claim

The total amount of all expenses and advances pertaining to a particular
trip must be accounted for when submitting a Travel Expense Claim. Except
for trips that require quarterly reporting, all expenditures for a trip
should be reported on one Travel Expense Claim. Previously reimbursed
amounts related to the trip should be detailed on the claim.

In no event shall a Travel Expense Claim totaling less than $10.00 be
submitted. Such claims should be paid through appropriate petty cash
accounts.

  1. Substantiation of Expenses
    Substantiation must include the
    following (as listed on the Travel Expense Claim):

    1. The date and time of departure from and return to the Traveler’s
      normal work location or residence. When any personal leave is taken
      while on official travel status, the number of personal days must be
      specified on the Claim.
    2. The origin and destination of the trip and the route taken.
      Travel within a local area also should be indicated; continuous
      travel between major points, such as from city to city, should be
      shown separately. Any substantial deviation from the distance shown
      in a standard highway mileage guide must be explained.
    3. The purpose for the travel or the nature of the business benefit
      derived as a result of the travel.
    4. The amount of each expenditure listed by date and location.
    5. Claims for reimbursement of expenses paid for others shall be
      submitted by the group leader and must include the names of persons
      on whose behalf expenses were incurred and their affiliation with
      the business purpose of the expense, an itemization of the expenses,
      and other pertinent supporting documentation.
  2. Documentation Requirements
    1. Receipts
      An itemized receipt:

      1. Demonstrates the cost (shows an itemized list of what was
        purchased,
      2. Provides proof of payment (shows how was it paid) ), and
      3. Includes the date of purchase.

      The original itemized receipts for the following must be submitted
      with the Travel Expense Claim:

      • Receipts for all airline expenses.
      • Receipts for all lodging expenses except where per diems are
        authorized for lodging expenses (e.g., long-term travel or
        international). Since hotel receipts may include charges that
        are not reimbursable, the Traveler shall not be reimbursed for
        lodging expenses unless the receipt presented by the Traveler
        contains itemized charges for the room, e.g., taxes, telephone,
        etc.
      • Receipts for all rental car expenses.
      • Receipts for all extraordinary items, such as repair of
        accidental car damage, supported by appropriate justification.
      • An agenda, itemized receipt, or other supporting
        documentation for all registration fees.
      • Any reimbursable item costing $40 or more.
    2. Electronic Receipts
      Electronic receipts are acceptable
      provided that the detail contained in an electronic receipt is
      equivalent to the level of detail contained in an acceptable paper
      record. For example, an electronic receipt must show the name of the
      payee, the amount of the charge, the transaction date, and the form
      or payment. When required to ensure adequate documentation of the
      costs incurred, the Traveler is responsible for providing additional
      detail, e.g., a receipt with itemized hotel charges. E-mailed or
      faxed documentation provided by an airline or travel agency for
      electronic ticketing expenses for airfare is acceptable for
      substantiating such expenses. A copy of the faxed itinerary and
      receipt or a copy of the e-mail itinerary and receipt printed
      locally should be attached to the Travel Expense Claim.
    3. Travel Packages Purchased from Internet Vendors
      Travel
      “packages” from Internet vendors typically do not itemize expenses.
      Therefore, no business-related travel should be booked through such
      vendors unless the Traveler has confirmed that each aspect of the
      package will be separately itemized (e.g., itemized hotel charges,
      airfare) to assure appropriate documentation for reimbursement.
    4. Missing Receipts
      When receipts are required but cannot be
      obtained or have been lost and all measures to obtain a duplicate
      receipt have been exhausted, a statement should be provided
      explaining why such receipts are not being submitted with the Travel
      Expense Claim. The statement must include a certification that the
      amount shown is the amount actually paid and that the Traveler has
      not and will not seek reimbursement from any other source.

9.3 Certification of Travel Expenses

The Traveler must sign the Travel Expense Claim certifying that the
amounts claimed are a true statement of the expenses incurred while on
official CPC/University business and that the original of all required
receipts has been submitted. For expenses where a receipt is not required,
(e.g. expense is less than $40), the Traveler’s signature is substantiation
for that expense.

  1. The Travel Expense Claim contains the following certifications that
    must be signed by the Traveler:
    I hereby certify that the above is a
    true statement of the travel expenses incurred by me in accordance with
    the applicable CPC procedures and that all items shown were for the
    official CPC or University business. Additionally, I certify that the
    expenses claimed have not been reimbursed from any other source.
  2. Submission of the Travel Expense Claim under a Traveler’s electronic
    authorization (scanning/faxing) will be considered certification that
    the Traveler incurred the expenses being claimed. In accordance with IRS
    regulations, an electronic signature must:

    1. Identify the Traveler who is submitting the electronic form;
    2. Authenticate and verify the submission; CPC and university
      employees must submit scanned copies from their calpoly.edu e-mail
      address to meet this requirement; and
    3. Is the final entry in the submission received directly from the
      Traveler;
    4. Original receipts still must be provided as discussed in
      Section 9.2.

9.4 Return of Excess Advance Amounts

If the amount of an advance exceeds the reimbursable expenses, payment
for the amount due shall be submitted with the Travel Expense Claim. Checks
must be made payable to CPC.

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10. Approval of Travel Expense Claim

The approving signature provides additional substantiation for expenses
where a receipt is not required, (e.g. individual expense is less than $40).
Approvers may request receipts or additional documentation if it appears
that aTraveler is routinely claiming the same amounts for the same items.
For example, Travelers should be required to submit meal receipts if it
appears they are treating the meal and incidental reimbursement cap as a per
diem by routinely claiming the maximum amount of the cap.

The Travel Expense Claim should not be approved by a person who reports
directly or indirectly to the Traveler. Persons delegated the authority to
approve travel shall not approve their own travel. In addition, Travelers
may not approve the travel of a near relative, e.g., spouse, registered
domestic partner, significant other, child, parent, etc.

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11. Travel Within the United States – 30 Days or More

A long-term daily expense rate shall be authorized when a Traveler can
reasonably be expected to incur expenses in one location comparable to those
arising from the use of establishments catering to long-term visitors, and
when the Traveler is expected to be in one location for 30 or more
consecutive days but not in excess of one year. Hotels, apartment complexes
and other lodging establishments which offer cooking facilities will
frequently offer weekly or monthly rates.

For domestic travel assignments of 30 days or more within the United
States, an authorized per diem allowance for lodging (excluding taxes),
meals and incidentals should be determined by the authorized approver based
on an estimate of actual daily expenses.

The agreed upon rate for reimbursement shall not exceed the maximum
applicable federal per diem rate for the destination as published by the
General Services Administration at

http://www.gsa.gov/portal/category/21287
.

The daily expense rate is computed by dividing the monthly lodging costs
(determined by estimating actual expenses) plus an appropriate amount for
meals and incidental expenses, by the number of days of occupancy in the
rental period. Receipts are not required for meals and incidental expenses
when applying the daily expense rate.

The following recurring expenses may be considered part of the lodging
cost when a Traveler rents a room, apartment, house, or other lodging on a
long-term basis:

  • Rental cost of a furnished dwelling;
  • Utilities;
  • Monthly base telephone charges.

Assignments that last longer than a year must be approved by the
Executive Director prior to the twelfth (12th) month of travel.

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12. International Travel

All international travel request(s) must be submitted to the Cal Poly
International Center. Forms and instructions are located on the Cal Poly
website.
www.international.calpoly.edu/travel

12.1 Assignments of Less Than 30 Days

Travelers to foreign destinations will receive a fixed amount per diem
for lodging, meals, and incidentals in accordance with the Federal Maximum
Travel Per Diem Allowances for Foreign Areas published by the U.S.
Department of State and may be found at

http://aoprals.state.gov/content.asp?content_id=184&menu_id=78
. Receipts
will not be required for reimbursement.

If actual expenses are claimed due to special or unusual circumstances,
the Traveler must document such circumstances by submitting a written
explanation with the Travel Expense Claim. The amount reimbursed, however,
may not exceed 300% of the applicable federal rate established for the
location of travel. The reimbursement of actual expenses must be supported
by receipts, as specified in Section 9.2, Documentation
Requirements.

Following are some examples of special or unusual circumstances that
warrant reimbursement of actual expenses:

  1. A Traveler is required to attend a meeting or conference where meals
    and lodging must be obtained at a prearranged place, and lodging
    consumes all or most of the applicable maximum per diem allowance;
  2. The travel is to an area where the per diem is normally adequate,
    but subsistence costs have temporarily increased because of a special
    event or function, e.g., a national or international event; or
  3. Due to the situation described above, affordable lodging is not
    available within a reasonable commuting distance of the Traveler’s
    meeting or conference and transportation costs to commute to and from
    the less expensive lodging facility consume most or all of the savings
    achieved from occupying less expensive lodging.

12.2 Travel Less Than 24 Hours

The actual, necessary and non extravagant cost of lodging for an
overnight stay associated with international travel of less than 24 hours
shall be reimbursed when supported by an original receipt or a statement
explaining why a receipt is not available.

The reimbursement of meals and incidental expenses shall be calculated in
multiples of the applicable federal per diem rate based on the total number
of hours between the time of arrival at the foreign location and the time of
departure.

For partial days, hours should be rounded to the nearest quarter day as
follows:

  • 3 hours up to 9 hours equals 1/4 day or 25%;
  • 9 hours up to 15 hours equals 1/2 day or 50%;
  • 15 hours up to 21 hours equals 3/4 day or 75%; and
  • 21 hours up to 24 hours equals 1 day or 100%.

12.3 Assignments of 30 Days or More

The per diem allowance for travel assignments of 30 days or more for
international travel should be determined by the Traveler’s management based
on an estimate of actual daily expenses. Refer to Section 11,
Travel within the United States – 30 Days or More for instructions on
calculating the daily expense rate.

The rate for reimbursement shall not exceed the maximum Federal Per Diem
rate applicable for the destination as published by the U.S. Department of
State. Traveler is expected to seek long-term accommodations when staying in
one location for 30 or more consecutive days.

12.4 Adjustment of International Per Diem Rates

Travelers may not request reimbursement of actual foreign expenses for
one portion of a trip and per diem for the remainder. The method selected
must be used for the entire foreign portion of the trip. For example, a per
diem may be used for meals and incidental expenses and actual costs used for
lodging.

  1. Adjustment for Multiple Locations
    Prorated per diems may be
    allowed when travel to more than one foreign location occurs. This
    method may not be used if an alternative method is contractually
    mandated by the funding source.
  2. Adjustment for Partial Days
    The reimbursement of subsistence
    expenses shall be calculated as outlined in Section 5.2.
  3. Adjustment for International Lodging or Meals Provided Without
    Charge
    When international lodging or meal expenses are paid directly
    by the CPC, are reimbursed as entertainment expenses, or are otherwise
    furnished to the Traveler without charge, the maximum per diem rate
    authorized for international travel must be adjusted. When lodging is
    provided without charge, only the meals and incidentals portion of the
    maximum per diem will be reimbursed. If a meal is provided, the meals
    and incidentals rate must be reduced by the value of the furnished meal.
    If the actual value of the meal is not known, the Traveler may provide
    an estimated cost. Such instances may allow a gift to the host as
    discussed in Section 5.1.Situations that may
    require an adjustment include the following:

    • Meals are furnished as part of official CPC/University
      entertainment,
    • Meal or lodging expenses are included in the registration fees,
    • Group expenses are billed directly to the CPC, or
    • Complimentary accommodations are extended (generally to a
      conference leader, coordinator or assistants) for block patronage of
      guest rooms.

Refer to Section 5.4, Payment of Group Subsistence
Expenses, for more information on claiming group expenses.

12.5 Taxability of International Travel With Personal Use

International travel frequently consists of both business and personal
components. According to the IRS, there is a taxable event if BOTH of the
following conditions are met:

  1. The total period of the trip is longer than one week, and
  2. At least 25% of the trip is personal

In the event that both conditions are met, a portion of the common
business expenses that are incurred by the Traveler, including airfare, is
taxable to the Traveler. When a travel day consists of both business and
personal time, the day will be classified as a business day in order to
determine the percentage of personal time associated with the trip. Please
note, the determination of what constitutes a personal vs. business day is
between the traveler and approver. As a general rule, any travel days that
the employee records as accrued leave time, such as vacation, would be
considered a personal day.

12.6 Special Fees for International Travel

Travelers may be reimbursed for unique costs associated with
international travel, such as: the actual cost of obtaining or renewing a
passport, visa, and necessary photographs; cost for certificates of birth,
health, identity, and related affidavits; charges for required inoculations
and medical evacuation insurance; currency conversion, ATM and check cashing
fees outside the U.S.; the cost of Traveler’s checks; costs related to
hiring guides, translators, and local labor; and the cost of full collision
insurance on automobiles rented in foreign countries.

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13. Travel Allowances While on Sick Leave or Vacation

13.1 Sickleave

When a Traveler is granted sick leave while away from the Traveler’s work
location for purposes of CPC or University business, such Traveler may claim
reimbursement for travel expenses in accordance with the allowances
prescribed by these guidelines during such sick leave, provided the
allowances for travel expenses shall not be authorized for a period
exceeding three days. The time limitation prescribed by this section may be
exceeded in unusual cases approved by the Vice President, Dean, or the
Executive Director.

13.2 Vacation

When a Traveler is authorized time off on vacation while on
CPC/University business, reimbursement for subsistence allowance during such
vacation may not be claimed.