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California State University, Long BeachCalifornia State University, Long Beach

Appendix A

DEFINITIONS

For the purposes of these guidelines, the following definitions shall apply:

Appropriate Administrator – Manager, or academic equivalent, granted authority through delegation and/or the signature authority guideline

Business Purpose – the business purpose of a University traveler may include activities that contribute to any one of the University’s major functions of teaching, research, or public service. It is the primary reason the employee must incur travel related expenses.

Campus – the campus or other official University location under the jurisdiction of a President, as defined below.

Cash Advances – cash (or cash equivalents) given to a traveler in advance of a trip.

Incidental Expenses – the incidental expenses portion of the federal per diem rate includes fees and tips given to porters, baggage carriers, bellhops, and housekeepers; transportation between places of lodging or business and places where meals are taken, if suitable meals cannot be obtained at the temporary duty site; and mailing costs associated with filing travel claims and payment of University-sponsored charge card billings.

Maximum Lodging Rate – the maximum amount allowed per night, excluding taxes, for overnight sleeping facilities. Does not include accommodations on airplanes, trains, buses, or ships which are included in the cost of transportation.

Meals and Incidental Expenses Reimbursement Cap – the maximum amount authorized for reimbursement of actual daily meal and incidental expenses for travel within the continental United States. Travelers may only seek reimbursement for their actual expenses up to the cap amount. This reimbursement cap shall not be treated as a per diem. For purposes of the reimbursement cap, incidental expenses include tips and fees for services, e.g., for waiters, baggage handlers, etc.

Normal Work Location – is defined as the place where the major portion of an employee’s working time is spent or the place to which the employee returns during working hours upon completion of special assignments. The employee’s department determines what constitutes an individual employee’s work location for the purpose of these guidelines.

Official University Business Travel – to be considered Official University Business Travel, at least one of the following criteria must apply:

  • A trip is certified by the President or designees to be essential to University operations;
  • The trip relates directly to University programs including development activities and objectives;
  • The trip is to a meeting of a professional association or society to deliver a paper, to serve as moderator or group leader, to serve on a panel, or to fulfill obligations as an association or society officer; or
  • The trip has as its primary purpose recruitment of faculty or administrative personnel.

Out of Pocket Expenses – expenses that are incurred and paid for by the traveler using cash or other mechanisms with traveler liability (e.g., a credit card in which the traveler is liable).

Per Diem – the daily subsistence allowance to cover the cost of meals and certain incidental expenses authorized under the GSA and Federal per diem rates. The amount varies based on destination of travel.

The payment of a per diem does not require supporting receipts. Per diems are authorized for all international travel; travel within Alaska, Hawaii, and United States possessions; domestic travel assignments of 30 days or more; and domestic travel assignments that exceed one year (see Appendix C).

For purposes of per diem, incidental expenses include tips and fees for services, e.g., for waiters, baggage handlers, etc. Federal per diem rates do not include taxes on lodging, which may be reimbursed separately.

President – the chief executive officer of the campus.

Primary Agreement – An agreement between the California State University and an awarded supplier for a specific service or commodity that is the result of a University competitive bid process. The primary agreement is established with the supplier considered to have the best combination of value and service and who obtains the most awarded quality points during the evaluation process. This supplier will be the recommended University supplier for the specific service or commodity type (at participating University locations) for the life of the agreement.

Receipt – a written acknowledgment of money received. For substantiation of an expense, a receipt indicates what was purchased, the amount due, the form of payment and preferably a zero balance.

Registered Domestic Partner – a domestic partnership is established when persons meeting the criteria specified by family code section 297, file a Declaration of Domestic Partnership (Form NP/SF DPY) with the secretary of state.

Reporting Period – the thirty day period within which a Travel Expense Claim must be submitted after the end of a trip. Refer to Section IX.A., Reporting Period, for more information.

Residence – the primary residence where the traveler lives, regardless of other legal or mailing addresses. However, when an employee is required to reside temporarily away from his/her permanent residence because of official travel away from normal work location, such residence may still be considered permanent if it is unreasonable to expect the employee to move his/her permanent residence to the temporary job location.

Subsistence Expenses – Expenses such as (1) Lodging, including taxes and service charges; (2) Meals, including taxes and tips; and (3) Incidental expenses (see Incidental expenses above).

Substantiated Expenses – Generally, a Traveler must be able to substantiate claimed expenses by adequate records and/or sufficient evidence corroborating the traveler’s own written statement as to 1) amount, 2) time and place, 3) business purpose, and 4) name(s) for whom the expense was incurred.

Travel Advances – payment provided to an employee in advance of travel to offset anticipated out of pocket expenses. Advances also include reimbursement of travel related expenses incurred prior to the dates of travel or items direct billed to the University, such as airline tickets paid in advance of travel.

Travel Expenses – expenses that are ordinary and necessary to accomplish the official business purpose of a trip. Refer to the following sections for a description of travel expenses eligible for reimbursement: Section IV., Transportation Expenses; Section V., Subsistence Expenses; and Section VI., Miscellaneous Travel Expenses.

Travel Status – the period during which a traveler is traveling on official University business outside the vicinity of his/her normal work location or residence.

Valid Driver’s License – A driver license shows that you have given permission to drive on public roadways. Licenses are valid until the date indicated. A license is not valid if it has been suspended, cancelled or revoked.

Work Day – the work day refers to the hours an employee is scheduled for work on any one calendar day, or may consist of consecutive hours an employee is scheduled to work over two (2) consecutive calendar days when the scheduled hours cross midnight.