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California State University, Long BeachCalifornia State University, Long Beach

II. SCOPE

The procedures contained in this document shall apply to all official University travel, including sabbaticals funded by the University and travel funded under federal grants and contracts. Pursuant to Office of Management and Budget Circular A-21, costs incurred by employees and officers for travel shall be considered reasonable and allowable only to the extent that such costs do not exceed charges normally allowed by the institution in its regular operations as a result of an institutional policy and the amounts claimed under sponsored agreements represent reasonable and allocable costs. The terms of an extramural funding agreement will govern only when such terms are more restrictive than these University travel procedures.

The documentation, review and approval processes stated herein are the minimum requirements for CSULB travel reimbursements. The departments, if desired, may adopt more restrictive guidelines and procedures than what is presented here.

In addition, the terms of a collective bargaining agreement shall govern when such terms do not conform to the provisions of these procedures. These procedures are neither intended to nor shall be interpreted in any manner that would diminish the rights of employees under a settlement agreement.

These procedures include special rules for non-employees.

  1. AUTHORITIES

  2. These travel procedures are issued under the Chancellor’s delegation of authority to the Executive Vice Chancellor and campus Presidents. The implementing regulations are issued under re-delegation of authority to the campus Chief Financial Officers.

  3. USE OF PREFERRED SUPPLIERS

  4. University business travelers are asked to be diligent about the cost effectiveness of travel-related expenditures. Travelers are strongly encouraged to purchase travel services, when available, from Preferred Suppliers with whom CSULB has strategic and collaborative sourcing primary agreements.

    Preferred Suppliers deliver competitive value in the range of services required by University 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 nonparticipating suppliers, use of Preferred Suppliers should, on average and over time, reduce the University's overall travel costs and provide the best value to the traveler.

  5. REIMBURSEMENT STANDARDS

  6. University employees traveling 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 the CSULB Travel Policy and these procedures.

    These guidelines are intended to ensure that reimbursements are made to an accountable plan as defined by the Internal Revenue Service. Reimbursements made accordingly to an account able plan are not considered taxable income. University reimbursement of an employee’s overnight travel expenses shall not result in additional taxable income to the employee. Reimbursed travel expenses are considered by the IRS to be taxable income to the traveler under the following conditions:

    • Eligible meals reimbursed on single day travel,
    • Meals and incidentals reimbursed in excess of published federal rates without appropriate documentation,
    • Expenses for travel in excess of one year, or
    • Certain travel expenses related to moving a new appointee or a current employee.

    When a University employee travels under the sponsorship of a non-University entity, travel expenses, including advances, prepayments, or billings, shall not be charged to a University account or billed to the University. Airline tickets must be obtained from the sponsor. Payment of travel costs for CSU employees by another party may constitute a conflict of interest. The Conflict of Interest Handbook prepared by the Office of General Counsel provides additional information and may be found at: http://www.calstate.edu/HrAdm/Policies/coi.shtml.

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

  7. RESPONSIBILITIES

    1. Traveler Responsibility
    2. Individuals traveling on official University business must familiarize themselves with and adhere to the CSULB Travel Policy.

      Employees planning to travel to foreign destinations are required to review and comply with additional requirements in Section VIII. Travel Related Insurance and Section XIII. International Travel of these travel procedures.

      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:

      • Submitting travel claims within 30 days from the return of the trip.
      • Providing the business purpose and inclusive dates of each trip.
      • 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 a duplicate claim from any other source.
      • Returning to the University, within 30 days, any reimbursement or payment issued by the University which subsequently results in a refund to the individual.

    3. Approving Authority Responsibility
    4. The 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:

      • Ensuring expenses are charged to funds authorized for that purpose.
      • Ensuring expenses requested are ordinary, reasonable, not extravagant, necessary, and supported by a business purpose or justification, as appropriate.
      • Validating, to the extent possible, that the expenses listed were actually incurred by the employee and that supporting documentation is attached.
      • Reviewing and approving the business purpose and ensuring the request is in compliance with any applicable sponsored project/grant requirements.
      • Approving/denying payment of the travel claim in a timely manner.
      • Denying expenses not directly related to official University business.

    5. The Controller's Office – Accounts Payable Department
    6. The Controller's Office Accounts Payable Department will perform the following functions:

      • Review/audit for compliance with policy.
      • Review/audit for the Appropriate Administrator approval
      • Process reimbursements and payments

  8. AB 1887 COMPLIANCE - CSU TRAVEL RESTRICTIONS Effective January 1, 2017

  9. The campus travel policy and procedures have been modified to ensure compliance with AB 1887 and include the following with regard to this legislation:

    • CSULB travelers are defined as employees, non-employees, including students and volunteers.
    • All CSULB travelers are restricted from traveling to any of the affected states unless one of the following legislative exceptions applies:
      1. Enforcement of California law, including auditing and revenue collection.
      2. Litigation.
      3. To meet contractual obligations incurred before January 1, 2017.
      4. To comply with requests by the federal government to appear before committees.
      5. To participate in meetings or training required by a grant or required to maintain grant funding.
      6. To complete job-required training necessary to maintain licensure or similar standards required for holding a position, in the event that comparable training cannot be obtained in California or a different state not affected.
      7. For the protection of public health, welfare, or safety, as determined by the CSU or other state agencies.
    • If travel to a prohibited state meets one of the legislative exceptions, supporting documentation is to be provided with the travel claim.
    • No campus funds may be used for travel to a restricted state, including state or auxiliary funds. If one of the stated exceptions applies, then either state or auxiliary funds may be used to support the travel.
    • All travelers are required to review the Attorney General’s website to determine if their destination is in an affected State before they book their travel. The complete list of affected states will be maintained on the California State Attorney General’s website, ASSEMBLY BILL NO. 1887.
    • If a destination is added to the state website AFTER travel has been booked, the travel may occur.
    • The college and or department is responsible for maintaining compliance for each of their travelers
  10. EXCEPTIONS - OTHER

  11. Exceptions to the CSULB Travel policy and procedures may be authorized in writing by the President or his/her designee.

    Exceptions may be granted due to extenuating circumstances. Any request for an exception must document the circumstances and need for the exception. When an exception has been approved, expenses will only be reimbursed to the extent of actual costs incurred, provided such costs are deemed to be ordinary, reasonable, not extravagant, and necessary under the circumstances.

    For further information regarding exceptions, such as in the case of hardships, please contact accounts payable.