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California State University, Long BeachCalifornia State University, Long Beach

VII. SPECIAL TRAVEL SITUATIONS

  1. University Travelers

    Travelers in this category include visiting academic appointees, faculty members on sabbatical leave, students, athletic coaches, postdoctorates, if employed by the University, and employees on temporary assignment. Travel expenses for these travelers must be paid, reimbursed, and reported in accordance with the provisions of these guidelines.

    1. Faculty Member on Sabbatical Leave
    2. Travel expenses incurred by faculty members on sabbatical leave are reimbursable if the travel is undertaken to perform study or research that cannot be done elsewhere. At the discretion of the department, a faculty member may be reimbursed for additional lodging expenses incurred at the sabbatical location, less any income received by the individual for renting out his/her primary residence.

      Sabbatical travel expenses are not reimbursable if the travel is for a personal, recreational, or educational purpose that has no direct relationship to the individual's area of study.

      A faculty member who is on sabbatical leave of less than one year is considered to be temporarily away from home and therefore may be reimbursed for reasonable travel expenses incurred at the temporary location, including meals and lodging. For more information on temporary travel refer to Sections XI., Travel within the contiguous United States - 30 Days or More; XII., Travel to Alaska, Hawaii or the U.S. Possessions and XIII., International Travel for guidance regarding lodging outside the contiguous United States.

      Any sabbatical travel expenses allocable to a spouse or dependent(s) are considered taxable; accordingly, such expenses may not be reimbursed. See Section B.5., Spousal Travel, below.

    3. School Site Teacher Candidate Supervisors
    4. In their roles as School Site Teacher Candidate Supervisors, faculty will be reimbursed in accordance with the Memorandum of Understanding between the California Faculty Association and California State University. This Memorandum may be found at: http://www.calstate.edu/LaborRel/Contracts_HTML/current_cba.shtml

    5. Athletic Coaches
    6. Travel Expenses incurred by Athletic Department personnel, including coaches, for the purpose of recruiting will be reimbursed in accordance with these procedures. These employees are responsible for compliance with pertinent NCAA and conference rules regarding student recruits.

    7. Visiting Academic Appointees
      1. General

        An academic appointee with a Visiting title who is employed full-time for at least one semester/quarter may be reimbursed for travel and related expenses incurred by reason of his/her appointment

      2. Authorized Advances

        The amount of any authorized advance may not exceed the actual cost of transportation (which may be prepaid)

      3. Return Travel

        After completion of the term of appointment, reimbursement may be made for return travel to the point of origin or another destination, whichever is shorter.

    8. Postdoctoral and Other Nondegree Candidates
    9. Post-Doctoral fellows, if employed by the University, may be reimbursed for travel expenses if there is a University business-related reason for the travel, e.g., the individual is required to present a paper, deliver a speech or lecture, serve on a panel, etc., as an official representative of the University.

      The department should substantiate the University business purpose on the Travel Expense Claim or provide other documentation, such as a copy of the meeting/conference program.

      Such individuals may also be reimbursed for travel related to their training, e.g., to visit a field site or an off-campus laboratory. The department must certify that the travel directly supports faculty research or other scholarly programs.

    10. Temporary work Assignments
      Employees given temporary work assignments that take them away from their normal work locations for a period of time not expected to exceed 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:

      • The traveler has member or members of his/her family currently residing at the permanent home; or
      • 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 assignment are subject to the reporting and substantiation rules outlined in these guidelines, including those for extended length of stay and location outside the contiguous United States

  2. Non-University Travelers

    Travelers in this category include prospective employees, independent contractors and consultants, students and non-degree candidates, volunteers, visiting scholars, spouses and registered domestic partners.

    Allowable travel expenses for non-University travelers are subject to the provisions of these guidelines. A Travel Expense Claim must be submitted in accordance with the requirements set forth in Section IX., Reporting Travel Expenses.

    Travel expenses incurred by non-University travelers shall not be reimbursed from a University fund source unless the travel has been approved in advance by the inviting department.

    1. Prospective Employees
      The University may reimburse the actual travel expense related to the interviewing prospective employees, when such expenses are necessary to acquire key personnel for employment. Authorization shall be obtained before any commitment to reimburse travel expenses is made to the prospective employee. See your department.

      Reimbursement is not taxable if the expenses are properly substantiated.

      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 may also be reimbursed. Transportation and lodging for such individuals may be paid directly by the University. The department should use the campus preferred providers.

    2. Independent Contractors and Consultants
      Reasonable travel expenses incurred by the University-retained ICs or consultants are reimbursable in accordance with these procedures. Such reimbursements are not taxable, provided that amounts claimed are properly substantiated. Unsubstantiated amounts must be reported as income to the contractor, on the appropriate IRS instrument (e.g. 1099, 1042-S, etc.)

    3. Students and Non-Degree Candidates
      A student may be reimbursed for travel expenses when there is a direct connection between the expense and the business purposes of the University. Refer to the Executive Order 1041 for the Release of Liability, Promise Not to Sue, Assumption of Risk and Agreement to Pay Claims requirement.

      The business purpose of the travel must be substantiated on the Travel Expense Claim, or other substantiating documentation must be provided, such as a copy of the meeting/conference program.

      Travel will be considered to have a 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, e.g. attend a conference; visit a filed site or laboratory facility 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 for the University or to act in some other capacity on behalf of the University.

      Transportation expenses for group travelers may be billed directly to the University, in accordance with Section V.D., Payment of Group Subsistence Expenses. Travel arrangements should be made through the campus-designated travel agency.

      Student athletes who participate in off-site athletic events are also subject to NCAA rules and regulations governing travel. Refer to CSU policy 1201.0 Intercollegiate Athletics Administration and 1205.00 Group travel for additional information

      Students traveling overseas or within the U.S. must be participating in an approved University related educational experience. Students studying abroad are also required to procure insurance and sign a liability release for the campus to maintain on file pursuant to Executive Order 1051, California State University-Use of Approved Waiver of Liability. Further guidance may be found at: Executive Order No. 1051 | California State University.

    4. Volunteers
      Volunteers who are performing services on behalf of the University may be reimbursed for actual travel expenses provided the expenses are properly substantiated.

    5. Witnesses
      The University may reimburse the actual travel expense related to interviewing witnesses or other parties involved in litigation matters, when such expenses are necessary to acquire key information for legal purposes.

    6. Foreign Visiting Scholars
      A foreign visiting scholar who is an employee of another entity (e.g. a foreign university) may be reimbursed for substantiated travel expenses. Such amounts are excludable from the individual’s income, are not reported as compensation, and are exempt from withholding and payment of employment taxes.

      A foreign visiting scholar who is an independent contractor may be reimbursed for travel expense provided the expenses are properly substantiated and the amount of the reimbursement does not exceed the substantiated expenses. If these requirements are met, such payment is not subject to withholding or reporting.

      Payments to foreign visitors, may be restricted by the visitor’s visa status or other requirements established by the Department of Homeland Security. In most cases, additional documentation must be provided by the visitor in advance of reimbursement. Please contact the campus Tax Specialist for more information.

    7. Spouse or Registered Domestic Partner
      Travel expenses of a spouse or registered domestic partner who accompanies a University business traveler (e.g. President, Provost, Vice Presidents) are reimbursable under these guidelines provided it can be established that the significant other’s presence serves a bona fide University business purpose.

      Under IRS regulations, the travel expenses of a spouse or registered domestic partner are not taxable, provided it can be established that his/her presence serves a bona fide 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 if a high –level officials spouse or registered domestic partner is required at official University functions, such as Alumni gatherings, fund- raising or ceremonial activities, certain athletic events, and community events. Documentation should be provided with the Travel Expense Claim to show the spouse or registered domestic partner’s attendance at the function meets the above condition (e.g. event or meeting agenda, or a letter of invitation requesting the spouse or registered domestic partner attend the meeting.)

      If the 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 this guideline.

    8. Athletic Travel Spouse/Domestic Partner and Other Family Members
      Travel by a spouse or registered domestic partner who accompanies an athletic director (or assistant director or head coach) to sporting events such as bowl games and tournaments is presumed to have a bona fide University business purpose in situations where the NCAA or potential donors expect that certain high ranking members of the athletic department, and their spouse or registered domestic partners, will participate in events associated with these athletic activities.

      The travel expense of a spouse or registered domestic partner incurred in the pursuit of such activities may be reimbursed provided documentation, such as NCAA event agenda is provided to substantiate the business purpose of the travel. Such amounts are not taxable or subject to reporting.

      Travel expenses incurred by other family members generally do not satisfy the bona fide University business purpose test and therefore are not reimbursable.