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California State University, Long BeachCalifornia State University, Long Beach

XII. TRAVEL TO ALASKA, HAWAII OR THE U.S. POSSESSIONS

  1. Assignments of Less Than 30 Days

    Costs are generally higher in areas outside the 48 contiguous United States, including domestic areas such as Alaska, Hawaii and U.S. possessions.   Travelers to these areas will receive a fixed amount per diem for meals and incidentals based on the Federal Per Diem rate for the destination of travel. Lodging shall be reimbursed based on actual costs incurred as supported by an original itemized receipt up to the CSU maximum daily lodging rate set forth in Appendix C, excluding taxes.

    Exceptions to the per night maximum may be granted by the Appropriate Administrator.  Justification for staying at the specific property must be included with the travel claim. For lodging expenses incurred above the policy maximum rate that are not approved, the prevailing tax rate, as evidenced by the detailed hotel bill, will be applied to the approved nightly rate to determine the reimbursement.

    Prevailing rates on non-foreign area per diems are published periodically by the Department of Travel Management (DTMO) of the U.S. Department of Defense and may be found at http://www.defensetravel.dod.mil/site/perdiemCalc.cfm. These rates are, recognized by the IRS and are in effect on the date of travel.

  2. Travel Less Than 24 Hours

    The actual, necessary and non extravagant cost of lodging for an overnight stay associated with travel of less than 24 hours within Alaska, Hawaii and U.S. possessions 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 non-foreign area per diem rate based on the total number of hours between the time of arrival at the Alaskan, Hawaiian or U.S. Possessions 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%.
  3. Travel Over 30 Days

    The per diem allowance for travel assignments of 30 days or more within Alaska, Hawaii and U.S. possessions should be negotiated between the traveler and their management based on an estimate of actual daily expenses. Refer to Section XI., Travel Within the Contiguous United States – 30 Days or More for instructions on calculating the daily expense rate.

    The negotiated rate for reimbursement shall not exceed the maximum non-foreign locality per diem rate applicable for the destination as published by the Department of Travel Management, U.S. Department of Defense (see Appendix C). The traveler is expected to seek long-term accommodations when staying in one location for 30 or more consecutive days but less than one year.

    Actual costs paid for lodging taxes, which are not included in the published per diem rates, may be reimbursed as a miscellaneous expense.

  4. Adjustment for Meals Provided Without Charge

    When meal expenses are paid directly by the University, are reimbursed as entertainment expenses/ hospitality, or are otherwise furnished to the traveler without charge (e.g. conferences, professional meetings, etc.) the maximum per diem rate authorized for Alaska and Hawaii travel must be adjusted.

    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. A breakdown by meal is available for every per diem amount at the US Department of State, Office of Allowances: https://aoprals.state.gov/content.asp?content_id=114&menu_id=75

    Travelers many not request reimbursement of actual expenses for one portion of a trip and per diems for the remainder. The method must be used for the entire trip.

    The chart in appendix E may be used to prorate per diems when travel is to more than one location. This method may not be used if an alternative method is contractually required by the funding source.