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California State University, Long BeachCalifornia State University, Long Beach
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Travel Expense Claim Instructions

Purpose

This form is intended to be used for the purpose of reimbursing individuals for money spent while traveling on official University business. It is the Claimant’s responsibility to ensure that authorization to travel has been obtained from the appropriate administrators within the organization in accordance with CSU, Long Beach’s travel authorization policy.

Procedure for Completing the Travel Expense Claim

  1. Completed Defensive Driving Class: Indicate whether you have taken the defensive driving course or not.
  2. Claimant’s Status – Choose whether the Claimant is an employee, student, or non-employee. Please note that non-employees must have a Vendor 204 form on file with Accounts Payable or attached to the Travel Expense claim.
  3. Claimant’s Name - Enter the name of the person that traveled on behalf of the University.
  4. Campus ID – Enter the University issued Campus ID number of the Claimant.
  5. Department – Enter the name and number of the department the Claimant is employed by.
  6. Division – Enter the name of the division the Claimant is employed by.
  7. Claimant’s Street Address – Enter the Claimant’s home mailing address.
  8. City/State/Zip Code – Enter the Claimant’s city, state, and zip code.
  9. Campus Ext – Enter the campus extension used to contact the Claimant.
  10. Ref # - Enter the department’s internal reference number.
  11. Date & Time – Enter the date(s) and time(s) of travel.
  12. Destination – Enter the city and state abbreviation of the Claimant’s destination.
  13. Lodging – Enter the actual cost of the lodging. An original itemized hotel receipt is required.
  14. Meals – Enter the total daily amount for meals (breakfast, lunch, and/or dinner).
  15. Incidentals – Incidentals of $ 7 per day are allowed with an overnight stay.
  16. Airfare, Rental Car, and/or Rail - Enter airfare, rental car, and/or rail charges; attach all documentation supporting these charges.
  17. Carfare, Tolls, and Parking – Enter carfare, taxi, shuttles, bridge tolls, and parking charges; attach receipts as required
  18. Private Car Use
    1. Miles – Enter the number of business miles to and from the trip destination
    2. Amount – (This field will populate automatically). This value represents the total miles driven multiplied by the rate of reimbursement.
  19. Misc. Expense – Enter any miscellaneous expenses associated with this trip and provide receipts when available. (includes registration)
  20. Total Expense for Day – (This field will populate automatically). This represents the total costs of the day’s expenditures
  21. Total Trip Cost – (This field will populate automatically). This represents the expenses for the entire trip.
  22. Less Amount Exceeding Maximum Cost – Enter the amount of any expenses over the amount approved that are being paid personally by the Claimant. – Negative Number.
  23. Total Trip Cost Approved – (This field will populate automatically). This represents amount of funding authorized by the approving authority.

    Lines 24 thru 29 should be entered as Negative Numbers

  24. Less Prepaid Airfare – Enter the amount of any prepaid airfare, Giselle’s/Global, or a previous reimbursement.
  25. Less Prepaid Rental Car – Enter the amount of any prepaid rental car fees
  26. Less Advance Payments – Enter the amount of any cash advance payments made for this trip
  27. Less Foundation Payments – Enter the amount of costs being paid by the CSULB Foundation
  28. Less Pro-Card Registration – Enter the amount of registration costs prepaid with a procurement card or other campus paid method.
  29. Less Other Payments – Enter the amount of any other costs not listed above that have been prepaid for this trip
  30. Balance Due Claimant – (This field will populate automatically) this represents the total amount due to the Claimant after subtracting any prepaid expenses and Foundation payments.
  31. Chartfields (Amount, Account, Fund Source, Fund ID, Dept ID, Program, Class, Project) – Enter the appropriate chartfields to which the expenses should be charged. Use multiple lines if funding is being split.
    1. Total Trip Cost – (This field will populate automatically) this represents the Total Trip Cost approved and should match #23 less line 27 & 28 on the Travel Expense Claim.
  32. Foundation Account – If the CSULB Foundation is required to pay a portion of the travel claim, enter the Foundation Account number being charged.
    1. Total Paid by Foundation –Enter the total amount being paid by the Foundation.
  33. Billable to 3rd party – Check the appropriate box if any amounts are being charged to an auxiliary or other 3rd party, the billing number must be included (ex. Grant billing number 07-xxxxx)
  34. Purpose of the Trip, Remarks, and Details – Describe purpose of travel. Enter detail or explanation of items in other columns, if necessary.
  35. Claimant’s Name – Print the name of the Claimant.
    1. Claimant’s Signature/Date – The Claimant’s signature and date claim is signed
  36. Appropriate Administrator Name/Date – Print the name of the approving officer.
    1. Appropriate Administrator Signature – The approving authority’s signature and date of approval.