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Frequently
Asked Travel Questions
The following are some of the most frequently asked questions.
They have been provided to answer some of your travel questions.
If you have a specific question, please contact John Sullivan at
756-1717.
(A) Yes. It is necessary to file a Form
1A with the State Accounting Office. This is a multi-purpose form
showing the departmental approval for the trip, and assigning an
account number and dollar amount. This form acts as proof
of official State business. Conferences or classes attended on Company
time do not require a 1A.
(A) Your claim should be filed within 10 days of your
return. Doing this ensures your prompt repayment. The
longer you wait, the greater chance of losing your receipts. Reimbursement
requests for conferences or classes attended on campus should be
submitted on a staff
reimbursement request form.
(A) Occasionally this may happen. However you need to remember
that the State contract rates are guaranteed statewide, and that
liability insurance (up to $500,000 per occurrence for bodily injury
and property damage combined) is included in the rate.
Non-State rates do not include insurance and Cal Poly will not reimburse
you for adding insurance.
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(A) The 261 form is also called “Authorization to use
privately owned vehicles on state business” Its purpose is to ensure
the University, and your department that you carry the proper insurance
and that your vehicle is mechanically sound. This form is
kept in the department, and should be updated yearly.
(A) No, you can use the State form for all. Please indicate
on the form the account numbers and amounts to be charged
to each. Two copies should be forwarded to the State accounting
office. Your claim will be processed by the State and then forwarded
to the Corporation/Foundation for processing. You will receive multiple reimbursement
checks (if applicable).
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(A) You can file for a travel advance to cover your costs.
The advance must be over fifty dollars, and be submitted at least
five working days before your trip. Your advance will
be available at the University Cashier, located on the first floor
of the Admin. Building, Room 131E. Advances are not given for conferences
or classes attended on campus. Instead you must submit a receipt
for the cost of the class or conference and a staff
reimbursement request form.
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