Fiscal Services
Travel Guidelines and Reimbursement Rates
The following information is provided for your quick reference. Please phone the travel coordinator at 756-1717 if you have any questions. For additional information please see the CSU policy and procedures governing travel and relocation expense reimbursement.
Before your Trip
A Travel Request (Form 1A) is required prior to departure. If a private vehicle is to be used, please sign the "Certification of Minimum Liability Insurance" section on the form. If an advance is requested, please allow one week for processing. Advances are issued in amounts over $50.00, and are issued to the individual traveler. Travel advances requested more than 30 days prior to departure must be accompanied by appropriate justification (see travel 1A form for details). The individual traveler is responsible for paying all expenses, including registration fees, airline and lodging. Advance checks are disbursed from the University Cashier's Office 756-2256.
After your Trip
A Travel Expense Claim (form 262) is required and must be filed with the Accounts Payable Office within 10 days of your return.
Reimbursement Guidelines
Lodging: The reimbursement rates for in-state and out-of-state lodging is for actual expenses and must be supported by an itemized receipt. Travelers are encouraged to take advantage of applicable discounts.
American Express provides a list of hotels within California that offer government rates.
Meals
- If you leave before 7:00 a.m. Breakfast $10.00 may be claimed
- If you leave before 12:00 p.m. Lunch $15.00 may be claimed
- If you leave before 6:00 p.m. Dinner $25.00 may be claimed
- If you return after 9:00 a.m. Breakfast $10.00 may be claimed
- If you return after 2:00 p.m. Lunch $15.00 may be claimed
- If you return after 6:00 p.m. Dinner $25.00 may be claimed
Note: On a one day trip no lunch may be claimed. An additional allowance of $5.00 for incidentals is allowed after 24 hours.
International Travel
Reimbursement rates are the same as above. Upon your return you must convert each receipt submitted into US Dollars. Please use this link The Currency Site to connect to a currency conversion website that should be used to determine conversion rates. Please attach a copy of the currency conversion website output to your travel claim along with your receipts.
Cal Poly faculty who will be participating in an overseas program with students, traveling with students to an overseas conference, or sending students on an overseas study or internship program must contact John Battenburg (jbattenb@calpoly.edu) in International Education and Programs to make sure that all required procedures and forms have been completed before departure.
All employees traveling on University business out of the country must obtain foreign travel insurance at least 30 days prior to their trip. Foreign Travel Insurance Application
Documentation Required
All per diem amounts must be itemized. Receipts must be provided for amounts over $25.00. If a receipt is not provided, a written certification signed by the employee must be submitted to obtain reimbursement. In this case, the amount not supported by a receipt will be reported to the I.R.S. as income. Receipts are required for all other expenses regardless of amount, except for bus and taxi fares, toll roads, telephone charges of $5.00 or less, and parking fees of $9.00 or less.
Rental Car Information
The currently approved mileage rate is .55 per mile effective 1/1/09. Your vehicle license number must be included on the claim.