Travel

Quick Refernce Guides (QRGs) and Checklists for Paper Travel Claims 

• CSU Travel Policy
• CSUB Travel Policy
• Travel Claim Documentation Checklist 
• QRG - Mileage Only 
• QRG - Conference - In State 
• QRG - Route Travel Claim in Adobe Sign 

Mileage Reimbursement Rates for Calendar Year 2025

• Business Travel: $0.70 per mile
• Moving and Relocation: $0.21 per mile

The California State University will adhere to IRS guidelines for standard mileage rates for business travel occurring on or after January 1, 2025. Please refer to the CSU Travel and Business Expense Payments policy for additional details. 

                                         Local Direct-Bill Travel Suppliers

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Where Do I Find the Travel Expense Claim and Travel Advance Forms?

• Staff & Faculty who are using Concur should submit all Stateside/BKCMP travel paperwork in the Concur Travel System.
• Guests & student travel for Stateside/BKCMP can be input in Concur by a CSUB employee.
• Travel for any schools/departments not using Concur and all auxiliary-funded travel (ASI, Foundation/University Advancement, SPA/grants, STU/SEI) should be submitted using the forms on the CSUB forms gateway.

When Are Travel Claims Due?

• Any unused money from a Travel Advance must be deposited at the Cashier's Office (crediting the same chartfield the Travel Advance was charged to) within 30 days of the end of travel. Attach a copy of the receipt to your Expense Claim in Concur. (Advances are granted only for hardship cases.)
• All other travel claims should be submitted and approved in Concur within 30 days of the end of travel per CSUB policy. In extreme circumstances, an extension may be granted, but per CSU policy, all claims must be completed within 60 days of the end of travel. Any claims submitted after the 60 day deadline is considered by the IRS to be taxable income and will be reported to the Payroll Department for inclusion on the employee's W-2.

What Happens If a Faculty or Staff Pays for Their Conference Fee, How Will They Get Reimbursed?

• Conferences should be paid on CSUB ProCards.
• Travelers who pay for their conference and/or travel expenses instead of using the options provided by CSUB (ProCards for conferences, Concur Travel and Uniglobe for airfare) will be reimbursed when they submit their travel expense claim after travel ends.

Are There Any Special Requirements for Traveling Out of the Country?

• All International travel needs to be signed by the the Provost (Academic departments only), the President, and Risk Management (to coordinate international travel insurance).
• International travel requests must include the State Department's travel advisory for the country/countries.
• Go to the Concur homepage for more information.

How Do I Book a Flight, Hotel or Car Rental?

• All travelers must obtain preapproval in 1 of 3 ways before booking travel:
  
  • Concur Travel Request
  • Travel Authorization Request Form
  • Charge Request
• Airfare may then be purchased in Concur or made with Uniglobe (provide them with the 4-digit Concur Request reference number).
• Hotel reservations may be made in Concur and charged to the traveler's credit card.
• All car rentals should be made by calling the local car rental agency (Enterprise or Certified) and providing them with the 4-digit Concur Request reference number.
• Every traveler is responsible for requesting governmental rates and occupancy tax waivers when checking into a California hotel. tax exemption request for CA hotels

How Much Do I Get Reimbursed for Meals?

• Effective 1/1/2024, the CSU reimburses for meals on a per diem basis based on the travel destination. (Exception: guests are paid a flat $59 per day.)
  
  • Continental U.S.
  • Alaska & Hawaii
  • International

What Happens If I Do Not Complete My Travel Claim in a Timely Manner?

CSU Policy stipulates that any travel claims received more than 60 days after the end of travel are taxable, and the amount will be added to the traveler's W-2.