Additional Information Regarding Travel
Airfare
Contracts between the State of California and the following airlines provide discount airfares for official state business when fares are charged on the American Express Government Card, or using the University's BTA account.
- American Airlines
- American West Airlines
- Japan Airlines
- Jet Blue Airlines
- Southwest Airlines
- United Airlines
Contact one of the State authorized Travel Agencies for current rates and availability. (S.A.M. 99-05)
Privately Owned Automobiles
Where claimant is authorized to operate a privately owned automobile a rate of .55 cents per mile will be allowed. When using a privately owned automobile the following applies:
- Must have a valid California Drivers License
- Must have on file an "Authorization to use Privately Owned Vehicle Certification Card"
- When claiming mileage more than once a month, must have completed the Defensive Driver's Training Course. (HR 2008-10, 114.A.)
Per Diem
In computing the allowance for travel, the following maximum reimbursement may be allowed: On departure, if the travel begins at 7 a.m. or before, a breakfast may be claimed; if the travel begins at 11 a.m. or before, a lunch may be claimed; if the travel begins at 4 p.m. or before, a dinner may be claimed. On return, if the travel extends past 9 a.m., a breakfast may be claimed; if the travel extends past 2 p.m., a lunch may be claimed; if the travel extends past 6 p.m., a dinner may be claimed. Maximum meal reimbursement amounts are authorized as follows:
- Breakfast $ 10.00
- Lunch 15.00
- Dinner 25.00
- Incidental 5.00 (every 24 hr. period)
Employees who travel for less than 24 hrs. may not claim any lunch allowance. When travel is less than 24 hrs. and a breakfast and/or dinner are being claimed, those meals are reportable and subject to withholding. (HR 2008-10, 105.C.1b-c)
Lodging
University employees will be reimbursed actual lodging expenses, supported by an appropriate receipt. Wherever feasible, employees should obtain lodging at establishments offering discounted rates for state employees when such rates are favorable for the area. Excessive or unreasonable lodging expenses will be disallowed by the principal campus business officer. (HR 2008-10 104.A. and 105.A.1a)
Exemption from Hotel Occupancy Tax
Certain jurisdictions i.e. (cities or counties) within California which have imposed Hotel/Motel occupancy taxes have also chosen to exempt certain classes of travelers. Be aware that, when traveling, your room charge may be exempt from Hotel/Motel occupancy tax, if any is imposed. This exemption could result in a substantial savings. The exemption if allowed, can be claimed by State Employees on State business. It is suggested you confirm the exemption and amount when making your reservations.
Travel Agencies
The State has contracted with various Travel agencies to:
- Provide state agencies with a choice of qualified travel agencies statewide.
- Effectively demonstrate compliance by state travelers of contract airfares.
- Guide state travelers to use the most efficient services and economical rates, particularly state contract rates for air travel and car rentals, and other related services.
The traveler can obtain state contracted airfares by using their university issued American Express Government Card , or using the University's BTA account and contacting one of the following State Authorized Travel Agencies (S.A.M. 99-17):
Travel Shoppe
7461 N. First Street, Suite 102
Fresno, CA 93720
(559) 447-5767
(800) 995-4650
Fax: (559) 447-4656
Contact Person: Cheri Verrastro (President)
www.shoppetravel.com
Sacramento Travel Service
3121 Arden Way
Sacramento, CA 95825
(916) 974-6855
(888) 645-6437
Fax: (916) 483-2167
www.sacramento-travel.com
Travel Application/Expense Claim Signature Authority
Application signatures required:
- Signature of Applicant.
- Signature of person responsible for account being charged.
- Signature of person applicant reports to. (Travelers may not approve their own travel expenses or have travel expenses approved by an employee subordinate to the traveler.)
- Signature of Dean or Vice President required for out-of-state travel, when registration fee in excess of $500.00, or when more than 2 employees from same campus attending convention or conference.
- Signature of Vice President and Budget Officer required for International Travel.
Expense Claim signatures required:
- Signature of Claimant.
- Signature of person claimant reports to.
