Travel Frequently Asked Questions
The Travel Agencies I may use, and how can they help me?
The following Travel Agencies will help you with your travel arrangements and obtain state rates where available:
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
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
How can I obtain state contracted airfares?
By contacting one of the state authorized travel agencies, and using your American Express Government card, or using the University's BTA account.
How do I obtain the American Express Government Card, and who is eligible to apply?
Anyone working for the University and who travels on state business may apply for the American Express Government Card by completing an application. To obtain an application on-line click the following: American Express Government Card Application. Additional cardmember benefits and procedures are contained in the following memoranda: American Express Government Card Procedures. Employees should call Christine Rodriguez at (559) 278-5476 or email chrisa@csufresno.edu for further questions.
What are the per diem allowances?
The per diem allowances for each complete 24-hour period are as follows:
- Breakfast $ 10.00
- Lunch 15.00
- Dinner 25.00
- Incidental 5.00 (every 24 hr. period)
When can breakfast be claimed?
For a trip with a duration of 24 hours or less, breakfast can be claimed if the traveler leaves prior to 7:00a.m. and travels 26 miles or more from their primary workplace.
Can I claim lunch for a one-day trip?
For a trip with a duration of 24 hours or less, lunch can not be claimed.
When claiming mileage, do I measure from headquarters or home?
Mileage should be measured from both locations, and the lower distance total used in the computation.
When opting to drive instead of flying, do I claim mileage?
Depending on the circumstances, the mileage reimbursement cannot exceed the cost of the most economical round trip airfare ticket.
Is there a per diem allowance for hotel costs?
Per memo HR 2008-10, the per diem allowance for hotel stays has been released. The traveler must use discretion and select a hotel rate within reason. When submitting a travel expense claim, the hotel cost must be substantiated with a receipt showing the breakdown of expenses.
Can I incorporate such expenses as supply purchases and home phone usage in my travel claim?
No, Travel expense claims are only for travel related expenses. Other expenses such as those noted may be reimbursable expenses, but must be submitted through Procurement.
Who can receive a travel advance, and how long does it take to receive?
Employees may receive a Travel advance for anticipated expenditures over $100. The accounting office should receive the request no later than 5 working days before the date of advance requested.
Can any car rental agency be used?
The authorized agencies that the state has contracted with are as follows:
- Enterprise Rent-a-Car (Primary)
- Vanguard Car Rental (Secondary)
What is the mileage reimbursement rate?
The maximum standard mileage reimbursement rate for 2009 is $0.55/mile.
Is it necessary to submit a travel expense claim if the only expense is a registration paid directly to the vendor by the University?
No. Travel expense claims are for out of pocket expenses by the traveler through an advance issued to him/her, or requesting reimbursement.
Who can I contact with travel related questions?
Tamara Cochran can be contacted at (559) 278-4019 or via e-mail at (tamarac@csufresno.edu) Office hours are M-Thu, 8:00-1:00
What are the travel related year-end procedures?
Separate claims and applications are required for different fiscal year expenses.
Can I combine a business trip with a couple of days of personal travel?
Yes, but only the business portion of the trip will be reimbursed.
Can my spouse accompany me on my business trip?
Yes, but only your business expenses can be reimbursed, including reimbursement for only the single room rate for the lodging expense.
Can I share a room with a co-worker?
Yes, but you will each need to request a receipt in your own name, and each pay your half of the lodging expense.
Do I need to submit a Travel Expense Claim?
Once your trip is complete, a travel expense claim with the receipts, must be submitted to substantiate any advance issued, or to request reimbursement.
