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Travel and Relocation Policy

California State University, Fresno travel and relocation expense reimbursements are governed by system-wide policy. Policy statement HR 2008-10 contains policy that applies to all California State University employees authorized to travel on official University business. Travel must be conducted in the most economically advantageous method to the University.

Each campus is allowed to define certain procedures that are part of the local policy. California State University, Fresno has defined local procedures in the following areas:

• Employees who travel on behalf of the University should acquire and use the American Express Government Card. This card is the officially acceptable card for obtaining reduced airline rates for University business. This card, in counties where applicable, will serve to waive the Occupancy Tax otherwise charged.
  
  Additional cardmember benefits and procedures are contained in the following memoranda: American Express Government Card Procedures. 
  
  To obtain an application on-line click on the following:

American Express Government Card Application

Employees should call Christine Rodriguez at (559) 278-5476 or email chrisa@csufresno.edu for further questions.

• Reimbursement will be made only for the mode of transportation that is in the best interest of the University, considering both direct expense as well as the employee's time. Provided the mode of transportation selected does not conflict with the needs of the campus, the employee may use a more expensive form of transportation and be reimbursed at the amount required for a less expensive mode of travel. State contracted rates and fares should be obtained when such rates and fares are available. A justification is required when failure to obtain these rates occurs.
• Employees may receive a travel advance for anticipated expenditures over $100, no sooner than 14 days before date of departure. The travel advance must be reasonably calculated to not exceed anticipated expenses. The accounting office should receive the request no later than 5 working days before the date of advance requested.
• The Travel Expense Claim Form, substantiating travel expenses, must be submitted within a reasonable period of time, not to exceed 30 days from the return date of the trip. If an employee does not substantiate and return any excess advance, that amount will be deducted from the next payroll warrant. (HR 2008-10, 108)
• University policy requires receipts be submitted for every item of expense except as follows:
  • Meal allowances
  • Business related telephone or telegraph charges, if date, place and party called are shown, unless the telephone call is in excess of $5.00 in which case receipts shall be provided.
  • All legal expenditures of $1.00 or less.
  • Parking fees of $10.00 or less for anyone continuous period of parking