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Planning Your Trip

Before the trip:

  • Authorization to Travel on State Business (form F-2963). (Make sure it's signed and dated).
  • Approval from appropriate next level supervisor (MPP)
  • International Travel (please see International Travel Procedures)
  • Prepaid travel expenses
  • Use American Express Personal Liability Travel Card for hotel reservation, conference fees, airline tickets and car rental.
    • Hotel Reservations
    • Car Rental Reservations (Enterprise Rent A Car)
    • Purchase airline ticket (AMEX)
    • At time of check-in online for flight, print boarding pass.

On the Trip:

  • If lodging in California a Claim for Exemption from Transient Occupancy Tax form should be completed and submitted to the hotel at the time of check-in for waiver of the tax fee.
  • Obtain itemized receipts any expense of $25.00 or more for travel thru Oct 31, 2015
  • Obtain itemized receipts any expense of $75.00 or more for travel on or after November 1, 2015
  • Request a zero balance receipt (paid) from the hotel at front desk when check-out
  • Request a zero balance receipt (paid) from car rental company
  • Print your boarding pass at the hotel

 

After the Trip:

  • Submit your  travel expense claim within 30 days of trip with the following (travel prior to Nov 1, 2015):
    • Authorization to Travel form (F-2963)
    • Travel Expense Claim form (approved by next level of MPP)
    • All itemized receipts
    • Supplemental documents (receipts) if applicable
  • Submit your  travel expense claim within 60 days of trip with the following (travel on or after Nov 1, 2015):
    • Authorization to Travel form (F-2963)
    • Travel Expense Claim form (approved by next level of MPP)
    • All itemized receipts
    • Supplemental documents (receipts) if applicable

 Please be prudent when booking hotel, airfare and car rental.  Be sure to always book the most economical method.

Cancellation of Travel:

If your travel is canceled and you have received prepayment reimbursement, the fund must be returned to the originating travel expense account.  The fund cannot be used for any other purchases.