Submitting your Travel Claim/Expense Report
Per ICSUAM and the CSU Travel Procedures, the Travel Expense Claim Form/Report must be submitted for reimbursement within 60 days of the end of the trip. Travel expense claims submitted past 60 days of the end of a trip will require exception approval from the Vice President in the traveler’s respective division. Every effort will be made to process reimbursements within ten (10) business days from the receipt of a completed Expense Claim/Report in Accounts Payable. In the event additional documentation is needed from the traveler to complete the Expense Claim/Report, reimbursement processing may exceed the ten (10) business day standard.
Submit your travel expense claim to Accounts Payable, via the current paper based process, in the following order:
- Approved Authorization to Travel - for all travel types (F-2963)
- Travel Expense Claim (STD 262)
- Original, itemized receipts are required for all business travel related expenses of $75 or more. Receipts should be clearly marked 'paid' or show a zero balance. Payment method should be clearly identifiable on the itemized receipt. Supporting documentation may include, but is not limited to:
- Air travel receipt
Business expense receipts (ex: copy services, internet fees, registration, supplies, etc.)
Loose receipts should be taped (not stapled) to blank white paper in date order and included with the Expense Claim. Please tape down all sides of the receipt, as documentation is scanned for audit retention purposes.
Proper approval should be documented on the Authorization to Travel and Travel Expense Claim based on the business travel details (i.e. Domestic versus International travel, etc.).
Submit your travel expense report to Accounts Payable, via Concur:
- An approved Travel Request must be associated with your Expense Report in Concur.
- Original, itemized receipts, are required to be uploaded for all business travel related expenses of $75 or more. Receipts should be clearly marked “paid” or show a zero balance. Payment method should be clearly identifiable on the itemized receipt. Supporting documentation may include, but is not limited to:
- Air travel receipt
- Lodging receipt
- Business expenses receipts (ex: copy services, internet fees, registration, supplies, etc.)
- Conference agenda
- Proper approval routing of the Travel Request and Expense Report will be done within Concur through the Approval Workflow programmed into the system. Approval will be routed based on the business travel details input on the Travel Request and Expense Report (i.e. Domestic versus International travel, etc.).
Every effort should be made to obtain itemized receipts for all business related expenses of $75 or more. If all efforts have been exhausted to obtain a duplicate itemized receipt, a statement should be provided explaining why such receipts are not being submitted with the Travel Expense Claim/Report. The statement must include a certification that the amount shown is the amount actually paid and that the traveler has not and will not seek reimbursement from any other source.
The Missing Receipt Affidavit Form may be used to support a receipt that is not provided, and can be attached to the Expense Claim Form as support of the purchase.
Proper approval should be obtained on the Expense Claim Form/Report for the expense. In the absence of a satisfactory explanation or administrator approval, the amount involved will not be reimbursed.
Exceptions to the Travel Procedures
The University expects travelers to utilize state funds prudently, understand and follow the Travel Procedures and submit Expense Reports in a timely manner to ensure the University remains in compliance with all applicable requirements. Exceptions to the Travel Procedures will be reviewed on a case-by-case basis; with authority to approve exceptions delegated from the President as follows:
- President's Office: Chief of Staff
- Division of Academic Affairs: College Dean and Executive Director of Academic Research and Resources for individuals not affiliated with a specific college
- Division of Administrative Affairs: Vice President
- Division of University Advancement: Vice President
- Division of Information Technology: Vice President
- Division of Student Affairs: Vice President
- Provost/Vice President of each division
The Travel Procedures Exception Request Form should be completed and submitted with the Expense Claim/Report to support the approval or denial of the request. Note: Exceptions to the nightly lodging cap will be approved through the submission of the Travel Request.