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Travel Policy

New Travel Policy 2017

In September, California legislature passed Assembly Bill 1887 that prohibits state agencies from requiring, funding or sponsoring travel to certain states – specifically those states with laws permitting discrimination on the basis of sexual orientation or gender identity.

Effective January 1, 2017, travel is restricted to Alabama, Kentucky, North Carolina, Kansas, South Dakota, Mississippi, Texas and Tennessee, employees, officers or members of the California State University System will not be authorized, with limited exceptions. The CSU Travel Policy has been amended to satisfy the new law and is available for review at CSU Travel 3601.01.

As a reminder University Campus Program funding sources are considered State funding sources and as such are subject to the prohibition. Travel that is funded from an auxiliary funding source is not subject to this prohibition.

Visit the Travel FAQ page for more information.

Effective January 1, 2017, the California State University Standard Mileage Rate for business travel occurring on or after January 1, 2017 will decrease from 54 cents per mile to 53.5 cents per mile. Miles driven for moving purposes will be reimbursed at 17 cents per mile, decreased from 19 cents per mile.

General

The California State University pays or reimburses for travel related expenses that are ordinary, reasonable, not extravagant, and necessary to conduct official University business. All expense reimbursements and business travel arrangements must comply with University policies and procedures, prudent accounting practices, and applicable collective bargaining agreements.

This policy applies to all CSU employees, students, and others traveling on official University business and where the University will be paying for the travel. The terms set forth in an extramural funding agreement govern only when such terms are more limiting than the University's travel regulations. The campuses, if desired, may adopt more restrictive documentation, review and approval policies than what is presented here.

Travelers may be held accountable for their conduct under any applicable University or campus policies, procedures, collective bargaining agreements, and/or applicable provisions of the California Education Code. Where the provisions of this policy are in conflict with the collective bargaining agreements pursuant to HEERA, the collective bargaining agreements shall take precedence.

The University assumes no financial responsibility for expenditures incurred by individuals who fail to adhere to policy.

Exceptions to this policy must be in writing, documented and approved by the Chancellor, campus president, or their designee.

It is the responsibility of each individual who spends funds related to official University business travel and for each administrator and approving authority who approves use of funds related to official business travel to be aware of and follow this policy and related procedures in effect at the time of travel.

The approving authority is the University employee who has signature authorization on the chart fields listed.

The travel office will review and audit documents for compliance with policy.

Authorization to Travel

Authorization to travel must be obtained from appropriate administrators within the employee's Department. Individuals traveling on official University business are responsible for ensuring they have documented authorization in advance to travel. The University reserves the right to not reimburse travel without documented pre-approval. Additionally, travel expenses not directly related to official University business are not reimbursable.

It is expected that individuals traveling on University business will take all steps to minimize risk to themselves and the University. This includes utilizing safe transportation and lodging options and acquiring appropriate insurance coverage.

Travel Related Expenses

Travelers are expected to utilize CSU preferred vendors and CSU negotiated terms and conditions whenever possible. Use of additional waivers and discounts available to governmental employees is strongly encouraged. Travel expenses not directly related to official University business are not reimbursable.

Reimbursement limits and documentation requirements for various destinations and lengths of stay are provided in the CSU Travel Procedures. Exceptions for expenditures that are typically non-reimbursable, and arise because of special or unusual circumstances, must be authorized or approved and documented by the appropriate approving authority.

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