Travel Quick Tips

Out of State Travel – a travel authorization form is required for ALL out of state travel regardless if travel funds are being used.

  • Fill out Travel Authorization Form (CSUFRS-30) – at least 2 weeks before departure.
  • Please check with your Dean’s secretary or department secretary for information regarding completing a CSUFRS-30.
  • Attach to the form, copies of the registration material (indicating costs), lodging information and something that shows the conference dates.
  • A cash advance can be issued three days prior to departure if requested on the Travel Authorization Form and the form is received two weeks prior to the trip.  Checks must be picked up and signed for with Kim Spinelli.
  • All receipts are due to the Administrative Services Office within five business days of your return.  If you are being reimbursed for costs, you will receive the check approximately two weeks after you turn in your receipts.
    • Original receipts are required for:
      • Airfare, rail fare, or bus fare
      • Car rentals (if prior justification approved before trip) and/or transportation to the airports
      • Lodging – at the lowest available rate and the receipt must show a “0” balance.
      • Parking, tolls, and taxis – (there is free parking at Bradley airport with a parking permit that can be obtained by checking the appropriate box on the travel authorization – parking at Bradley airport will not be reimbursed)
      • Registration/Tuition fees
    • Receipts are not required for:
      • Meals & mileage

If you are driving your own car or a university vehicle, you must provide a copy of your current insurance declaration page showing your name, dates of coverage and limits of liability.  This must be on file in the Administrative Services Office prior to going on the trip.  You must have a minimum bodily injury liability of $50,000 each person/$100,000 each occurrence; and Property Damage:  $5,000.  Alternatively, in lieu of the above, a combined $105,000 minimum for bodily injury and property damage is acceptable. The current mileage reimbursement rate is $0.505 per mile.  If you fly or take other public transportation, you may make your own arrangements or tickets can be ordered from the Administrative Services Office with an approved travel authorization.  However, you must:

    • take the most direct route possible.
    • get round-trip rates.
    • you may combine your trip with personal time (i.e. vacation), providing you indicate that clearly on the travel authorization form.
    • travel days are one day before and one day after.
  • If a meal package is not part of the registration, or if you need meals for travel days, you can check http://gsa.gov, click on “per diem rates”, then the location on the map for the area you will be traveling to.  You must include your departure and arrival times on your travel authorization form.

Things to keep in mind:

  1. If you have to make business related phone calls during the conference, you can be reimbursed if it is included on the travel authorization and by providing written justification for why the calls were made and to whom.
  2. If you need to revise your travel authorization form (i.e., costs have gone up or changed by more than 10%), you must have all the proper signatures and indicate that it is a revision.
  3. If you cannot attend the conference, you must notify the Administrative Services Office at 7-8505, as soon as possible.
  4. If you are combining your conference and vacation and need to travel from a different location, the increased costs associated with this are your responsibility. 
  5. There is no reimbursement for alcoholic beverages, newspapers, magazines, toiletries, or tips.
  6. If your travel is outside the US, all receipts must be labeled and the US dollar equivalency written on each.  (Currency converter website: www.oanda.com/converter/classic)
  7. Even if you aren’t asking for monies for a conference, you are required to fill out a travel authorization form.

In-State Travel – A Travel Authorization form is only needed if registration costs are more than $25.00

  1. You may request a university vehicle by calling the Community Services Office at 7-9319.
  2. Meal monies are available if you are attending a conference, but not for one day trips. 

Check www.gsa.gov for per diem rates.

  • The mileage rate is currently $0.505 per mile.
  • Mileage for in-state travel is to be submitted on a mileage form within 30 days of the following month.

Related Links:

  •