Travel

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The University Corporation’s travel policies conform with the policies set by the Chancellor’s Office in April 2013, and closely mirror the campus-specific policies for San Francisco State University. It is expected that travel will serve a legitimate business purpose and be reasonable in cost.

General Policies

Prior Authorization

A Travel Authorization form must be completed and signed prior to making airline reservations, booking car rentals, or reserving hotels. UCorp will accept SF State's or UCorp’s Travel Authorization form. Domestic travel requires approval from the Dean or Associate Vice President. International travel requires approval from the President.

Insurance

Travel insurance is required for all international travel. Insurance must be obtained through SF State’s Enterprise Risk Management & Business Continuity Office, even when the travel is funded by UCorp.

Per Diem

The per diem rate for domestic travel is currently $55 per/day for meals and $7 per/day for incidentals. In some cases, a grant agreement or gift agreement could supersede the standard rate.

For international travel, you may find the appropriate per diem rate via the U.S. Department of State Foreign Per Diem Rates by Location. A printout from the State Department website indicating the proper rate is required for reimbursement.

Accommodations

The maximum rate for domestic accommodations is $275 per/night. Receipts for accommodations must be included with the travel claim.

For international travel, you may find the appropriate accomodation rate via the U.S. Department of State Foreign Per Diem Rates by Location. A printout from the State Department website indicating the proper rate is required for reimbursement.

Transportation Costs

The mode of transportation used should be the most economical that is available. If a more costly form of transportation is selected, the traveler may be reimbursed up to the most economical amount. See below for current mileage and parking rates.

Required Documentation

As with all other payment requests, the travel claim must be backed up with original or certified receipts. Exceptions to this rule include 1) domestic and international per diem allowances and incidental allowances, 2) international allowances for accommodations, and 3) other individually listed expenses less than $75.

The approved Travel Authorization form must also accompany all travel claims.

Timeframe

California State University policy states that travel claims must be submitted for payment within 30 days from the return of the trip.

Requesting an Advance

Employees traveling on SF State or UCorp business may request a travel advance to cover the estimated cost of the trip. The completed Travel Advance Request must be signed by the Dean or Associate Vice President, and backed up with the signed Travel Authorization. Only one travel advance can be outstanding at a given time.

Please note: UCorp’s Travel Authorization form does not include a request for a Travel Advance (like SF State’s form does). A separate form is required for UCorp.

Mileage and Parking

Employees may use a private vehicle for UCorp travel if a car is the most economical mode of transportation available, and the vehicle’s owner carries proper liability insurance. Mileage is generally computed between the traveler’s work location and the business destination.

Mileage Rate

The University Corporation uses the standard mileage rate determined by the IRS. The current rate is $0.54 per/mile.

Please contact Kathleen Bruno at x87920 for information regarding defensive driving requirements.

Travel for Guest Speakers

Speakers are frequently invited to present at SF State, sometimes as volunteers and other times for a fee or honorarium.

When speakers are paid for their services, they are not to be reimbursed for their travel or expenses. Travel-related costs can be accounted for in the following ways:

  • Direct payments may be made to hotels or airlines.
  • Include estimated travel costs as part of the honorarium. No receipts are required.

If the speaker is a volunteer, then travel costs can be paid directly to the speaker. A Hospitality form should be used, and no travel authorization is required.

 

This page was last updated on July 14, 2016.