CSUSM Travel Policy
Note: We have attempted to simplify the Travel policy to provide more specific information in this site.
Before You Go
Booking Travel
Candidate Travel
Student Travel
Preferred Airline, Hotel and Car Companies
US Travel Bank Card Information
Helpful Tips
Travel Authorization Form (Green Form)
Booking Best Practices
Reasonable Hotel and Meal Expenses
Relocation Services
Expedia Booking Receipt
Global Travel
Passport Services
Additional Services
Non-Reimbursable Items List
Currency Converter
While You Are Away
Car Accident
Rental Car Insurance Coverage
Reporting Travel Expenses
Receipt Requirements
Contact Us
If at any time you are unable to find what you need contact the Travel desk for additional assistance.
Booking Best Practices
Know Your Role in Travel Cost Savings
University employees travelling on official business shall observe normal accepted standards of
appropriateness in the type and manner of expenses they incur. In addition, it is the traveler’s
responsibility to report his/her actual travel expenses in a responsible and ethical manner.
Obtain Pre-trip Approval
The Travel Authorization form (green form) is required when a traveler cannot pay for his/her own
travel expenses and would like CSUSM to pre-pay for his/her trip.
Lowest Fare
Travelers are advised to select the lowest fare offered online or through a travel agency.
Coach or Economy Class or any discounted economy-class fare shall be used whenever ticketing
restrictions are reasonable. This applied to all domestic or international travel.
Business class travel is permitted based on the following criteria: coach class is more expensive or time
consuming (e.g. Schedule conflicts, Long haul connections). Approval needs to be obtained in advance
from the Executive Chancellor/ Chief Financial Officer, President or his/her designee). More information
can be found on our Travel Policy.
Use Primary Hotels
Select the most cost-effective hotel offering maximum discounts to CSUSM travelers. CSUSM maintains
negotiated hotel agreements and they extend this offer to family and friends. For a list of our primary
hotels, see the Local Hotel list for more information.
Residence Inn
Online Booking
Phone Reservation: 800.331.3131
Lakehouse San Marcos
Online Booking: http://www.lakehousehotelandresort.com/
Phone Reservations: 760-744-0120
NOTE: A valid CSUSM ID will be required when you check in with one of our preferred hotels. Hotel
booking codes only apply for business travel purposes.
US Bank Travel Card
Any traveler employed by CSUSM is strongly encouraged to apply for the US Bank Travel card. This
allows travelers to pay for the travel expenses without having to use any personal credit card. The US
Bank Travel card is a personal liability travel card and should not be used for any personal expenses. All
late fees are non-reimbursable as the cardholder is responsible for paying the balance in an efficient
manner. For more information on how to apply for a US Bank Travel Card, refer to the US Bank Travel
Card Information site.
Travel Policy
Familiarize yourself with CSU Travel Policy.
Preferred Airline, Hotel and Car Companies
To maintain a discounted rate, we encourage our travelers to choose from CSUSM’s preferred providers.
Booking with Travel Agencies
When booking your travel with Expedia and other travel agencies, an itemized receipt is required. All
itineraries that do not have the total cost of what was purchased and no proof of payment will not be
accepted. If you do not have a copy of your receipt, Expedia allows you to retrieve your receipt online.
Please make sure that you have itinerary number handy as this is required to pull up your receipt.
Find your Itinerary: https://www.expedia.com/user/finditin
Booking with Airline Vendors
Travelers should consider non-refundable fares when booking their airline tickets especially when trip
dates/times are fixed and there is low probability of change in plans. Non-refundable tickets can be used
for future travel within a certain period provided by the airline company.
When travel dates and times are confirmed, consider advance purchase fares. Advances purchases fares
of 7, 14 and 21 days prior to departure can help CSUSM’s cost containment initiatives.
Hotels
Hotel Expenses
Reimbursement is based on the amount actually incurred, and is subject to a maximum dollar limit of
$275. If an exception is approved, the Lodging cost exception pre-approval form would need to be
provided. University employees are always advised to seek the best value whenever they are obtain
lodging.
CSUSM thrives to provide the most cost effective and convenient hotel for frequent travelers. Our goal
is to also minimize travel time to and from your location.
Car Rentals
CSU San Marcos has a partnership with Enterprise for many years and they continue to bring the best
rates and services. Travelers are recommended to book with Enterprise. For alternative rental, Alamo
and National car rental can be used per policy.
Code: NACA050
NOTE: Proof of employment is required when picking up your rental vehicle. Please refrain from using
the code for personal travel.
Discount Numbers
Ensure discount numbers appear in your reservation and your rental agreement.
Insurance Coverage
Travelers are expected to use rental agencies with which the State of California or the University has
negotiated contacts that include insurance coverage. When renting with designated rental car
companies, a University traveler may be reimbursed for property damage to a rental vehicle only if such
expenses were incurred on business travel.
Reporting Mileage
Travelers are allowed to use their own personal vehicle when travelling for business. As part of our CSU
policy, travelers who are travelling for business would need evidence of liability insurance as well as a
completed Defensive Driving certificate. For more information on the use of private vehicles, go to the
Safety, Risk and Sustainability Services Website.
Reasonable Hotel and Meal Expenses
University regulations governing reimbursement of food and lodging expenses while travelling for
business are based on various requirements, including the IRS, State of California and Federal funding
agencies.
To determine reasonable levels of meal spending for business meals, a maximum dollar limit of $55 per
day is allowed. When reporting business meals, ensure that your receipt shows an itemized list of meals
and not just a total amount on a credit card stub. Alcohol is strictly not reimbursable and is considered a
personal expense.
For receipts missing (applicable for more than $75), a Lost/missing receipt verification form would need
to be submitted along with your claim before reimbursement. To locate the Lost/Missing receipt form,
click here.
Airport Parking
Airport parking should be at off-site parking locations that provide regular shuttle service to and from
the airport. On-site airport parking may be reimbursed if justified with a reasonable explanation.
US Bank Travel Card Information
The US Bank Travel Card is for business travel related charges only.
To apply: US Bank Application
Note: An access key is required when applying for a card. The travel team will provide the key once
manager approval has been received.
US Bank Travel Card Benefits
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ATM Cash Benefits
Account Online Access
Accident Insurance
US Bank Travel Card Fees
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2.5% Cash ATM Fee
Foreign Transaction Fee 2.5%
$2.00 Minimum late fee
Online Access
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To access your US Bank Travel Card online, you can use the quick reference guide to help you
setup your account. For changes on your account, please send your request to
traveldesk@csusm.edu.
Website: http://access.usbank.com
US Bank Customer Service: 877-452-8083
International Travel
International travel requires approval from their campus President before make any travel
arrangements and should contact the Safety, Risk and Sustainability Services for guidance.
CIBT Visa and Passport Service
CIBT is the largest travel visa and passport service in the US that offers online and phone application for
travelers. For travelers who would like to verify application requirements, a Visa Quick check service is
available.
Please note that CIBT rates are competitive and should be used for cost containment initiatives.
Website: CIBT Visa
Customer Service: customerservice@cibtvisas.com
Phone: 866-665-9771
CIBT Benefits:
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First-time passport advice
Digital Photo service
Passport Renewals
Online application service
Designated Service Team
Reporting Travel Expenses
A Travel Expense Claim (Form 262) shall be used to account for all travel advances or expenses incurred
in connection with official University travel.
All claims needs to be submitted to the Travel Desk within 30 days of the end of travel. Make sure to
indicate all previous reimbursed amounts related to the trip in your current claim.
The following requirement need to be provided:
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Origin and Destination of Trip
Date of Departure and Arrival
Total Amount of Expenses
Receipts – all receipts should include the total amount and proof of payment (no balance due)
Hotel, Meal and Airfare Itemized Receipts
DD Certification and Vehicle License for Mileage Reimbursement
Manager signature for Travel Expense Claim
Travel Reimbursements
All Travel reimbursements are made by the form of check, unless otherwise requested. Direct deposit
could be requested by submitting the AP Direct Deposit form to accountspayable@csusm.edu. All other
travel forms can be found on our website.
Payment Dates for Reimbursement
Travel claims are paid weekly every Tuesday and Thursday. Please be advised that the turn-around time
for claims could be 7-10 business days as soon as it arrives at the Travel Desk. If you would like a claim
expedited, email us at traveldesk@csusm.edu.
Expedia Booking Receipts
When booking your trip with Expedia, you can now get your receipts on their website but following the
instructions below. Receipts need to show that the amount was paid in full, and a form of payment
(credit card) was provided at the time of booking.
To print your receipt: https://www.expedia.com/user/forgotitin
Student Travel
A student may be reimbursed for travel expenses when there is a direct connection between the
expense and the business purpose of the University. The business purpose of the travel must be
reported on the Travel Expense Claim, or other documentation must be provided such as a copy of the
meeting/conference program.
All students who are required to travel for the University would need to follow the Safety, Risk and
management protocol. For more information on the requirements, please refer to the Academic Affairs
website below.
Academic Affairs for Student Travel: http://www.csusm.edu/par/travel_information_and_forms.html
Candidate Travel (Prospective Employees)
Travel Expense incurred by candidates can only be reimbursed if the travel has been approved in
advance by the host department. A Travel Expense Claim (form 262) must be submitted in accordance
with the requirements set forth in Reporting Travel Expense.
Travel Authorization Numbers are allowed for candidate travel provided that it only covers the
following:
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Conference Registration
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Hotel Accommodations
Travel Authorization Numbers
Travel Authorization numbers are for prospective CSU candidates, student or temporary employees. To
avoid any delay of payment to the vendor, please make sure that you request a Travel Authorization
number before booking the hotel stay.
The following information is to be provided a long with approval from the direct manager.
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Traveler’s Name
Traveler’s Address
Traveler’s Phone Number
Date/s of trip
Destination
Chartfield string
Amount Requested
Type of Expense
Other expense to be paid on 262
Reason for trip
Approving Authority Name
Please send all information to the Travel desk at traveldesk@csusm.edu.
Relocation Travel
Reimbursement of relocation expense is applicable for employees who have been offered a position
within the CSU and is required by the current appointing authority to change his/her place of residence.
Requirements for reimbursement is as follows:
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Travel and Expense Claim 262 Form
Copies of actual receipts
Offer Letter (includes approved amount of relocation expenses)
Moving and Relocation Expense Reimbursement Form (HR 2008-10)
Moving/Relocation Expense Summary (MR 2000)
Approving Authority Signature
For questions, please email the Travel desk at traveldesk@csusm.edu.