Accounts Payable

Travel Manual

Updated January 2007

TRAVEL MANUAL

5.05.2 — Preparation of Request for Absence from Campus (T2)

Please complete the T2 as completely as possible. The following items are essential to the proper completion of the T2:

1. Date of Application: is required on the T2.
   
   
2. Advances:  If requesting a temporary travel advance, indicate by completing the “Advances” section of the T2. Additional remittance information such as invoices, quotes or conference registration documents must be attached to the T2.
   
   
3. Trip Information:  Select all applicable fields for the trip. Indicate whether absence is In State, Out-of-State, or Chancellor's Office, and the purpose of the trip (Essential, Professional or Recruitment). Forms should be submitted at least 10 days in advance for in-state travel, and 15 days in advance for out-of-state travel.

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Definition of Terms

Essential —

• Representing the campus in a voting capacity in any organization or association to which the entire university belongs
  
  
• Mandatory attendance at a CSU meeting
  
  
• Providing information to groups, committees or agencies that have the authority to affect or provide assistance to university
  
  
• Presenting a paper or oral report
  
  
• Assisting in coordination or conduct of meeting or workshop sponsored by the professional association or society

Professional —

• To attend a meeting or workshop sponsored by a professional association or society.

Recruitment —

• Trips in connection with recruitment of faculty and/or staff.

Transportation —

• Indicate airline travel, personal car or rental car. If traveling by private car, indicate the vehicle license number, the estimated one-way mileage, the number of passengers and the name of the driver of the vehicle.
  
  
• All trips that involve a campus pool vehicle and exceed 250 miles one way must be approved by any of the vice presidents or by the associate vice president for Enterprise Operations.

Funding —

• Select appropriate fields to indicate the source of funding for the trip.
  
  
• If funds will be reimbursed from the Chancellor’s Office, indicate the amount to be reimbursed.
  
  
• Additional supporting documentation should be attached

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Information on Travel/Absence/Destination

• Complete this section in full for all trips. Instructions for specific fields are as shown below:

1. Dates of Absence: Indicate exact dates claimant will be absent from campus. Specify precisely which days are for personal travel, if any.
   
   
2. Reason for Absence: State complete reason for absence from campus, including name of association, meeting or conference.
   
   
3. Destinations(s): Include the city and state of all travel destinations.

Expenses to be Reimbursed

• Itemize all known or anticipated reimbursable expenses to justify maximum reimbursement for this travel claim.

Account Information

• Indicate the Oracle account number to be charged for expenses pertaining to the trip
  
  
• If the T2 indicates the travel will be paid for with State funds, an Oracle account number to be charged must be provided
  
  
• If two or more accounts are to be charged, indicate the amount for each account; i.e., when HR Specialized Training funds are charged

Approval Signatures

• The traveler and the immediate supervisor or department chair must sign all T2’s
  
  
• Additional signatures may be required based on hierarchy and/or other campus or departmental policies
  
  
• Vice president or designee: this approval is required on all out-of-state trips and trips involving usage of a university vehicle if mileage exceeds 250 miles one way

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Last updated  January 17, 2008
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