Systemwide Committees: Travel
You will work through the office of your Vice President for Student Affairs to arrange travel to committee meetings and reimbursement of any travel expenses. In September 2003 your Vice President for Student Affairs received Coded Memorandum AA-2003-27 from Allison Jones, Assistant Vice Chancellor, Student Academic Support, Academic Affairs, which describes the procedure to be followed in scheduling and reimbursing travel. Here are the steps for you to follow, according to that procedure:
- Complete and sign a “Vendor
Data Record” form (STD 204) 1. You need complete
only the boxes marked with big pink X’s. This form must
be on file with the State of California in order for the State
to issue a check to any person or entity.
- Take your completed Vendor Data Record and your appointment
letter (make copies to keep for yourself!) to the office of the
Vice President for Student Affairs. Do this as soon as you receive
your appointment letter. (In cases where committee meetings occur
before you can reasonably expect to receive your appointment letter,
simply go straight to your Vice President for Student Affairs
and explain that this is the case.) Introduce yourself and your
systemwide committee assignment and explain that you have come
in order to meet the person in that office who will be arranging
your travel and to submit to them your Vendor Data Record and
appointment letter. If you have any emails, agendas or notices
of meetings, show those to the person who will be handling your
travel, so they can be apprised of your travel dates. Likewise,
let them know any other specifics you know about your travel—designated
hotels, departures times for flights, etc. You will need to repeat
this process as far in advance as possible before each of your
committee meetings.
- The office of the Vice President for Student Affairs will proceed
to make your travel arrangements, including booking flights. The
office will secure a cash advance for the trip if you require
one in order to cover expenses during travel. It is important
that you give the office sufficient notice of the travel if you
need a cash advance, because many campus accounting departments
require lead time of two to three weeks in order to prepare checks
for cash advances.
- Print an attendance
verification form 2 to take with you to your meeting
and, at the meeting, obtain the committee chair’s signature
on the form.
- Upon your return to campus take the signed verification form and your travel receipts to your contact in the Vice President for Student Affairs office. You must do this within 5 business days of the meeting you attended. You do not need to submit receipts for meals, but you will need to ask for receipts from shuttle drivers and to keep your hotel receipts, as well as any receipts for rental cars, gas, taxies, or parking. Provide any information your contact needs to complete a travel reimbursement form, which you must sign. You will be reimbursed for CSU-approved out-of-pocket expenses incurred during your travel.
Please note that it may be possible for you to attend committee meetings held at the Chancellor’s Office or a CSU campus via videoconferencing. The Chancellor’s Office has one conference room dedicated to videoconferencing, and all campuses have multiple sets of mobile videoconferencing equipment, except for Los Angeles, Maritime, and San Diego, each of which has one set. System Budget Advisory Committee meetings are scheduled in the room at the Chancellor’s Office dedicated to videoconferencing, and many members of that committee participate from remote locations. This option is a very practical one in these difficult budget times, but you will need to raise the issue with your committee chair as soon as you know your committee meeting dates, since there is only one Chancellor’s Office conference room equipped to conduct meetings via teleconferencing.
1: Vendor Data Record” form (STD 204) (Word)
2: Attendance Verification Form (Word)