::CSUSB Department of Accounting - Travel

Traveler Check List

Download this form in Word or PDF Here

____Travel claims must be submitted to Accounting within 10 working days of travel.

(Please check with your department for any internal deadlines
that you may need to be meet for your travel claim preparer.)

____Note time of departure and return

____Purpose of trip

____Location/Destination

____Private car license number (if privately owned vehicle is used)

____Mileage (Section 111D – Distance traveled shall be computed from either the
employee’s headquarters or home, which ever shall result in the lesser distance.)
Ways of calculating mileage – in order of preference:

Record actual mileage
MapQuest

____Original receipts are required. Receipts must be itemized and indicate payment was received.

Lodging receipts must show your name, itemized charges for the time period, and that payment was received, not that payment will be made. (e.g., zero balance*, paid in full, charged to credit card – words in the past tense demonstrating payment has been made.)
Airline ticket copies/passenger receipts OR if purchased on line, the formal itemized receipt found on the web site (this would include the itinerary information).
Registration receipts must state name of conference/meeting, date of event, reflect amount paid, an itemization of costs, and indicate payment was received.

____CA travel: take a Hotel/Motel Transient Occupancy Tax Waiver Form (may or may not be accepted by the hotel, but will save dept money if it is!).

____Meals included in registration fee cannot be listed separately.

____Parking receipts are required for fees over $10 for any one continuous period.

*Regarding lodging: Zero balance receipts are different from zero balance express check out folios. Always look for a reference that payment has been made, not will be made.

If you are unable to obtain a receipt, the receipt does not have all the information required, or you lose a receipt, speak with your department administrative support staff for further guidance.

When you sign your travel expense claim, please make sure your name and address are correct since that is where your reimbursement check will be mailed.