Student Travel Guidelines at CSU East Bay
Student Travel
Before you travel you must be approved to travel.
When is travel considered University Business?
Only qualified travel is eligible for reimbursements.
Travel will be considered to have a University business purpose if the travel:
●
Is an integral part of the student's degree work, e.g. attend a conference; visit a
field site or laboratory facility, or
●
Is required for attendance at student‐oriented meetings and the like, or
●
Enables the student to attend a conference to present research findings for the
University or to act in some other capacity on behalf of the University.
Before you travel
CSU East Bay is happy to provide students with the ability to experience events, conferences and activities
off campus. In order to ensure your safety and compliance with University policies there are few things you
need to do before you’re approved to Travel.
●
Know who your Faculty Advisor and your Staff Administrator are. Make sure you have their contact
information.
●
Do
not
make any travel arrangements before you have your pre-travel documentation signed and
approved by your Faculty Advisor and the Department Chair or Associate Dean.
●
Know what budgetary restrictions are associated with your trip.
●
Review
travel policies
to ensure what expenses are permissible and what documentation is required
for your claim.
Required documents for travel authorization
Your Faculty Advisor or their designee will need copies of these documents
Submit 30 days prior to traveling.
●
Complete and sign the Travel Authorization form located under the
Accounts Payable Website
under
Departmental Resources > Forms.
●
Complete and sign the Academic Field Trip Waiver form located under the
Risk Management Website
.
Keep a PDF copy of these forms for your records, you will need these documents along with all receipts for
your claim.
Methods of Transportation
If you will be driving your own vehicle you will need to
complete the additional training and documents.
Submit 30 days prior to traveling.
●
Driving Safely, Driving Smarter - Online
Training
●
STD 261 Authorization to use Privately
Owned Vehicle form
(you will need to provide a copy of your car insurance card
with your name listed)
●
INF 1101 -
Authorization of Release of Driver
Record Information
●
If you are flying work with your Faculty Advisor
to ensure you have the data you need to book
flights.
●
Keep a copy of your invoice and itinerary.
If you choose to drive over fly
●
The University can only reimburse you up to the
amount of what a flight would have cost.
●
You will need to provide a quote for a flight that
is dated before the trip takes place.
Policies and Regulations
Travel Arrangements
What’s covered?
The University has specific policies and regulations we must adhere to regarding
travel on University business. If policies are not met you may incur out of pocket
expenses that we will be unable to reimburse.
Every trip may be slightly different so it's important that you work with your
Department Administrators and Faculty Advisor regarding the details.
CSUEB Travel Policies Website
Do not book
anything until you're aware of your budget, policies, procedures and
receipt requirements.
Work with your Faculty Advisor to ensure your aware of the budget
Thank you for watching!
Please check out our other videos regarding student travel
●
Student Travel Driving on University Business
●
Student Travel Filing and Expense Claim
CSU East Bay provides students with opportunities to travel for academic purposes, but approval and adherence to university policies are required. Before traveling, students must ensure pre-travel documentation is approved, budgetary restrictions are understood, and required documents are submitted. Transportation methods and policies, including driving and flying guidelines, are outlined, ensuring safe and compliant travel experiences.
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Presentation Transcript
Student Travel Before you travel you must be approved to travel.
When is travel considered University Business? Only qualified travel is eligible for reimbursements. Travel will be considered to have a University business purpose if the travel: Is an integral part of the student's degree work, e.g. attend a conference; visit a field site or laboratory facility, or Is required for attendance at student oriented meetings and the like, or Enables the student to attend a conference to present research findings for the University or to act in some other capacity on behalf of the University.
Before you travel CSU East Bay is happy to provide students with the ability to experience events, conferences and activities off campus. In order to ensure your safety and compliance with University policies there are few things you need to do before you re approved to Travel. Know who your Faculty Advisor and your Staff Administrator are. Make sure you have their contact information. Do not make any travel arrangements before you have your pre-travel documentation signed and approved by your Faculty Advisor and the Department Chair or Associate Dean. Know what budgetary restrictions are associated with your trip. Review travel policies to ensure what expenses are permissible and what documentation is required for your claim.
Required documents for travel authorization Your Faculty Advisor or their designee will need copies of these documents Submit 30 days prior to traveling. Complete and sign the Travel Authorization form located under the Accounts Payable Website under Departmental Resources > Forms. Complete and sign the Academic Field Trip Waiver form located under the Risk Management Website. Keep a PDF copy of these forms for your records, you will need these documents along with all receipts for your claim.
Methods of Transportation If you will be driving your own vehicle you will need to complete the additional training and documents. If you are flying work with your Faculty Advisor to ensure you have the data you need to book flights. Submit 30 days prior to traveling. Driving Safely, Driving Smarter - Online Training Keep a copy of your invoice and itinerary. If you choose to drive over fly STD 261 Authorization to use Privately Owned Vehicle form (you will need to provide a copy of your car insurance card with your name listed) The University can only reimburse you up to the amount of what a flight would have cost. INF 1101 - Authorization of Release of Driver Record Information You will need to provide a quote for a flight that is dated before the trip takes place.
Policies and Regulations Travel Arrangements
Whats covered? Work with your Faculty Advisor to ensure your aware of the budget The University has specific policies and regulations we must adhere to regarding travel on University business. If policies are not met you may incur out of pocket expenses that we will be unable to reimburse. Every trip may be slightly different so it's important that you work with your Department Administrators and Faculty Advisor regarding the details. CSUEB Travel Policies Website Do not book anything until you're aware of your budget, policies, procedures and receipt requirements.
Thank you for watching! Please check out our other videos regarding student travel Student Travel Driving on University Business Student Travel Filing and Expense Claim
