Expense Reports

EXPENSE REPORT – Reimbursement – Actual Cost

GENERAL INFORMATION  

  • Sign up for Direct Deposit for FASTER reimbursement!
  • Travel Authorizations must be associated with the Expense Report.
  • Expense Report Documentation Requirements
    • Cash Advances must be associated to the Expense Report, if applicable.
    • Please see CSU Policy for documentation requirements. 
      • The following payment methods will not be reimbursed: gift cards, airline vouchers, airline points, and crypto currency.
      • Source of payment must be provided as additional supporting documentation for the following payment methods: airline credit, paypal, venmo, zelle, apple pay, affirm, wild apricot, or any online payment provider.
  • Attachments must be in .pdf format.
  • For international expenses over $75.00 USD, please refer to this link.
  • Attach copies of the Approved International Travel documentation, if applicable.

Mileage

  • Mileage and Parking only claim does not require a Travel Authorization.
  • Departure and destination location must be entered in the description field of the mileage expense lines.
  • PDF from mapping website such as MapQuest, Google Maps, or Apple Maps must be attached showing the total number of miles for claims $75 and over.  Compute the mileage using the shortest distance to the destination from your residence or CSUN.  If traveling on a non-working day, use the distance from your residence.
    • Mileage is computed based on the shortest distance from CSUN or home address and physical destination address, not City to City.
  • Surface Transportation Used in Lieu of Air Travel

OVERNIGHT TRAVEL

  • Hotel Folio with a zero balance must be attached.

CSUN PAID EXPENSES

  • Each line item must be over $100
  • Airfare with Plaza Travel – Payment Type must be “CSUN Paid”.
    • Attach the email confirmation, including the itinerary and the total cost.
  • Registration –  Payment Type must be “CSUN Paid”.
    • Attach zero balance receipt and agenda
  • Interagency Financial Transactions (IFT) – Payment Type must be “Interagency Financial Transactions (IFT)”.

CANCELLED TRAVEL

  • Please see CSU Policy for cancelled travel.
  • Reimbursements due to cancelled trip, submit an expense claim associated with the approved travel authorization.
  • original itemized settled receipts with proof of payment, along with the cancellation receipts must be attached. Evidence that no refund was provided must be attached.
  • Associate cash advance (if any) with the expense claim.
  • Justification for the cancelled trip must be provided.