Travel Authorization

TRAVEL AUTHORIZATION – Estimated Cost

GENERAL INFORMATION

• CSUN employees traveling on official University business should complete an eTravel Authorization prior to travel.
• Payment for travel expenses must be made by the Traveler, not on behalf of other Staff or Faculty.
• All single expenses $75 and over will require a receipt on the Expense Report.  
• International Travel & High Risk Travel must be approved prior to creating a Travel Authorization. Review Foreign and High Risk Travel Quick Guide
  • Mandatory international travel insurance must be purchased prior to international travel through Risk Management.
• Interagency Financial Transactions (IFT) paid expenses – Payment Type must be “Interagency Financial Transactions (IFT)” on the Travel Authorization.

MILEAGE AND PARKING INFORMATION

• A Travel Authorization is not required if the only expenses are mileage and parking.
• Review the Expense Report section.
• Surface Transportation Used in Lieu of Air Travel: Please refer to the CSU policy to provide proper cost comparison.

AIR TRAVEL

Please note: seat upgrade fees and airfare insurance (regardless of class of travel) are not reimbursable.

Per CSU policy: Standard seat selection fees are eligible for reimbursement.

Booked through Plaza Travel

• Payment Type must be “CSUN Paid” on the Travel Authorization.

Paid by the Traveler

• Estimated Air Travel fees.

Please see Resources for additional information regarding air travel reimbursements, including information about fare classes.

CONFERENCES, WORKSHOPS OR INVITATION FEES

Prepaid directly by CSUN to the Vendor prior to travel

• Registration, Conference, Workshop or Invitation fees.
  • Payment Type must be “CSUN Paid” on the Travel Authorization.
  • Prepaid request must be submitted to Accounts Payable at least 15 business days prior to the trip.

Detailed information from the conference, workshop or invitation must be provided, including the following:

• Dates of the conference, workshop or invitation
• Location
• Agenda and meals provided from the conference, workshop or invitation
• Registration fee information, including payment remittance information and address
• Non Federal or State conferences will require the traveler to obtain a completed Vendor Data Record Form from the vendor before an advance will be paid

Paid by the Traveler

• Estimated Conference and Workshop fees, including the agenda must be attached.

HOTEL AND LODGING

• If the hotel daily rate is over $333 (effective 4/18/2024) excluding tax, a justification is required.
• Travelers may secure lodging when traveling on business more than 25 miles (one way) from their normal work location or home whichever is closer.
• When a traveler lodges with a friend or relative while on official business for the University, a non-cash gift may be provided to the host. 

MEALS & INCIDENTAL EXPENSES (M&IE):

• The reimbursement of daily M&IE for travel is a per diem allowance based on location of travel per U.S. General Services Administration site.   

TRAVEL AUTHORIZATIONS NOT APPROVED PRIOR TO TRAVEL

• Contact the Provost or VP Office for further instruction.

BOOKING TRAVEL RESERVATIONS

Booking travel reservations should be done after the travel authorization has been fully approved.

PLAZA TRAVEL

• CSUN’s approved Travel Agency is Plaza Travel.
• Reservations can be made by calling Plaza Travel
  • Email Plaza Travel with the approved Travel Authorization confirmation.
    • Payment Type must be “CSUN Paid”

CSU PREFERRED CAR RENTAL COMPANIES

• CSU Rental Vehicle Policy: The CSU has special rates and agreements with Enterprise and National. Contact the CSUN Travel Coordinator at csuntravel@csun.edu for the State rate code.
• Rental Car Fuel Policy

PRIVATELY OWNED VEHICLES USED FOR TRAVELING ON OFFICIAL UNIVERSITY BUSINESS

• Employees using a personal vehicle while on official CSUN business must have an Authorization to Use Privately Owned Vehicles for State Business Form (STD261) on file.
• The completed and approved form should be retained in the Department.
  (Do not send to CSUN Travel)