Travel Authorization

TRAVEL AUTHORIZATION – Estimated Cost

GENERAL INFORMATION

• CSUN employees traveling on official University business must 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.
• Estimated expenses must be listed for the cost of the trip.
• 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.
  • After the documents are approved, scan the document as a .pdf and attach to the Expense Report. MS Word Documents are not acceptable.
  • Travel Authorizations created for Insurance purposes only (Zero cost), must be cancelled after the traveler returns from the trip.

MILEAGE AND PARKING ONLY

• A Travel Authorization is not required if the only expenses are mileage and parking.
• Review the Expense Report section.

AIR TRAVEL

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

Booked through Plaza Travel

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

Paid by the Traveler

• Estimated Air Travel fees.

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 in the box linked to the hotel expense line.
• 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. The type of gift provided should be in compliance with the use rules surrounding the funds used for reimbursement. The actual cost of such a gift may be reimbursed up to $75. Only one reimbursable gift per stay may be provided to a 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. Travelers are eligible for 75% of the total per diem rate on the first and last day of travel. Expenses above the per diem rate will not be paid and are the responsibility of the traveler.  

DAILY EXPENSES

• The Travel Expense Itemization Worksheet can be used to keep track of daily expenses.  Actual amounts will be required on the expense report.  Receipts are required for all expenses $75.00 and over.   All expenses could be subjected to the receipt requirement.
• Sign up for eRefund for FASTER reimbursement!

TRAVEL AUTHORIZATIONS NOT APPROVED PRIOR TO TRAVEL

• Contact the Provost or VP Office for further instruction.

BOOKING TRAVEL RESERVATIONS

Booking travel reservations must 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

• The CSU has special rates and agreements with Enterprise and National. Contact the CSUN Travel Coordinator at  for the State rate code or call Plaza Travel.
• Enterprise Car Rental now requires a second form of identification at the rental counter when picking up a vehicle for official University business.
• Travelers should be prepared to present a valid Driver’s License along with a 2nd form of ID as listed below:
• An Employee Issued ID.
• A CSUN Business Card.
• A copy of your Travel Itinerary if your reservations were made using Plaza Travel.

An Authorization Letter on CSUN letterhead, including the renter’s name, date of rental and a contact name and number from your Department/College for verification purposes.

NOTE: Booking car rental reservations outside of the Car Rental Companies listed above or Plaza Travel requires justification and documentation to prove that it was less expensive to purchase with an outside source, otherwise the traveler risks not being reimbursed or receiving partial reimbursement. Insurance is included with the CSU preferred Car Rental Companies; therefore the traveler will not be reimbursed for insurance.

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 Accounts Payable)