POLICY

It is the policy of San Diego State University Research Foundation (SDSURF) that travel expenses may be paid to the extent that such expenses are necessary, appropriate, reasonable in amount, and serve a purpose consistent with the mission and fiduciary responsibilities of San Diego State University (UNIVERSITY) and/or SDSURF. This policy is written to be consistent with UNIVERSITY and CSU policies and procedures.

Any individual traveling on SDSURF business is expected to exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business and expending personal funds. Excess costs, circuitous routes, delays, or luxury accommodations and services unnecessary or unjustified in the performance of business are not acceptable under this standard. Individuals are responsible for excess costs and any additional expenses incurred for personal preference or convenience.

SDSURF travel policy is written to be consistent with the CSU Travel Policy. Those who travel using SDSURF funds are required to familiarize themselves with the CSU policy.

Exceptions to the CSU travel policy for travel charged to SDSURF funds are noted below:

• Procurement Card (PCard) - SDSURF encourages those who travel frequently to use the US Bank procurement card (PCard application) for all travel related expenses except meals and incidentals which are reimbursed via the location based federal per diem rate. GSA per diem rates for domestic locations
• Pre–approval – SDSURF does not require travel pre–approval for domestic trips, but we recommend using this mechanism in Chrome River to expedite filing a travel expense claim. Pre-approval is required for international travel due to risk considerations. SDSU employees traveling on RF funds will be required by SDSU to complete a pre-approval through Concur, the university’s travel software.
• Approving authority (CSU Travel Policy, II. Travel Procedures, F.2) – Approving authority is defined as a person who has been designated as an authorized signer to approve expenditures on the fund, or who is designated as having additional approving authority. The SRA grant specialist serves as the approval authority for travel expenses charged to SDSURF funds, unless additional one-up approval is required under the terms of this policy.
• Use of contracted suppliers (CSU Travel Policy, II. Travel Procedures, D. Use of Contracted Suppliers) - SDSURF is an auxiliary organization of the CSU; we are not required to utilize the CSU’s contracted vendors.
• 60-day rule (CSU Travel Policy, II. Travel Procedures, B. Reporting Travel Expenses, a. Reporting Period) – Circumstances may exist which require more time to complete a travel expense report. Travel expense reports submitted later than 60 days from the return travel date should include a reason additional time was required to complete the claim.
• Travel advances (CSU Travel Policy, II. Travel Procedures, G. Payment of Travel, 3. Travel Advances) – A documented business need is required to have more than one outstanding travel advance. A traveler may have one outstanding travel-related advance and one outstanding miscellaneous advance. Any more would need to be justified and approved.
• Advance check-in (CSU Travel Policy, II. Travel Procedures, I. Air Travel, 1.b Business or First Class) for airlines are approved with the understanding that securing your place allows a traveler to automatically check-in to their reservation.
• Nightly accommodation limit (CSU Travel Policy, II. Travel Procedures, M. Subsistence Expenses, 1. Lodging) – SDSURF does not have a limit on the nightly cost of hotel accommodation. Travelers are responsible for ensuring the cost is reasonable and allowable under the terms and conditions of the funds being charged. Travelers should ensure nightly costs are consistent with offerings in the geographic area of the conference, meeting location, etc. Travelers may be required to submit additional justification to document the business need to stay at the accommodations they selected
• Receipts (CSU Travel Policy, II. Travel Procedures, B. Reporting Travel Expenses, d. Documentation Requirements) – SDSURF requires itemized receipts for all charges on a SDSURF PCard no matter the amount. All expenditures of $75 or more, whether on a PCard or personal credit card, require itemized receipts. Sponsor agency terms and conditions may require itemized receipts regardless of the dollar amount of the expense. Travelers should contact their grant specialist with questions regarding award specific travel requirements.
• Short-term lodging rentals – These are allowed if the cost is prudent and allowable under the terms and conditions of the fund(s) being charged. Securing these types of accommodations must be done by the traveler.

Considerable variation exists among the rules for reimbursement of travel expenses (e.g., transportation) on grants/contracts. Whenever travel expenses are charged to certain grants/contracts, the travel rules of the agency issuing that grant/contract, as well as the award specific requirements, should be carefully reviewed. Please check with your grant specialist for a determination of which travel regulations apply to your project. When grants/contracts refer to "reasonable" expense, the following SDSU Research Foundation guidelines are applied. See SDSURF PAG.

Any requests for exceptions to the SDSURF travel policy will be reviewed on a case-by-case basis by the Director of Financial Services and Controller and the Director of Sponsored Research Administration.

PROCEDURE

SDSU Research Foundation processes all travel reimbursements through Chrome River. Chrome River provides an easy mechanism to electronically track travel-related expenses and fulfill the requirement to have travel expense claims submitted within 60 days after travel has been completed. For more information on how to use Chrome River to record and track your travel, see Chrome River.

1. Transportation
   1. Airlines
   2. Shuttle Bus Service
   3. Automobile Rental
   4. Private Automobile
2. Lodging
3. Travel Advances
   1. Obtaining an Advance
   2. Clearing an Advance
4. Other Expenses
5. Travel Allowances For Travel Within the Continental United States
   1. Short-term Travel Per Diem Allowance
   2. Conference/Workshop Provided Meals
   3. Long-term Travel Per Diem Allowance
6. Travel Allowances for Travel Outside the Continental United States
   1. Short-term Travel Per Diem Allowance
   2. Travel to Alaska, Hawaii, or the U.S. Territories
   3. Long-term Travel Per Diem Allowance
7. Receipts
8. Travel Expense Claim
9. Foreign Travel Pre-approval
10. Travel Reimbursements for Nonresident Aliens
11. Special Travel Situations
    1. Athletic Travel - Spouse/Domestic Partner and Other Family Members
    2. Travel Reimbursements for Campus Executives

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