Faculty and Student Travel Grants Programs
Budget, Expense Claim and Reimbursement Guidelines
Applicants must use 2016 Spring Travel Proposal Templates and follow instructions in template for each section.
The maximum award is $1500.
Travel supported with CSUPERB grant funds will fall under the State of California travel regulations as defined by your own CSU campus. Therefore, questions related specifically to travel claim guidelines should be directed to the official within your department or college who is responsible for travel approvals.
CSUPERB grants are issued as a result of an internal competition within the CSU and are not subject to Facilities and Administrative (F&A), or indirect, costs. F&A costs are not allowed as a grant-funded expense in proposals submitted in response to RFPs from programs, like CSUPERB, that receive the majority of their support from legislatively appropriated funds, CSU lottery funds or student fees (including State University fees). The F&A foregone at the campus/auxiliary's federally negotiated off-campus rate may be shown as cost match on the proposal. This amount may be used by the auxiliary or enterprise fund as an offset to the university's cost allocation plan, in accordance with EO 753/1000.
PRE-TRAVEL AUTHORIZATION AND CLAIM GUIDELINES
CSUPERB disburses funds directly to the appropriate college/department(s) at each campus, not directly to the travel grants awardees. Thus faculty and student awardees (except San Diego State University) should submit all paperwork to their own college/department travel clerk rather than to the CSUPERB program office.
Although each campus has somewhat different policies and documents there are a variety of pre-travel authorizations/waivers/insurance requirements that you may be required to complete in order to be reimbursed for your travel. It is your responsibility to contact your department/college travel authority to ensure these requirements are complete prior to travel and within the time frame required by your campus (particularly for foreign travel). Some campuses will not reimburse your travel, even when it is covered by this grant, if you do not complete these forms in advance of your trip.
It is also highly recommended that, prior to your travel, you learn what receipts and other documentation are required by your campus in submitting your travel claim. Use of non-standard lodging services, airline reward miles and other travel incentives may not be reimbursed by your campus. Maximum per-diem rates in both domestic and foreign destinations may apply.
CAMPUS REIMBURSEMENT PROCEDURE
Your CSU campus representative will work with the CSUPERB program office to obtain the travel grant funding. Funding will be in the form of a reimbursement to the campus for the amount of the travel award upon submission of a completed CSUPERB Campus Travel Claim Form and a copy of the campus travel claim document. The CSUPERB program office will provide the CSUPERB Campus Travel Claim Form to your campus representative when a travel grant is awarded. Submission of these documents to the CSUPERB program office should occur within two weeks of your return to your campus from your trip or the grant funds could be forfeited.
In cases where the travel grant is awarded after the trip has occurred, faculty should use caution reimbursing expenses with other funds (e.g. a federal research grant) because different funding sources are often incompatible. CSUPERB grants are issued with general State of California funding. As a result CSUPERB will not facilitate reimbursement of CSU auxiliary organization expenditures except in payment of a legitimate invoice, generated by the auxiliary organization, arranged by the awardee.
Special Note: San Diego State University faculty and student awardees should work with their department administrator or with the Travel Coordinator in Accounts Payable to ensure they have completed the required pre-travel documentation. Students should be aware they are required to submit an original T-2 form, IRA/SSF ARP Travel Authorization and Release of Liability Form prior to their travel. Students who are not on San Diego State University payroll must also come to the CSUPERB office in GMCS-601 and complete a campus volunteer form. In addition, when traveling outside the United States both faculty and students must also submit the Foreign Travel Insurance Program Request for Insurance form well in advance of their trip. Copies of these documents should also be provided to James Schmitt, along with your actual travel claim at the conclusion of your travel. Claims must be submitted to the CSUPERB office no later than 30 days after you return from your trip. Do not hesitate to contact James at CSUPERB for help in completing your claim documentation.
For questions related to travel reimbursement contact:
Program Administrator, CSUPERB