CSUPERB
About Program | Budget Guidelines

Faculty and Student Travel Grants: Budget, Expense Claim and Reimbursement Guidelines

BUDGET GUIDELINES

Travel conducted 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.

Information regarding government contract rates for airline travel »

Budget Restriction

The maximum award is $1,000.

TRAVEL EXPENSE CLAIM GUIDELINES

CSUPERB disburses funds directly to the appropriate college(s) at each university, 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.

There are two different forms (Travel Request Form and Travel Claim Form) that you must complete.

Travel Request Form

Prior to travel you should submit a travel request form to your travel clerk. These forms are non-standard and will vary from campus to campus. They may have slightly different names, such as "Request for Absence Form", and will vary in appearance. You should check with your travel clerk to be sure you have the correct form, to determine how far in advance of the travel the form is due, and for help completing the form.

Travel Expense Claim Form

These forms are also non-standard and will vary from campus to campus.

  • You should check with your travel clerk to be sure you have the correct form for your campus.
  • Two weeks after approval OR two weeks after travel (whichever is later), a Travel Expense Claim Form shall be completed and the original, signed copy accompanied by appropriate original documentation (e.g. airline ticket receipt) shall be submitted to your college/department travel clerk.
  • Travel will not be reimbursed if the Travel Expense Claim Form and documentation are not submitted to your college/department travel clerk within two weeks after approval or two weeks after travel (whichever is later).
  • Your travel clerk can help you fill in this form.
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 "In-Lieu-Of-Invoice" form and a copy of the travel claim document. The CSUPERB program office will provide the "In-Lieu-Of-Invoice" form to your campus representative when a travel grant is awarded. Submission of these documents to the CSUPERB program office must occur within two weeks of your return to your campus from your trip or the grant funds will be lost.

Special Note: San Diego State University faculty and student awardees should submit their approved T-2 Request for Absence Form and Travel Expense Claim Form with receipts, to James Schmitt in the CSUPERB office within two weeks after travel.

Lastly, some campuses require Student Travel awardees to be CSU employees in order to be reimbursed. If the student will not be a paid employee at the time of travel (such as serving as a teaching/research assistant or work study assistant), the student may sign up as a voluntary employee for that time period. The student must do this prior to the travel by filling out the appropriate forms at the Personnel Office. This process may take several days, so plan accordingly. Please check with your campus travel clerk to determine if this is a requirement on your campus.

Contact Information

For budget related questions, please contact
James Schmitt
Budget Analyst, CSUPERB
(619) 594-5299