travel-for-students

Travel for CSUEB Students

Principal Investigators (PIs) are able to assist students and their travel costs in the following ways:
LODGING

PIs and Grant Staff traveling with students can use Certify to reserve and pay for students' lodging
- PIs or their grant staff can make reservations via Certify and must be done for each individual
- PIs or their grant staff must contact the hotel to add student names to their reservation
- PIs or their grant staff must reconcile hotel expense on Certify after travel for themselves and for the prepaid expenses for them and their student (the student is considered a non-employee).
- PIs or their grant staff must also forward hotel receipt and information to students who will include the receipts on their own travel claim as a prepaid expense. Note that all students who will be reimbursed must submit a travel expense web form on the Accounts Payable forms page. This form is for students and non-employees. (Web form) (Instructions)

For those students who will travel *unaccompanied* by the PI or CSUEB Staff, contact the Procurement director and the P-card admin and obtain an exception to use the P-Card to pay for lodging costs.
- PIs or their grant staff must contact the hotel prior to travel to complete an authorization form to use the P-Card for payment
- PIs or their grant staff must reconcile hotel expense on their Certify claim after travel, along with reconciling the prepaid expenses for the students (non-employee)
- PIs or their grant staff must forward hotel receipt and information to students who will include the receipts on their own travel claims as a prepaid expense. Note that all students who will be reimbursed must submit a travel expense web form on the Accounts Payable forms page. This form is for students and non-employees. (Web form) (Instructions)

AIRFARE

Global can be used to pay for students' airfare
- PIs and their grant staff must reconcile airfare expense on Certify after travel for themselves and any prepaid expenses for the student (non-employee)
- PIs and their grant staff must forward airfare receipt and information to students who will include the receipts on their own travel claims as a prepaid expense. Note that all students who will be reimbursed must submit a travel expense web form on the Accounts Payable forms page. This form is for students and non-employees. (Web form) (Instructions)
- PI/Staff should use Certify to book their own airfare as Cal State employees, but if arranging for the same flight as students, then Global should be used to reserve everyone's airfare

MEALS, INCIDENTALS, OTHER APPROVED TRAVEL COSTS

Meals, Incidentals, and other approved travel costs will be processed as reimbursement requests. PIs, their staff and all university employees must use Certify to submit their travel reimbursement claims.
All students who will be reimbursed must submit a travel expense web form on the Accounts Payable forms page. This form is for students and non-employees. (Web form) (Instructions)

CSU AND CSUEB TRAVEL POLICIES

The revised CSU systemwide policy can be accessed on the Chancellor’s Office website in PolicyStat.

The CSUEB Travel Policy is currently being updated and will be posted on the CSUEB Policy Page.

Please contact your assigned ORSP Post Award Specialist if you have any questions related to your grant-funded travel.