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Domestic Travel Request Form

Important Notes

Please read this page thoroughly BEFORE FILLING OUT the Adobe Sign form.

This form is used only for DOMESTIC TRAVEL.

For INTERNATIONAL TRAVEL forms and requirements, visit CSUSM Corporation's Travel Page.

Please know who needs to sign this form before you begin, requesters cannot go back and add signers once they have been entered. If an individual is missing as a signer the requester will have to start over. 

IF REQUESTING AN ADVANCE: forward the completed Adobe Sign Request (after all signatures have been completed) to apcorp@csusm.edu for processing. It will NOT automatically be sent to AP after the Adobe Sign is complete. 

Signature Information

Field Infomation
Requester * If you are filling out the request on behalf of the traveler.  If the traveler is filling out the form, they will be the Requester and the Traveler.
Traveler * Name and email of who is travelling.
Reviewer Add a REVIEWER if the form will be signed by any of the following people:
  • Vice President Hoss- Reviewer: Lesley Rankin lrankin@csusm.edu  
  • Interim Provost Haddad and Vice Provost, Planning and Academic Resources, Moineau- Reviewer: Maria Rasimas mrasimas@csusm.edu 
  • Dean of Graduate Students & Research, Schultz- Reviewer: Shaun Icasiano sicasiano@csusm.edu 
  • Dean of College of Science and Mathematics -Reviewer: Devin Scattini dscattini@csusm.edu
  • Dean of the College of Humanities, Arts, Behavioral, and Social Sciences -Reviewer: Angela Baggett abaggett@csusm.edu
  • Dean of College of Education, Health, and Human Services - Reviewer: Nora Santana nsantana@csusm.edu 
Supervisor/Dean * Supervisor/Dean is required to approve all travel. 
Please use the following email addresses for the individuals listed below: 
Interim Provost Haddad: provost@csusm.edu 
PI (OSP) or Funding Authority (if different from Supervisor/Dean) Reviewing and approving for appropriateness of travel and funding.  This signer is only required if the Supervisor/Dean is not the PI on a Sponsored Project or does not have Funding Authority on the chartfield to be charged for travel.
Dean of Graduate Studies and Research (OSP Travel Only)  Dean of Graduate Studies & Research, Wesley Schultz, wschultz@csusm.edu, signs for all OSP (85xxx) travel requests.
Dr. Schultz is also the Provost designee for all Academic Affairs (86xxx and 81xxx) project requests that are over $500 and/or out of Southern California.
Sponsored Projects Analyst (OSP Travel Only) For Sponsored Project travel, use your Sponsored Projects Analyst's email address. 
Kim Askew: kaskew@csusm.edu 
Camila Obermiller: cobermiller@csusm.edu 
Rachel Stiehl: rstiehl@csusm.edu   
CSUSM Corporation Executive Director (for exemptions to travel policy ONLY) Use email corp@csusm.edu. CSUSM Corporation Executive Director approval is required only if exemptions to travel policy and/or expense limits are being requested and/or claimed (ex. exemption to $275 per night lodging limit).

* Required Field

Form Instructions

Requesters must have all of the information below in order to complete the form. If however, the form is started prior to receiving the information, requesters will have the option to save the form and return to finish it at a later time. Please Note: you will not be able to change the signers of the form.

Trip Details

  • Type of Travel

    Select the type of travel you are planning. If you are traveling for group/programmatic purposes, make sure to select one of the “Group” options.
  • Leaving From and Destination

    Leaving From - Select your departure location. Mileage reimbursement will be based on your selection.

    Destination - Include city and State where traveling to.
  • Number of Employees and Participants

    Employees - Number of staff and student employees that will be traveling together.
    Participants - Number of participants (participants are NON-staff and NON-student employees).

  • Purpose of Trip and Dates of Trip

    Purpose of Trip - Reason for traveling and/or title of training or conference attending.

    Dates of Trip - Date when employee is departing and date when employee is returning. If traveling with participants, they all must have a Release of Liability (Adobe Sign) and a Student Conduct Agreement on file.

 Estimated Expenses

Fill out all dollar amounts that pertain to your travel. If you are the LEAD on a group trip and paying for items for other travelers, you may also fill out those expenses here. Make sure to check the appropriate (reimbursement or ProCard) box next to the cost estimate for each expense. If you are requesting an advance for any or all expenses, you will check the “reimbursement” box.

  • Meals and Incidentals

    Meals - Maximum daily allowance in the contiguous US is $55.00. Subtract out any meals which will be provided by the conference/training.
    Breakfast Maximum $11: May be claimed if travel begins before 7am, or ends past 9am. 
    Lunch Maximum $17: May be claimed if travel begins before 11am, or ends past 1pm. 
    Dinner Maximum $27: May be claimed if travel begins before 4pm, or ends past 6pm.
    When the entire length of a trip is less than 24 hours, IRS regulations state that meal expenses shall not be reimbursed unless the travel includes an “overnight stay” as supported by a lodging receipt.

    Incidentals - Maximum allowable amount is $7.00 per day after the first 24 hours of travel. When the entire length of a trip is less than 24 hours, IRS regulations state that incidental expenses shall not be reimbursed unless the travel includes an “overnight stay” as supported by a lodging receipt.
  • Registration and Other Expenses

    Registration - Conference/training expense registration amount. If a conference or other event is requesting a check be mailed for payment. Please include payment address in NOTES.

    Other - Other expenses that will not fall into one of the categories listed.
  • Mileage, Airfare, and other Transportation

    Mileage - Enter the number of miles only, the form will calculate the reimbursement. The current reimbursable rate is $0.58/mile. Use Google Maps or another website to calculate the directions from “leaving from” location to destination and back. If the traveler can use air travel and chooses to drive, reimbursement will be at the rate per mile or the equivalent of a round-trip airfare, whichever is less. Defensive Driver Certification expiration. In order to receive a mileage reimbursement.

    Airfare and Baggage - Travelers are advised to select the lowest fare offered online or through a travel agency.  Checked baggage fees or seat selection fees (for coach or economy-class fares) are an allowable expense so long as they are considered reasonable and necessary for the business purpose and length of the trip. Additional baggage may be reimbursable with a justification. Federal Fly America Act - Under the Fly America Act, only U.S. carriers shall be used for travel reimbursed from federal grants and contracts, unless an exceptions applies. For more information and FAQ's on the Federal Fly America Act, please visit the Travel Guidelines.

    Other Transportation - Indicate in the NOTES section from the drop down menu the type used. These may include taxi/shuttle, train ticket cost, parking fees, toll roads or bridges, car rental, car rental fuel, etc.

    If more than 3 are used, add them together in the Amounts box and use the NOTES section to identify the costs for each.
  • Lodging

    Maximum amount per night $275.00 (excluding taxes and fees). If an exception is requested to the maximum dollar amount rate, additional documentation must accompany the Travel Request form. Include the reason why an exception is being requested and the requested increase amount. Must be approved by the CSUSM Corporation Executive Director or designee.
  • Advances/Date

    Advances are granted if the traveler when needed. Advances at 90% of the total estimated expenses must exceed $100.00. Amount entered will be (total estimate x 0.90). Date needed must be in mm/dd/yy format.
    Travelers have 3 options for receiving an advance, direct deposit (traveler must have a direct deposit form on file with Accounts Payable), Mail the check (please indicate address of the traveler), or pick up at cashier’s office (please indicate travelers name for notification when check is ready).

    If requesting an advance: after your Adobe Sign Request is complete, forward the completed Adobe Sign PDF to apcorp@csusm.edu to process the advance. 

  • Chartfield String and Amount

    PeopleSoft chartfield String to debit the amount incurred at the time of travel. Travel expenses can be split into two different chartfield strings if needed.

    Amount to pay from the PeopleSoft chartfield String.

Continue to Domestic Travel Request Form

(Select: AX-CSUSM_Corporation-Domestic_Travel_Request_Form)**

** all eSignature forms have changed to Adobe Sign