Travel Policy & Updates

HSU Exceptions to the CSU Travel Policy G-001

  • Receipts will only be required for expenses $75 or more (as opposed to $25)
  • Expense Claim Forms will be due within 60 days upon the return from travel (as opposed to 30 days)
  • Pre-Approval (travel authorization) is still required on all University travel.
  • No travel authorization form is required for day trips less than 100 miles each way from HSU. (Use the local mileage account 606803 for mileage claims. Also indicate the vehicle license plate number and chartfield information.) Please include a map to the destination as support for the number of miles driven.
  • CSU Travel Policy G-001


2017 Mileage Reimbursement Rate 

For travel 1/1/17 and after: new mileage reimbursement rates are:

  • .535 cents per mile for business miles driven
  • 17 cents per mile driven for moving purposes
  • 14 cents per mile driven in service of charitable organizations

Use the Travel Expense Claim - 2017 if you are claiming mileage for business or relocation.

2018 Mileage Reimbursement Rate 

For travel 1/1/18 and after: new mileage reimbursement rates are:

  • .545 cents per mile for business miles driven
  • 18 cents per mile driven for moving purposes
  • 14 cents per mile driven in service of charitable organizations

Use the Travel Expense Claim - 2018 if you are claiming mileage for business or relocation.

Travel Policy

The CSU Travel Procedure (Policy) has been updated. Although CSU has updated the Travel Policy (effective 4/1/16), HSU has a few exceptions. (See section above for the HSU Exceptions to the CSU Travel Policy information.)

State Contracted Airfare

HSU is now set up with the State of California approved travel agency CalTravelStore in order to secure state rates (YCAL or VCAL). To book travel through CalTravelStore, call (916) 376-3989. Agent will ask you to provide the following information:

  • Name of traveler (as it appears on the government issued ID the traveler plans on using when checking in with the airlines)
  • Date of birth
  • Travel Authorization Number (issued by HSU)

CalTravelStore also has an online booking tool called Concur. If you would like access to Concur, fill out the Concur Access Request form.  If you arrange travel for others in your department/area, you may also request access into Concur. Both the traveler and travel assistant would need to provide the following information:

  • Name of traveler (as it appears on the government issued ID the traveler plans on using when checking in with the airlines)
  • Employee ID number
  • Department name
  • Phone number
  • Email address (HSU issued email address which will be used as the user name for log on)

Giselle's Travel is still available to book travel, however they are not able to book state airfare rates. 

International Travel - Insurance Requirement

10/27/14 memo from the Chancellor's office: High Hazard International Travel Approval Process and Requirement to Purchase Insurance.

Campuses are advised to check the U.S. State Department website and Systemwide Risk Management's website for the most current high hazard international travel warning information. (Both lists are subject to change.)

Refer to the International Travel page for additional information.

Car Rental

Please note the New National Option Below. However, please note that National has a limited supply of cars.

Option 1: Directly through Enterprise or through Facilities Management

Directly through Enterprise:
This method will eliminate charges for unused days and will provide the rental charge detail that was lost when the contract changed last fiscal year.
 
1. By phone to either the Arcata or Eureka office:
    a. Arcata Office: 350 I St, 826.9090, Hours 8:00 a.m. – 5:30 p.m. Monday thru Friday
    b. Eureka Office: 110 5th St, 443-3366, Hours 7:30 – 6:00 Monday thru Friday & 9:00 – 2:00 Saturday and Sunday
2. Online at www.Enterprise.com
    a. Use contract number: XZCA503 for all state travel
    b. Use contract number: ZXCP019 for all auxiliary travel (ADV, SPF, AS, UC)
    c. You even have the option to get state discounted rates for personal use by using contract XZCA999
    d. Please be sure to enter a valid chartfield when prompted
 
Please note with this method:
  • You will not need to submit a rental vehicle request form to vehicles@humboldt.edu
  • You will not have a car delivered to campus but will have the option of being picked up by Enterprise
  • You will be responsible for coordinating which office to work with, and how to pick-up/drop-off the vehicle
  • You will be able to pick up the vehicle at one location, and drop off at the other location if needed
  • Rates are charged on a 24 hour basis with a 30 minute grace period; at 27 hours you will be charged an extra day
  • If Enterprise is closed when the vehicle is dropped off, they will check the car in at 7:30 am the morning they return (remember the Arcata location is not open weekends)
  • Issues with charges or rentals will be dealt directly with the Enterprise office
  • Please do not submit any invoices or rental agreements for payment, by way of using the contract code your rental will be directly billed once a month
Directly through Facilities Management:
This method is the same as it has been and includes working through Facilities Management.
 
Please note with this method:
  • Your vehicles will be delivered directly to campus
  • The charges will start when the vehicle leaves the Enterprise lot until it’s returned to the Enterprise lot, normally the afternoon of the following business day
Both methods are considered to be a temporary solution until we fully implement the Concur travel and expense reimbursement solution.

Option 2: Directly through National

This method will eliminate charges for unused days.
 
1. By phone at the Arcata-Eureka Airport
    a. 3561 Boeing Avenue, McKinleyville, 839-3229, Hours 8:00 a.m. - 8:30 p.m. Monday thru Thursday, 8:00 - 4:00 Friday, Closed Saturday,  
        10:00 - 5:00 and 7:00 - 8:30 on Sunday
2. Online at www.National.com
    a. Use contract number: XZCA503 for all state travel
    b. Use contract number: ZXCP019 for all auxiliary travel (ADV, SPF, AS, UC)
    c. You even have the option to get state discounted rates for personal use by using contract XZCA999
    d. Please be sure to enter a valid chartfield when prompted
 
Please note with this method:
  • You will not need to submit a rental vehicle request form to vehicles@humboldt.edu
  • You will not have a car delivered to campus but will have the option of being picked up by National
  • You will be responsible for coordinating how to pick-up/drop-off the vehicle
  • Rates are charged on a 24 hour basis with a 30 minute grace period; at 27 hours you will be charged an extra day
  • If National is closed when the vehicle is dropped off, they will check the car in at 7:30 am the morning they return
  • Issues with charges or rentals will be dealt directly with the National office
  • Please do not submit any invoices or rental agreements for payment, by way of using the contract code your rental will be directly billed once a month