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.  (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.  (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 A