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Financial Services
401 Golden Shore, 5th Floor
Long Beach, CA 90802-4210

www.calstate.edu

Date:
January 4, 2010
Code: FS 2010-01
To:

CSU Presidents

 Supercedes: FS 2009-01
From:
George V. Ashkar
Interim Assistant Vice Chancellor,Controller
Financial Services
Subject:

CSU Policy and Procedures Governing Travel Expense Reimbursement

Overview

Audience:  Human Resources Directors, Accounting Officers and/or campus designees responsible for administering CSU policy and procedures governing business travel reimbursement.

Action Item: Implement and communicate New Mileage Rates for business travel and moving expenses effective January 1, 2010.

Affected Employee Groups/Units: All CSU employees authorized to travel on official University business.

Summary

The Federal standard mileage rate for business travel has decreased from 55.0 cents per mile to 50.0 cents per mile, effective January 1, 2010.  The Internal Revenue Service (IRS) has made this adjustment to reflect the generally lower transportation costs and the CSU has elected to adopt it.

The Federal standard mileage rate for moving expenses has decreased from 24 cents per mile to 16.5 cents per mile, effective January 1, 2010.  The coded memorandum for relocation may be found at http://www.calstate.edu/HRAdm/memos.shtml  

Campus designees responsible for administering the CSU travel policy should read the rest of this Financial Services coded memorandum located at http://www.calstate.edu/sfo/CodedMemos/coded.shtml

The Internal Procedures Governing Reimbursement for Travel Expenses and Allowances; Rates for Housing and Lodging (Attachment A) have been revised and are effective January 1, 2010. The revision is summarized below:

Travel Procedures (Attachment A)
The IRS has issued the 2010 standard mileage rates used for calculating the costs of operating a personal vehicle for business purposes.  Effective January 1, 2010 the standard mileage rate will be 50 cents per business mile business driven.

This new rate is slightly lower than last year and reflects generally lower transportation costs as compared to a year ago.

The complete IRS announcement IR-2009-111 may be found at: http://www.irs.gov/newsroom/article/0,,id=216048,00.html

This policy does not address specific issues related to taxability of reimbursed expenses. Please refer to the SCO Payroll Procedures Manual (PPM) for guidance, and tax reporting instructions, as appropriate.

Questions regarding travel procedures may be directed to Accounts Payable at (562) 951-4690. This Financial Services memorandum is also available at http://www.calstate.edu/FinancialServices/codedmemos/

GVA:LR:gs

FS 2010-01
Attachment