TO: All Employees
FR: David Crozier, Associate Vice President for Financial Services
Travel Policy Update
The CSU travel policy is changing effective January 1, 2024. The primary change is replacing the maximum daily rate for meals ($55) and incidentals ($7) with a per diem meals and incidentals (M&IE) rate set annually by the US General Services Administration for travel within the continental United States. Travelers are eligible for 75% of the total per diem rate on the first and last day of travel, and if a meal is provided by a conference during travel, the per diem rate will be reduced by the applicable meal amount for the meal(s) provided. For trips less than 24 hours, 75% of the total per diem rate will be paid by the university. Concur will be updated for this change on January 1. In addition, the CSU travel policy no longer requires additional approval of prearranged conference lodging rates above the $275 maximum daily lodging rate.
To assist with a smooth transition in Concur, please clear any outstanding travel requests and expenses in Concur for calendar year 2023 prior to the transition on January 1. Concur will be set up to process travel expenses under the current policy and the new policy on January 1. If you have questions during this transition, please reach out to Accounts Payable or attend our Concur open office hours for questions and training opportunities.
Departmental Scholarships and Gift Card Deadlines
Due to recent modifications to the state’s Middle Class Scholarship program, an increased number of students are being impacted negatively when departmental scholarships and gift cards are applied to the students' financial aid awards late in the semester. This causes students receiving other aid such as Cal Grant or Pell Grant to experience a reduced need budget, prompting a recalculation of their award package. Departments that plan to give student scholarships and gift cards should contact the Financial Aid Office to notify them of the award as early in the semester as possible, and no later than December 1 for the fall semester and May 1 for the spring semester (or if to be awarded for the full academic year). This will allow the Financial Aid Office to account for the award on the student's financial aid package and allow the student to view an accurate financial aid package within MySSU.
Employee Business Expense Reimbursements (EBER)
While most employees are utilizing Concur for employee business expense reimbursement (EBER), there continues to be a small number of reimbursement requests at the Seawolf Services desk. In order for campus to take full advantage of the Concur system capabilities, reduce administrative burden, and improve employee experience (i.e., quicker reimbursements and direct deposit options), Financial Services plans to phase out cash reimbursement options from the Seawolf Service Center at the end of 2023. For assistance using Concur for reimbursements, please attend Concur open office hours.