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If you receive an alert prompting you to add this expense type, click +Add Expense and select expense type "Agenda/Itinerary (Attachment)," then upload the appropriate document to the expense. The document you upload can be any document that includes the trip details: dates, locations, a map of local destinations, a written description of the trips taken, etc. The error will clear once you re-submit the report.
The actual alert reads:
Error: ACTION REQUIRED: Detailed Agenda/Itinerary is required for travel related reimbursement. Please add Agenda/ Itinerary (Attachment) Expense Type and attach the detailed itinerary/agenda to the entry and re-submit the report.
This kind of unfunded travel should be entered on a travel request, under expense type "Liability/Unfunded Only" with a transaction amount set to $0.00
Enter Comments that include a brief note for reference [e.g., "Self-funded trip," "Funded directly by external organization," or "No reimbursement requested"].
The traveler should also attach a conference agenda, trip itinerary, or external memo to the request before submitting it for approval.
Using this method provides transparency and formally logs that university work is being tied to outside financing.
If a request is already in approval flow, the submitter or a delegate can Recall the Request and make changes, or the approver can Return the Request to its owner to make the desired changes.
After the trip, the traveler does not need to file an expense report for this unfunded trip, and can open the request once approved and select Close/Inactivate to avoid those automated reminders.
To determine whether you qualify for overnight lodging for a local work meeting, use the following criteria:
Compare your locations: Determine which is closer to the event destination: your home or your normal place of work.
Calculate the 25-mile threshold: The 25-mile radius is calculated from whichever of those two locations (home or work) is closer to your destination.
If your closer location is 25 miles or more from the event, you may be eligible for lodging.
If your closer location is within 25 miles, lodging is generally not permitted.
Hybrid employees: If you are a hybrid employee, your designated campus location is considered your "work location" and takes precedence over your home address for this determination.
Business Purpose: Per university policy, any lodging reimbursement must be associated with an overnight stay that serves a bona fide University business purpose.
Please see the related CSU Policy on Travel and Business Expense Payments for more details.