Guidance & Training
- Travel Resources Quick Training pptx (Internal)
- Pay and Travel Policy Memo (1 Jan 22)
- Trifold Travel Tips (2018)
- "How to Travel" brief (J-8 Briefing)
Processes
Sign up for CALATERS (State of California Travel System) [Minimum 2 weeks prior to travel]
- Fill out CALATERS Enrollment Form
- Send or deliver form to daniel.williams@cacadets.org (Bldg 1402, CSLO)
- Wait for 3-5 days for Comptroller to input you into the system
- Meanwhile...
- Review "How to Travel" brief
- Download the Trifold Travel Tips (You'll need this when filing vouchers)
- Review this Pay and Travel Policy Memo (Travel policy at bottom)
- Sign up in CALATERS
- Update your computer with the current version of JAVA
- Go to CALATERS and select the "CALATERS Global" Link
- NOTE: There's a lot of good information on this page for troubleshooting.
- Select "New User Registration" and follow the prompts
- Set your profile up with Deborah Shuford as your default travel approver.
Submit a Travel Request (Authorization) [Minimum 2 weeks prior to travel]
- Submit Travel Orders Request Form
- Submit Request for Rental Vehicle (If transporting Cadets or AGI) to operations@cacadets.org (ATTN SSG Ryan Rogers)
- Submit Short-Term Vehicle Justification Form (If any vehicle larger than Intermediate size is required)
Submit a Travel Expense Claim (All travel, even if you dont want to be reimbursed, must have a travel claim filed) (In addition all submitted travel claims must have travel orders) [File within 30 days of travel]
Failure to submit a travel expense claim for executed travel will prevent future travel authorizations.
- Collect all your Required Documents
- Rental Car Receipt (even though you didn't pay for it)
- Gas (only fuel for a rental car-POVs are reimbursed by mileage rather than fuel)
- Lodging Receipts (Must show zero balance)
- Mapquest and Enterprise "Trip Optimizer" printout of traveled route if filing POV mileage.
- Food receipts are a good idea, but not required to submit.
- Travel Orders (Request before any scheduled travel is to take place)
- Sign in on CALATERS and complete a Travel Reimbursement Claim following Trifold Travel Tips
- Select Deborah Shuford as the approval official.
- Print claim, sign it, and mail it with receipts and travel orders to:
Log-On Problems
- Forgot your Username:
- Your username is "dm"+first initial+last name (See Picture)
- Forgot your Password:
- Go to CALATERS
- Select "Click Here for Assistance" and new password will be emailed to your email account with which you registered
Special Circumstances
- Excess Lodging Form (Complete prior to Travel)
- Short-Term Vehicle Justification Form(Must download to digitally sign)
- POV authorization Form (Only reqd if POV [Privately Owned Vehicle] is authorized in advance for travel