Please see below for required forms to be filled out PRIOR to travel.
Domestic Travel Expense Justification-Must be filled out 30 days BEFORE travel and is required by the Provost for ALL U.S. travel, whether funded by the University or not. Please email form to Michelle once completed, and also submit 1) Agenda/program at a glance, event flyer, or email invite; 2) Supporting documentation for hotel rate-only required if pre-tax rate is over $275 per night.
International Travel Expense Justification-Must be filled out 45 days BEFORE travel and is required by the President for ALL International Travel, whether funded by the University or not. Please email form to Michelle once completed, and also submit the agenda/program at a glance, event flyer, or email invite
International Travel Insurance Request-Must be completed prior to International Travel
Additional Required Approvals to High Hazard or Travel Warning List Designations:
In compliance with Chancellor’s Office Coded Memorandum RM 2013-01 of March 25, 2013, Travelers intending to visit countries on the US State Department Travel Warning List and/or on the CSU list of High Hazard destinations must obtain the approval of the Executive Vice Chancellor/Chief Financial Officer in the CSU Chancellor’s Office (“CO”) in addition to the campus President before travel can commence. The list of current travel warnings issued by the U.S. Department of State can be found at http://travel.state.gov/travel/cis_pa_tw/tw/tw_1764.html. The list of current high hazard destinations can be found at http://www.calstate.edu/risk_management/. If a destination appears on either of these lists, the following form must also be completed: https://csyou.calstate.edu/Tools/high-hazard-travel/Pages/default.aspx
Upon your return, please complete the Travel Expense Worksheet electronically, following the instructions below.
- Complete the left side (blue cells) of the form first, beginning at the top with your name and work straight down, only using the arrow down keys-using the tab will navigate you to other cells on the sheet.
- Complete the right side (green cells) second, beginning at the top. Please remember, the lodging rate should be under $275 a night. Exceptions to this need to be approved in ADVANCE of travel. If no exception was obtained prior to travel via the Expense Justification form, only $275 per night pre-tax will be reimbursed and should be entered on the form.
- Actual meal expenses should be documented for each meal during trip. (Please remember no alcohol can be reimbursed; daily cap for meals is $55)
- Once form is complete, please email it back to Michelle and submit your receipts and documentation as soon as possible. All receipts need to be itemized. Please refer to the Travel Training Packet for examples of receipts and documentation that should be included. For those attending conferences, in addition to itemized receipts, please make sure to include your nametag, copy of program page(s) showing your participation and schedule of events (this is mandatory to show proof of attendance and verification on whether meals were provided as part of the event).