FACULTY TRAVEL PROCEDURES

Per University policy, all university business travel requires approval (funded or unfunded) prior to travel. Submit all required forms and supporting documentation to Ana Gutierrez. You may risk not getting your travel approved for reimbursement if you do not follow these guidelines. It is imporatant to submit forms for approval even if its unfunded in case any funds become available later. 

 

** Request for Domestic Travel Approval** (30 days prior to travel)

  1. Complete the Department Absence/Travel Form
  2. Complete the University Domestic Travel Expense Justification form (DTEJ). A separate form is needed for each trip. 
  3. Make sure to include the following in the Justification for travel: a) your role and why it is mission critical b) indicate if any classes will be missed and plans for covering classes. If necessary, attach a separate document. View sample language for travel justification c) include justification for lodging over $275.
  4. Submit a copy of agenda/program at a glance, abstract (if presenting), event flyer, and/or e-mail invite.
  5. Submit a copy of your award letter.
  6. Rental cars can be reserved through Enterprise using the University account. Get the receipt upon returning the car. View information on how to rent a car through Enterprise.
  7. Submit completed forms with documentation to Ana Gutierrez. 

           During travel

  1. Retain all original receipts and invoices for reimbursement. Reimbursement is based on actual expenses. Confirmations are not accepted. Expenses $75 and over require an itemized receipt. Receipt must show what was purchased and how it was paid.
  2. Get itemized hotel receipt at check out.
  3. Save nametag and agenda from conference as proof of attendance.

** Request for International Travel  Approval** (45 days prior to travel)

** International Travel ** (45 days prior to travel)

  1. Complete the Department Absence/Travel Form
  2. Complete the University International Travel Expense Justification form (ITEJ). A separate form is needed for each trip. 
  3. Make sure to include the following in the Justification for travel: a) your role and why it is mission critical b) indicate if any classes will be missed and plans for covering classes. If necessary, attach a separate document. Sample language for travel justification
  4. Submit a copy of agenda/program at a glance, abstract (if presenting), event flyer, and/or e-mail invite.
  5. Submit a copy of your award letter.
  6. Submit completed forms with documentation to Ana Gutierrez.
  7. After receiving travel approval, you will need to complete the Foreign Travel Insurance Form. Submit Foreign Travel Insurance Form to Risk Management to the name and e-mail provided on the form.
  8. Lodging and meals for international travel are based on the published Federal Government per diem for specific location. Click here to find approved daily rates according to destination.
  9. Rental cars can be reserved through Enterprise using the University account. Get the receipt upon returning the car. Information on how to rent a car through Enterprise.
  10. The following will apply when combining travel with personal time if a) the trip is over one week b) at least 25% of the trip is personal. A portion of the common business incurred expenses, including airfare will be taxed. Accounts Payable office will send a letter notifying the person of the tax portion to be taken out of their check and the amount.

            During Travel

  1. Retain all other original receipts and invoices for reimbursement. Reimbursement is based on actual expenses. Confirmations are not accepted. Expenses $75 and over require an itemized receipt. Receipt must show what was purchased and how it was paid.
  2. Save nametag and agenda from conference as proof of attendance. 

** For reimbursement Submit Travel Claim (After Returning From Travel) **

A travel expense claim must be submitted for reimbursement within 30 days after travel. To prepare claim, submit the following form and documents to Ana Gutierrez.

  1. Compete the Expense Summary Form and submit via e-mail to Ana Gutierrez at arg37@csus.edu.
  2. Submit all original travel receipts. An original recept must be provided for any espense $75 and over. 
  3. Daily meals cap for domestic travel is $55/day.
  4. Attach nametag and agenda from conference as proof of attendance.