Information for Faculty

Travel and Absences

I. Faculty absence procedures

If you plan to take a personal holiday or need to miss work for a prearranged medical procedure or other absence, please fill out the History Department Absence/Travel Form in advance of the absence. Also complete this form after you have missed class for an illness, indicating how the missed course material will be made up.

II. Faculty travel procedures, prior to departure

Please see the Academic Affairs travel website for the latest regulations.

All required travel documents must be turned in to LoriAnn Rodriguez at least 30 days prior to domestic travel and 45 days prior to international travel.  Examples of these forms are posted in the mail room. Keep all receipts from your journey that pertain to expense reimbursement.

Travel Tip:

Travel “packages” from internet vendors (Orbitz, Travelocity, etc.) typically do not itemize expenses. Therefore, travelers are highly discouraged from booking business-related travel through such vendors unless the traveler has confirmed that each aspect of the package will be separately itemized (ex. Itemized hotel charges, airfare) to assure appropriate documentation for reimbursement.

The total amount of all expenses and advances pertaining to a particular trip must be accounted for when submitting a Travel Expense Claim.

DOMESTIC DESTINATIONS

If you are traveling to a DOMESTIC destination for research, conference, or other employment-related activity, please submit the following required forms as soon as you know your travel dates AND at least thirty (30) days prior to travel: Send all the following documentation electronically to LoriAnn Rodriguez (rodrigl@csus.edu) for processing of your travel paperwork.

  1. History Department Absence/Travel Form.
  2. Domestic Travel Expense Justification Form.
  3. Supplemental Travel Information Form
  4. Supporting documentation (this includes but is not limited to: conference program, letter of acceptance, letter of invitation, abstract, research project outline, etc.).  The total of estimated expenses should equal the total cost of travel listed on TEJ. Please ensure that you specify funding source(s) on TEJ. If there is a lodging rate exception, state why the exception is needed.  There is an upper limit on lodging of $275 per night before taxes; if you book a hotel over this amount you must include a short justification on this form.

INTERNATIONAL DESTINATIONS

If you are traveling to an INTERNATIONAL destination for research, conference, or other employment-related activity, please submit the following forms electronically as soon as you know your travel dates AND at least forty-five (45) days prior to travel to: LoriAnn Rodriguez (rodrigl@csus.edu)

  1. The History Department Absence/Travel Form
  2. The International Travel Expense Justification Form. Please include justification (if more than one sentence; attach a separate page).
  3.  Supplemental Travel Information Form along with supporting documentation (this includes but is not limited to: conference program, letter of acceptance, letter of invitation, abstract, research project outline, etc.).  The total of estimated expenses should equal the total cost of travel listed on ITEJ. Please ensure that you specify funding source(s) on ITEJ. 
  4. The Foreign Travel Insurance Program Form. Complete and send this request to Risk Management as indicated on the form. Business travel to countries that are on the State Department's travel watch list are unlikely to be approved or may require high insurance premiums.
  5. If travelling to a high-risk area, please fill out the Supplemental International Travel Request.

III. Faculty travel procedures, claiming reimbursement after travel

For travel funded by any non-UEI university source, please turn in a department Travel Expense Summary Form with original receipts to LoriAnn Rodriguez. Keep all receipts from your trip that pertain to expense reimburement.

For travel funded by a UEI grant, UEI will send you instructions by email. Contact Angela Lorenzo-Billings at extension 8-5843 for more questions on UEI reimbursemenst.

  • NOTE: receipts are required for meals that cost $25.00 OR MORE, or they will not be reimbursed. 
  • The university also requires verification of meals provided by the host orginazation for conferences, so please provide an agenda or program.
  • The total amount of all expenses and advances pertaining to a particular trip must be accounted for when submitting a Travel Expense Claim.

If you are not sure if a certain expense is reimbursable, check with LoriAnn.  Travel funds that are not encumbered by the end of the fiscal year (30 June) are returned to the College or awarding unit. They do not roll over into the next fiscal year.

Updated 3/1/2018