Faculty travel and absence procedures

For all faculty travel, Sacramento State faculty need to follow these procedures to be covered by university liability insurance and to be reimbursed for funded travel in a timely manner. Please do not forget these forms: any unused travel funds that are not spent by end of the fiscal year (30 June) are lost, i.e. they do not roll over into the next fiscal year.

If you plan to take a personal holiday or need to miss work for a prearranged medical procedure or other excused absence, please fill out the history department absence/travel form in advance of the absence.

For travel, please submit the following forms to Julie Cahill at least thirty (30) days in advance of employment-related domestic or international travel. (It’s never too early to submit a travel request form). Missing, incomplete, or late forms hold up the reimbursement process. KEEP ALL RECEIPTS FROM YOUR JOURNEY THAT PERTAIN TO EXPENSE REIMBURSEMENT.

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.

I. BEFORE YOU TRAVEL (DOMESTIC DESTINATIONS)

If you are traveling to a DOMESTIC destination for FUNDED or UNFUNDED research, conference, or other employment-related activity:

1. Fill out the history department absence/travel form and submit to the chair for approval. Be sure to include travel dates. This form is required for ALL employment-related travel during the fall and winter semesters as well as any other expected work absences (such as planned leaves). Unfunded travel during winter or summer break does not require this form.

2. Complete the university travel request form.

3. Complete the Travel Expense Justification Form.

4. If your travel is FUNDED by a UEI grant, complete the UEI Travel Request Form (see tab labeled "Travel Req").

II. BEFORE YOU TRAVEL (INTERNATIONAL DESTINATIONS)

If you are traveling to an INTERNATIONAL destination for FUNDED OR UNFUNDED research, conference, or other employment-related activity:

1. Fill out the history department absence/travel form and submit to the chair for approval. Be sure to include travel dates. This form is required for ALL employment-related travel during the fall and winter semesters as well as any other expected work absences (such as planned leaves). Unfunded travel during winter or summer break does not require this form.

2. Complete the university international travel request form. This form has to be approved by the dean's office, and they MUST have it thirty (30) days before the start of travel. YOUR INTERNATIONAL TRIP WILL NOT BE APPROVED IF YOU DO NOT SUBMIT A REQUEST 30 DAYS IN ADVANCE OF TRAVEL.

3. You must also report international travel to receive CSU travel insurance for all international travel at any time related to CSU business, so please complete the CSU Foreign Travel Insurance Program form thirty (30) days in advance of travel. Contact the department for more information.

4. Complete the Travel Expense Justification Form.

5. If your travel is FUNDED by a UEI grant, complete the UEI Travel Request Form (see tab labeled "Travel Req").

III. AFTER YOU TRAVEL (ALL DESTINATIONS)

1. Please turn in a completed department travel expense summary form with original receipts to the department. Reimbursed travel funded from the university or UEI requires submission of several kinds of documents. KEEP ALL RECEIPTS FROM YOUR JOURNEY THAT PERTAIN TO EXPENSE REIMBURSEMENT. Faculty should refer to the travel expense summary form for typical reimbursable travel expenses.

2. Complete the Travel Expense Justification Form (if not already completed in advance) to receive any reimbursement

3. If your travel is FUNDED by a UEI grant, complete the UEI Travel Claim Form (see tab labeled "Travel Claim") to receive any reimbursement.

4. Complete any other forms that you forgot to complete before leaving.

NOTE: Per diems are no longer processed for domestic travel. For meal reimbursement, you must indicate on the form the exact amount you spent for each meal regardless of the amount. We do not need a receipt for dinner unless it is for $25.00 OR MORE – without that receipt, there can be no reimbursement.

The university also requires us to verify whether conferences provide meals, so for meal reimbursement you must provide a copy of the conference program.

If you are not sure a certain expense is reimbursable, check with Julie. Please do not forget these forms: any unused travel funds that are not spent by end of the fiscal year (30 June) are lost, i.e. they do not roll over into the next fiscal year.

Last updated: 11/09/2012