California State University, Sacramento

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Academic Affairs Travel

Academic Affairs Travel

The Provost must approve ALL travel prior to traveling.

All travel should be entered into Concur EXCEPT travel funded by Foundation funds (funds that start with an X).

COVID Travel Checklists:

Domestic COVID Travel Checklist

International COVID Travel Checklist

CONCUR Steps:

  • Check with your department to see if there are any internal requirements prior to submitting request in Concur.
  • Within the comments section, affirm that you are in compliance with the systemwide COVID-19 Interim Vaccination Policy [includes self-certification in the My Sac State Employee Center].
  • Complete and attach the Concur Travel Form to your request.
  • If needed, attach a Travel Policy Exception Justification form (ex. driving in lieu of flying).
  • Include appropriate travel information e.g., conference, budget.
  • The request must be reviewed and approved by the Dean (Academic Affairs) and Provost/Vice President.
  • Follow manual workflow steps noted below to add Dean and Provost/Vice President.

Department Staff/Budget Approvers will add the following appropriate names below in the Approval Flow tab in the following order (click the +sign):

Concur Approval Steps

  1. College Dean/Program Center (if applicable)
  2. Provost/Divisional Vice President

International CONCUR Steps:

  • Check with your department to see if there are any internal requirements prior to submitting request in Concur.
  • Within the comments section, affirm that you are in compliance with the systemwide COVID-19 Interim Vaccination Policy [includes self-certification in the My Sac State Employee Center].
  • Complete and attach the Concur Travel Form to your request.
  • If needed, attach a Travel Policy Exception Justification form (ex. driving in lieu of flying).
  • Include appropriate travel information e.g., conference, budget.
  • The request must be reviewed and approved by the Dean (Academic Affairs), Stephanie Ingvaldson (Director for International Programs and Global Engagement), Provost/Vice President, and President.
  • Follow manual workflow steps noted below to Dean, Directo for International Programs and Global Engagement, Provost/Vice President, and President.

Department Staff/Budget Approvers will add the following appropriate names below in the Approval Flow tab in the following order (click the +sign):


Concur Steps

  1. College Dean/Program Center (if applicable)
  2. Director for International Programs and Global Engagement
  3. Provost/Divisional Vice President
  4. President

UEI FUNDED TRAVEL - Concur Steps:

  • Check with your department to see if there are any internal requirements prior to submitting request in Concur.
  • Within the comments section, affirm that you are in compliance with the systemwide COVID-19 Interim Vaccination Policy [includes self-certification in the My Sac State Employee Center].
  • Complete and attach the Concur Travel Form to your request.
  • Submit in Concur as $0, Liability Unfunded
  • Enter “UEI funded and the account number” in the comments section.
  • If needed, attach a Travel Policy Exception Justification form (ex. driving in lieu of flying).
  • Include appropriate travel information e.g., conference, budget.
  • The request must be reviewed and approved by the Dean (Academic Affairs) and Provost/Vice President.
  • Follow manual workflow steps noted below to add Dean and Provost/Vice President.
  • Once final approval step is complete, Traveler will save a PDF version of the Concur report showing approvals to send along with a completed UEI Travel Request form to UEI for review and approval. UEI Forms

Department Staff/Budget Approvers will add the following appropriate names below in the Approval Flow tab in the following order (click the +sign):

Concur Approval Steps

  1. College Dean/Program Center (if applicable)
  2. Provost/Divisional Vice President

UFSS FUNDED TRAVEL - Steps:

UFSS travel may be processed through Concur if you are using a MDR01 fund and the travel is not to a banned state. You may book flights through Concur on a travel card, for any UFSS non-banned state travel, if applicable.

If not using a MDR01 fund, please follow the steps below.

  • Traveler/submitter complete UFSS Travel Expense Justification Form
  • Obtain Department and Program Center signatures
  • Complete and include the Additional Travel Information Form with your request.
  • Email signed Travel Expense Justification Form as a PDF to Chris Yoakum
  • Chris Yoakum will obtain the signature of the Provost and return the signed Travel Expense Justification Form to traveler/submitter.
  • Traveler/submitter to enter travel requisition in CFS and attach completed Travel Expense Justification Form

Specific questions about the Process & Guidelines for Travel should be addressed to your immediate supervisor and/or college dean or divisional vice president. General questions about employee travel can be directed to Accounts Payable & Travel, sacstatetravel@csus.edu, ext. 8-6476.

Please visit the Administration and Business Affairs (ABA) Accounts Payable page for additional travel information: https://www.csus.edu/administration-business-affairs/internal/accounts-payable/covid-19.html

Date: March 28, 2022