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Academic Affairs Travel

Academic Affairs Travel

All travel should be entered into Concur EXCEPT travel being charged directly to a fund starting with X (UFSS).

COVID Travel Checklists

CONCUR Steps:

  • Check with your department to see if there are any internal requirements prior to submitting request in Concur.
  • 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.
International CONCUR Steps:

  • Check with your department to see if there are any internal requirements prior to submitting request in Concur.
  • 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), Piram Prakasam, AVP, IPGE, Provost/Vice President, and President.
  • Follow manual workflow steps noted below to add Dean, AVP for International Programs and Global Engagement, Provost/Vice President, and Kristen Tudor.

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.
  • 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.
  • 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

UFSS FUNDED TRAVEL - Steps:

UFSS travel may be processed through Concur if you are using a MDR01 fund. You may book flights through Concur on a travel card, for any UFSS funded travel using a MDR01 fund.

If not using a MDR01 fund, But rather using an X 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 Araceli Pimentel (Primary; Leigh Barber Back-up).
  • Araceli Pimentel (Primary) (Leigh Barber, Robyn Pitts, and Carly Yates Back-up) 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, travel@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/travel.html

Updated: March 20, 2024