California State University, Sacramento

Based on real user feedback and statistics, csus.edu no longer supports Microsoft’s Internet Explorer browser. Please upgrade your browser to improve your experience.

Skip to Main Content

Accounts Payable Division of Administration & Business Affairs

Support Page Content

GUIDANCE - COVID-19 TRAVEL SUSPENSION

***CLICK HERE TO FOR "UPDATE – Process Revision to Request Essential Travel During COVID-19 Travel Suspension***

***CLICK HERE FOR "HOW TO DEAL WITH CANCELED TRAVEL IN CONCUR" (Cancelling Reservations & Expensing)***

The President’s Office made an announcement on July 13th, 2020 regarding CSUS Travel:


In consideration of the ongoing threat of COVID-19 and our commitment to mitigating the spread of the virus, Sacramento State and the entire CSU system are extending the suspension of non-essential university travel through June 30, 2021. This suspension includes all faculty, staff, and student University-related travel as well as any travel by auxiliary organizations. This includes suspension of travel approved prior to March 10, 2020.

In light of this announcement, we would like to clarify what this means for our campus community.

Individuals with previously approved travel authorizations will be notified via email that their authorization to travel has been revoked.

Exceptions for international travel will not be considered until the U.S. State Department lifts its Level 4: Do Not Travel advisory.

Essential Travel. In the rare instance travel could be deemed essential, please submit a written justification to your manager along with normal travel request documentation. Within Concur, please include your justification in the Comments box or via an Attachment. Supervisors should carefully review these requests with a focus on employee and community safety. The goal of this travel restriction is to minimize spread of the virus. Travel deemed essential by an employee’s supervisor will be forwarded to the appropriate Dean or Associate Vice President and the President for review. The University President maintains final approval for essential travel. Essential travel is not authorized until the President’s approval is obtained.

Reimbursement of Employee-Incurred Expenses

  • The travel reimbursement process via paper claim or Concur will be used to claim costs incurred for cancelled travel and code all COVID-19 related travel expenses with class code 2973A. If class code is already in use, please use a program code of 2973. This will facilitate later reimbursement by the university.
  • Travelers should make every effort to claim a refund. Many airlines, hotels and car rental companies are refunding or crediting individuals who personally prepaid these transactions.
  • Travelers should collect and maintain documentation about the refund/credit request and outcome.
  • Refund requests that were denied by the travel partner are eligible for reimbursement. These
    reimbursement requests will require supporting documentation showing the request for refund
    was denied. Please submit a travel reimbursement claim via paper claim or Concur.
    • Supporting documentaion should include the following: Original receipt with proof of purchase, event cancellation notice, documentation showing the request for refund was denied or any cancellation documentation received with credit voucher information.
  • Refunds granted in the form of a voucher (credit) for later use will be treated as a travel advance. The traveler may immediately submit a travel reimbursement claim for the expense. If the travel advance (airline voucher, etc.) is not applied to university-related business travel before it expires, it will be reported as income subject to payroll tax withholding per IRS regulations.

Reimbursement of Student-Incurred Expenses

  • The travel reimbursement process via Non-Employee Travel Reimbursement Request will be used to claim costs incurred for cancelled travel and code all COVID-19 related travel expenses with class code 2973A. If class code is already in use, please use a program code of 2973. This will facilitate later reimbursement by the university.
  • Student travelers should make every effort to claim a refund. Many airlines, hotels and car rental companies are refunding or crediting individuals who personally prepaid these transactions.
  • Student travelers should collect and maintain documentation about the refund/credit request and outcome.
  • Refund requests that were denied by the travel partner are eligible for reimbursement. These reimbursement requests will require supporting documentation showing the request for refund was denied. Please submit a non-employee travel reimbursement request with the following documentation:
    • Original receipt with proof of purchase, event cancellation notice, documentation showing the request for refund was denied or any cancellation documentation received with credit voucher information.
  • Refunds granted in the form of a voucher (credit) for later use will be treated as a travel advance. The traveler may immediately submit a travel reimbursement claim for the expense. If the travel advance (airline voucher, etc.) is not applied to university-related business travel before it expires, it will be considered as reportable income per IRS regulations.

For Expenses Incurred by the Department

Typically on a Ghost Card, Pro Card, Campus Card, or Individual Concur Card

  • Travelers/departments should make every effort to claim a refund. Many airlines, hotels and car rental companies are refunding or crediting individuals who personally prepaid these transactions.
  • University card holders should collect and maintain documentation about the refund/credit request and outcome.
  • During the university card reconciliation process, please attach any supporting documentation and code all COVID-19 related travel expenses with class code 2973A. This will facilitate later reimbursement by the university. Credits on university card statements or in Concur from travel partners should be coded the same way.
  • Refunds granted in the form of a voucher for later use should be tracked by the department and used at the earliest opportunity.

Departments should review prior university card statements for costs incurred in previous months and enter an expenditure transfer to add class code 2973A to the transaction. While an extra step, it will best ensure departments receive reimbursement for costs associated with cancelled trips.

Travel Funded by External Sponsoring Agencies

In addition to guidelines stated in the CSU Travel Procedures, sponsoring agencies also have their own travel guidelines. Travel funded by external sponsors must be related to project activity and must be allowable and reasonable.

In the event that travel plans must be cancelled, requests for reimbursement of travel-related expenses such as airfare, hotel, registration, and cancellation fees will be reviewed on a case by case basis. Please contact your assigned Sponsored Programs manager for assistance or with any questions regarding travel reimbursement requests.

Please reach out to Accounts Payable at 8-6476 or sacstatetravel@csus.edu if you have any questions about this process.

Christopherson Travel Partners

For more information from Christopherson Business Travel please follow this link