FACULTY TRAVEL PROCEDURES

Per University policy, all university business travel requires approval weither (funded or unfunded) prior to travel. Submit all required forms and supporting documentation to Ana Gutierrez. You may risk not getting your travel approved for reimbursement if you do not follow these guidelines. It is imporatant to submit forms for approval even if its unfunded in case any funds become available later. 

*NOTE: Funded travel is prohibited to the following states per AB 1887: Alabama, Kansas, Kentucky, Mississippi, Noth Carolina, Oklahoma, South Dakota, Tennessee, and Texas. 

Request for Domestic Travel Approval (30 days prior to travel)

  1. Complete the Department Absence/Travel Form
  2. Complete the SSIS Domestic Travel Request form. If lodging is $275 or over, complete the University Domestic Travel Expense Justification form (DTEJ) form instead. A separate form is needed for each trip. 
  3. Make sure to include the following in the Justification for travel: a) your role and why it is mission critical b) indicate if any classes will be missed and plans for covering classes. If necessary, attach a separate document. Click here for sample language for travel justification c) include justification for lodging over $275.
  4. Submit a copy of agenda/program at a glance, abstract (if presenting), event flyer, and/or e-mail invite.
  5. Submit a copy of your award letter.
  6. Rental vehicles can be reserved through Enterprise using the University account. Get the final receipt upon returning the vehicle. Information on how to rent a car through Enterprise can be found here.
  7. Submit completed forms with all required documentation to Ana Gutierrez to initiate approval process. 

      During travel

  1. Retain all original receipts and invoices for reimbursement. Reimbursement is based on actual expenses. Confirmations are not accepted. Expenses totalling $75 and over require an itemized receipt. Receipt must show what was purchased and how it was paid.
  2. Get itemized hotel receipt at check out.
  3. Save agenda from conference as proof of attendance.

Request for International Travel  Approval (45 days prior to travel)

  1. Complete the Department Absence/Travel Form
  2. Complete the University International Travel Expense Justification form (ITEJ). A separate form is needed for each trip. 
  3. Make sure to include the following in the Justification for travel: a) your role and why it is mission critical b) indicate if any classes will be missed and plans for covering classes. If necessary, attach a separate document. Click here for sample language for travel justification
  4. Submit a copy of agenda/program at a glance, abstract (if presenting), event flyer, and/or e-mail invite.
  5. Submit a copy of your award letter.
  6. Submit completed forms with documentation to Ana Gutierrez.
  7. After receiving travel approval, you will need to complete the Foreign Travel Insurance Form. Submit Foreign Travel Insurance Form to Risk Management to the name and e-mail provided on the form.
  8. Lodging and meals for international travel are based on the published Federal Government per diem for specific location. Click here to find approved daily rates according to destination.
  9. Rental cars can be reserved through Enterprise using the University account. Get the receipt upon returning the car. Information on how to rent a car through Enterprise can be found here.
  10. The following will apply when combining travel with personal time if a) the trip is over one week b) at least 25% of the trip is personal. A portion of the common business incurred expenses, including airfare will be taxed. Accounts Payable office will send a letter notifying the person of the tax portion to be taken out of their check and the amount.

    During Travel

  1. Retain all other original itemized receipts and paid invoices for reimbursement. Reimbursement is based on actual expenses. Confirmations are not accepted. A total expenses $75 and over require an itemized receipt. Receipt must show what was purchased and how it was paid.
  2. Save agenda from conference as proof of attendance. 

For reimbursement Submit Travel Claim (After Returning From Travel) 

A travel expense claim must be submitted for reimbursement within 30 days after travel. To prepare claim, submit the following form and documents to Ana Gutierrez.

  1. Compete the Expense Summary Form and submit via e-mail to Ana Gutierrez at arg37@csus.edu.
  2. Submit all original ITEMIZED travel receipts. 
  3. Daily meals cap for domestic travel is $55/day. You still need to report actual expenses for meals, any excess amount will be adjusted on the travel claim. For international travel lodging and meals, use the published Federal Government per diem rate for specific location here
  4. Attach copy of agenda and schedule at a glance from conference.
  5. Indicate notes for any special events attended and how they relate to your professional development. 
  6. Indicate notes for any meals provided.