2022-23 Call for Faculty Travel Funding

AP Travel Information Update

Travel Policy Updates

• All travel to any destination related to University/College/Department business or that can be considered Professional Development related to University/College/Department business requires approval for the absence and liability purposes.
• All travel over 25 miles to destination requires a Concur request.
• All travel under 25 miles to destination does not require a Concur request, but does require a completed Arts & Letters Supplementary Travel Form with event info and/or invitation, emailed to Arts & Letters Professional Development at al-profdev@csus.edu for review and approval.
• As of June 2, 2022, a COVID vaccination attestation is no longer required for any type of travel request.
• The Provost’s Additional Travel Information form is required for the following types of requests:
  • Late Requests (less than 30 days/domestic or 45 days/international). An additional statement citing reasons for late submission must also be attached.
  • International Travel
  • Banned State Travel - As of September 14, 2023 travel using University funds is now permitted once again. The repeal of AB 1887 does not apply retroactively to any travel requests submitted before this date.

Travel Request Updates - Effective June 1, 2022

If you are seeking reimbursement for moving or relocation, traveling with UFSS or UEI funding, or traveling to a banned state with UFSS/UEI funding, please observe the following:

• Moving & Relocation reimbursements must be submitted using the Moving & Relocation Travel Expense Claim form. Please consult with your department coordinator for assistance with this process.
• UFSS funded domestic travel to a non-banned state or international travel, can now be submitted in Concur Travel for both requests and expense reports. Booking and reservations can be completed in Concur as well. Please consult with your department coordinator for assistance with this process.
• UFSS funded travel to a banned state must have a requisition entered in CFS after approval from the Provost and President's offices. You may not use Concur Travel for requests, bookings or reservations. All requests must be submitted using the Domestic Essential Travel Expense Justification (DETJ) form along with the required A&L Supplemental and Provost Travel forms, event invite/info, and any receipts. Please consult with your department coordinator for assistance with this process. Please see the Academic Affairs Travel website for detailed submission instructions.
  • University Enterprises, Inc. (UEI) funded travel requests must be submitted in Concur Travel. However, you may not use Concur for any bookings for airfare, lodging, auto rentals or rail travel. All reimbursements are to be processed directly with UEI. See the Academic Affairs Travel website for further instructions with this process. Please consult with your department coordinator for assistance.

Contact Information: If you have any questions or concerns about this notice, please contact Accounts Payable & Travel, sacstatetravel@csus.edu, or ext. 86476.

Domestic Travel (not including Alaska, Hawaii, and all U.S. Territories)

All requests for travel within the United States must be submitted at least 30 days before the start of travel, and include the following:

• Arts & Letters Supplementary Travel Form (attachment). Must also be included in Concur Expense Report.
• Event invitation & information (attachment). Must also be included in Concur Expense Report.
• Evidence of College or University funding such as, award memos or emails (attachment) - these should have a funding class code to be included in the Concur Request Header. Check with your department coordinator for this information. Must also be included in Concur Expense Report (if applicable).
• If you have been awarded travel funds from the College or another organization on campus, you may only include the amount awarded in the request and subsequent expense report as well. For meal reimbursement, all itemized receipts must be included in the expense report. If you have lost of misplaced your receipts and would like to receive reimbursement, you must include the Missing Receipt Affidavit with your report and include the Provost’s Additional Travel Information Form form as well. Expense reports missing these items will be returned to the traveler.
• If you are self-funding travel, you must submit a Concur request and choose option #9 under "Expected Expenses" and enter $0. All attachments previously listed must be included. All self-funded Concur requests will require a Concur Expense Report to be submitted no later than 60 days after the end of travel. Expense reports submitted 60 days after the end of travel will be reviewed by the Provost and must include the Provost’s Additional Travel Information Form.

Late travel requests must include the following:

• Arts & Letters Supplementary Travel Form (attachment). Must also be included in Expense Report.

• Provost’s Additional Travel Information Form (attachment). Must also be included in Expense Report.
• Statement of late submission (attachment). Must also be included in Expense Report.
• Event invitation & information (attachment). Must also be included in Expense Report.
• Evidence of College or University funding such as, award memos or emails (attachment) - these should have a funding class code to be included in the Concur Request Header. Check with your department coordinator for this information. Must also be included in Expense Report.
• If you have been awarded travel funds from the College or another organization on campus, you may only include the amount awarded in the request and subsequent expense report as well. Must also be included in Expense Report (if applicable).
• If you are self-funding travel, you must submit a Concur Request and choose option #9 under "Expected Expenses" and enter $0. All attachments previously listed must be included. All self-funded Concur requests will require a Concur Expense Report to be submitted no later than 60 days after the end of travel. Expense reports submitted 60 days after the end of travel will be reviewed by the Provost and must include the Provost’s Additional Travel Information Form.

International Travel (includes Alaska, Hawaii and all U.S. territories outside the contiguous United States)

All international requests submitted at least 45 days before the start of travel, must include the following:

• Arts & Letters Supplementary Travel Form (attachment). Must also be included in Concur Expense Report.

• Provost’s Additional Travel Information Form (attachment). Must also be included in Concur Expense Report.
• Statement of late submission if less than 45 days before the start of travel (attachment). Must also be included in Concur Expense Report.
• Event invitation & information (attachment). Must also be included in Concur Expense Report.
• Evidence of College or University funding such as, award memos or emails (attachment) - these should have a funding class code to be included in the Concur Request Header. Check with your department coordinator for this information. Must also be included in Concur Expense Report.
• If you have been awarded travel funds from the College or another organization on campus, you may only include the amount awarded in the request and subsequent expense report as well.
• If you are self-funding travel, you must submit a Concur Request and choose option #9 under "Expected Expenses" and enter $0. All attachments previously listed must be included. All self-funded Concur requests will require a Concur Expense Report to be submitted no later than 60 days after the end of travel.
• Requests for all international travel must be approved by the campus President. As per the Chancellor's Office memorandum RM 2014-01, the campus President and their designee must approve all travel to designated "High Hazard Countries" on the US State Department Travel Advisory List for all faculty, staff, or students who travel on CSU business. Travel to designated "War Risk" countries must also be approved by the Chancellor's Office. Please consult with your department coordinator for assistance.

Virtual Events (includes all web-based/virtual programs without in-person attendance)

Arts & Letters faculty and staff must complete the Arts & Letters Supplemental Form for all virtual events. These types of events do not require a Concur travel request - this form is for the purpose of ensuring that participation does not conflict with teaching or other instructional schedules. Please submit this form to the Dean's Office at al-profdev@csus.edu and include any and all information required on the form. This process is not necessary if the event does not interfere with class or work schedules.