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Faculty Travel

The following information is intended to provide faculty within the College of Health & Human Services the information they need when travelling on behalf of the college and/or for official university business. All travel will be in accordance with the University's policies and procedures, collective bargaining agreements, and prudent accounting practices.

Individuals traveling on university business must familiarize themselves with, and adhere to, the policies, and obtain documented authorization prior to any travel.

The following information is provided to help users comply, plan, and receive reimbursement for their allowable expenses.


Process and Guidelines for Travel

If you have been approved for travel funding, please begin the request/approval process. See steps below.

  1. Review the COVID Travel Checklist related to your planed destination. Important links and information are provided within these documents and should be reviewed:
  2. Review the Travel Safety Guidelines for COVID-19 Travel. Please take time to review the Travel Safety Guidelines During Covid-19 webpage, including the “Travel Checklists” documents, prior to initiating your requests in Concur.

  3. Submit a Travel Request
  • State funded travel – enter travel request through Concur.
  • University Foundation at Sacramento State (UFSS) travel – enter a travel request through Concur.
  • University Foundation at Sacramento State (UFSS) travel to a banned state – enter travel requisition through CFS.
  • Please be sure to include a conference agenda in the supporting attachments.
  • If using multiple funding sources, please make sure to allocate each funding source correctly, and make a note of the funding breakdown in the comments section of the Request Header.

Only after your request is fully approved, may you book travel through the Concur system, if possible.

The TEJ and ITEJ are no longer required for UFSS travel, unless traveling to a banned state. Once a faculty member has approved funding for travel, the faculty member will move directly to the Concur request/approval process.


International Travel

  • Please submit Concur Request no later than 45 days prior to the anticipated departure date.
  • For international travel, be sure to include the Additional Travel Information form as the first attachment.
  • Faculty must upload a detailed itinerary covering all dates of travel and activities to concur for review.
  • If using multiple funding sources, please make sure to allocate each funding source correctly, and make a note of the funding breakdown in the comments section of the Request Header.
  • Faculty must begin the travel insurance process along with their Concur application and submit it as soon as the application is approved: Here is the link for the foreign travel insurance: Foreign Travel insurance.
  • Please carefully read the University COVID Travel Checklist for International Travel before submission.

Concur Workflow Information for ASC

  1. Domestic Travel
    • Dean (manually add to workflow if not the direct supervisor)
  2. International Travel
    • Dean (manually add to workflow if not the direct supervisor)
    • Piram Prakasam, Interim Vice Provost for Student Academic Success (manually add to workflow)
    • Provost (manually add to workflow if not the direct supervisor)
    • Sarah Billingsly, delegated approver for President (manually add to workflow).
    • Academic Affairs works with faculty to acquire international travel insurance.


Travel Guidelines

FUND MDS01/TEHHS/Unfunded Travel UFSS (non-banned state) UFSS (banned state) UEI
Examples Operating Expenses, Faculty Professional. Development, Faculty Start Up, Indirect Cost Foundation, “X” Funds, Annual Fund Foundation, “X” Funds, Annual Fund 

NO CONCUR – Requisition/travel claim process		 Grants
TEJ/ITEJ Needed? NO NO YES NO
Processing instructions • Traveler – Enters Concur request, include funding source in the comments section. Enter entire funding amount under “other expense.” Only include funded amount, no personal coverage 

• Department ASC – Verifies funding source and adjust workflow as needed (see workflow below this table)

• Budget and Personnel Analyst – Approves funding source 

• Chair – Approves request

• Assoc. Dean – Approves request		 • Traveler – Enters Concur request, include funding source in the comments section. Enter entire funding amount under “other expense.” Only include funded amount, no personal coverage 

• Department ASC – Verifies funding source and adjust workflow as needed (see workflow below this table)

• Budget and Personnel Analyst – Approves funding source 

• Chair – Approves request

• Assoc. Dean – Approves request		 • Traveler/Submitter-Completes the UFSS TEJ and obtains Department and College Signatures.

• Department ASC-Emails pdf of TEJ, along with a completed Additional Travel Information Form to Robyn Pitts

• Robyn Pitts-Obtains Provost’s signature

• Robyn Pitts-Returns TEJ to traveler/submitter

• ASC enters travel requisition in CFS using SAFDN business unit 

• Traveler completes UFSS travel expense claim when travel is complete		 • Traveler-Enters into Concur as $0, Liability Unfunded
 
• Traveler-Enters "UEI funded and account #" in the comments section along with estimate of expenses and vaccination statement

• Request will route automatically through workflow, ending with Provost. 

• Once the final approval step is complete, traveler will save a pdf version of the Concur report showing approvals to send it, along with a completed UEI travel request form, to UEI for review and approval

Concur

As of Fall 2019, Sacramento State has adopted Concur as our travel and expense management system. Concur will be our primary system for making travel requests, travel reservations, and submitting travel expense reports.

Concur internal site

Concur Training

The college is fortunate to have experienced and knowledgeable staff from the office of Accounts Payable & Travel, who are always willing to help us with questions and offer guidance:

Concur Reference Guide: Profile Setup

Concur Reference Guide: Request

Concur Reference Guide: Approval

Concur Reference Guide: Expense



The College of Health & Human Services held a Concur training event with Accounts Payable & Travel over Zoom. The recording of that training can be found below:

HHS Concur Zoom Training



Contact Information

Accounts Payable & Travel
Modoc Hall, Room 3005
Mon. - Fri., 7:30 a.m. – 5 p.m.

Phone: (916) 278-6476
ABA-FIN-ap-travel@csus.edu
sacstatetravel@csus.edu