Skip to main content


FACULTY TRAVEL

FACULTY: FILL OUT THE FOLLOWING FORMS IF YOU ARE PLANNING TO TRAVEL
(Revised 11/16)

Please view the Travel Overview document. This document provides an overview and roadmap to understanding the faculty travel requirements and completing all necessary travel documents.

Your department may already have its own form for you to request travel; however, these forms MUST also be completed. Please start with your Department Administrative Support Coordinator (ASC). Do not initiate paperwork with Fausta unless your department will not be providing any support at all, or your ASC is unavailable for more than a few days.

  • Driving or Parking:
    • If you are going to be claiming for driving or parking your personal vehicle, please see Risk Management's page at Driving on University Business and follow all instructions.
  • Meals/Agenda:
    • When you return and give your claim information and receipts to your Department ASC, please provide a conference announcement or agenda which shows which meals, if any, were provided by the conference. You will not be able to claim for those meals without separate justification and documentation.
  • Claim form:
NOTE: You need to fill out these forms AT LEAST TWO WEEKS before your departure:

Unfunded Travel Form


Use this form if NEITHER Sac State nor UEI pays for any portion. This form provides a record that the trip is authorized even if you are not receiving funding. [It is not necessary to do this if: 1) the trip is taken during summer break, which is considered personal time for AY faculty; and 2) you will not be representing the University in any official capacity.]

  • Print out the Unfunded Travel Request Form
  • After you fill it out and sign it, give it to your Department ASC for your Chair's signature and have her keep it on file. It does not have to be signed by the Dean or anyone else.
  • Continue below whether your trip is funded or not.


Domestic, Funded Travel Expense Justification/Request Form


This applies to every domestic, funded University-related trip taken by faculty during the academic year, as well as trips taken during the summer for professional development or other University-related business.

  • Download and fill out the Funded Travel Expense Justification/Request Form. Be sure to give enough detail, including the dates and location, and why the travel is mission critical.
  • Print it and get your Chair's signature. You do not have to sign it.
  • Give it to Fausta or your ASC for the Dean's signature and further processing.


International Travel Expense Justification


This applies to every international, University-related trip taken by faculty anywhere outside of the U.S. during the academic year, regardless of funding (and even if it is unfunded), AND trips taken during the summer for professional development or other University-related business.

  • Fill out the International Travel Expense/Justification Form. Be sure to give enough detail, including the dates and location, and why the travel is mission critical.
  • Be sure to fill it out completely, including the estimated cost and the funding source in the shaded box. If General Fund, indicate your department's chart string (get it from your Department ASC and write it where it asks you to specify. If Other, specify UEI or whatever organization is paying. Print, sign and date the form.
  • Have your Chair check Approved and sign and date the form.
  • Give it to Fausta or your ASC for the Dean's signature and further processing.


Foreign Travel Insurance Request


ABSOLUTELY REQUIRED IF YOU ARE LEAVING THE COUNTRY DURING THE ACADEMIC YEAR, REGARDLESS OF FUNDING (EVEN IF IT IS UNFUNDED); also required during the summer if your trip is for professional development or other University-related business and you are receiving any kind of University or auxiliary funding (auxiliaries are the Foundation and UEI). Premiums for travel by faculty will be made by Academic Affairs pending campus president and CSU Chancellor's Office approval, as needed. Programs such as the College of Continuing Education are self-funded and pay for their own foreign travel insurance.

  • Fill out the Foreign Travel Insurance Request at least one month before your departure. Your Department ASC or Fausta can give you your department's chartstring to fill in on the form.
  • Janie Xiong (Risk Management, x 8-6456) will email you a Travel Assistance reference card to keep with you during your journey after your insurance is bound.


Forms
Understanding your responsibilities in the travel process
International Travel Insurance