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FACULTY TRAVEL

Please view the Travel Overview and Guide below. It provides complete details and roadmap to understanding the faculty travel requirements and all necessary documents.

For assistance with travel, please start with your Department Administrative Support Coordinator (ASC) first. Do not initiate paperwork with Suzy unless your Department will not be providing any support at all, or your ASC is unavailable for more than a few days.

BEFORE making travel arrangements, here are things you should know:

  • Booking Travel:
    • Please make your travel arrangements directly with the Airline Carrier, Hotel, or Car Rental Agency. As per University policy, DO NOT use sites such as Expedia, Priceline, Orbitz, etc. These sites give you a package price and do not provide a detailed breakdown of expenses or itemized receipt, which is required for reimbursement.
    • If traveling with your Family, all their travel and meals must be purchased separately.
  • Receipts:
    • Original itemized receipts are required for reimbursement. Airfare, hotel, Car rental, Conference Registration and Meal receipts should include the following information:
      • Business name
      • Location where purchased
      • Date of purchase
      • Description of items purchased
      • Cost of each item
      • Subtotal, all taxes, and total
      • Payment method
      • Zero Balance or change due if using cash
  • Meals:
    • Meals may only be claimed if NOT provided by the Conference or Event you are attending. A detailed conference program or agenda must be submitted with your Travel Justification. Fully itemized original receipts are required for reimbursement. Alcohol is NOT reimbursable, please purchase separately.
  • Driving Your Own Vehicle:
    • If you are using your personal vehicle while traveling, please see Risk Management's page at Driving on University Business and follow all instructions. A completed Drivers Authorization Packet must be completed BEFORE you travel. Driver Authorization Packet

Impact of Failure to Comply with Travel Policies and deadlines: Each Traveler is individually responsible for compliance with these procedures including, but not limited to, timely submission of his or her Travel Justification forms and Travel Expense Claim forms and obtaining the required approvals. Travelers may not delegate the responsibility for compliance with these procedures to any other individual. Failure to comply with the procedures and/or timelines set forth herein may result in non-approval of Travel and reimbursement.


Domestic Travel Expense Justification Form – Funded or Unfunded travel


This applies to every Domestic funded or unfunded 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. Please complete the Travel Justification Form, attach supporting documents, and submit to Dept. ASC 30 Days Prior to Travel.

  • Download and fill out a Domestic Travel Justification (TEJ) Form
  • Be sure to provide complete details regarding travel, including the reason for travel, dates and location, why the travel is mission critical, and if teaching, how classes will be covered.
  • Attach supporting documentation to TEJ. This will included but is not limited to:
    • Completed Travel Expense Planner
    • Conference Registration
    • Conference /event information
    • Detailed agenda/program
  • If using University Foundation (UFSS) or University Enterprises (UEI) Funds, complete the appropriate Travel Request form also.

Once completed, bring it to your Department ASC for review. It will be given to the Dept. Chair for approval. If approved by the Department Chair, your ASC will deliver it to Suzy in the ECS Dean’s Office. It will be reviewed and forward to the ECS Dean for approval. Once approved, it will be returned to the Dept. ASC.


International Travel Expense Justification Form – Funded or Unfunded Travel


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 trips taken during the summer for professional development or other University-related business. Please complete the International Travel Justification Form, attach supporting documents, and submit to Dept. ASC 60 Days Prior to Travel.

Complete International Travel Approval Procedures can found here

  • Download and fill out an International Travel Justification (ITEJ) Form
  • Be sure to provide complete details regarding travel, including the reason for travel, dates and location, why the travel is mission critical, and if teaching, how classes will be covered.
  • Attach supporting documentation. This will included but is not limited to:
    • Completed Travel Expense Planner
    • Conference Registration
    • Conference /event information
    • Detailed agenda/program
  • If using University Foundation (UFSS) or University Enterprises (UEI) Funds, complete the appropriate Travel Request form also.
  • If traveling to a destination on the US State Dept. Travel Warning List or CSU High Hazard destination, a supplemental travel request is required. For Travel Warning lists, see below:

Once completed, bring it to your Department ASC for review. It will be given to the Dept. Chair for approval.

If approved by the Department Chair, your ASC will deliver it to Suzy in the ECS Dean’s Office. It will be reviewed and forward to the ECS Dean for approval.

Once approved, it will be sent to the University Provost and/or President for approval. If necessary, it will be forwarded to the Chancellor’s Office for approval.

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.

Fill out the Foreign Travel Insurance Request at least one month before your departure. Your Department ASC or Suzy can give you your Department's chartstring to fill in on the form.

  • Risk Management 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
Accounts Payable & Travel Forms
Travel Expense Planner
University Enterprises Travel Forms
University Foundation Travel Forms