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Travel Procedures and Forms

Chemistry and Biochemistry Faculty/Staff Travel Procedures and Forms

If you are traveling (locally, in-state, out-state, and internationally), you need to notify the Chemistry Department as soon as possible. In general, travel expenses incurred without prior authorization will not be approved by the Provost for reimbursement.  “After the Fact” travel requests are expected to be rare and only under extenuating circumstances that are out of the traveler’s control to be considered for approval. 

To be able to get approval from the Department Chair, Dean and Provost, you must follow the following deadlines to ensure the approval of the travel paperwork:

  • For local travel with no required funding or in-state travel with funding under $2000, you must allow 1-2 weeks for approvals and signatures after paperwork has been completed and signed by traveler. 
  • For domestic travel requiring funding over $2000 and out-of-state travel, you must allow 2-3 weeks for approvals and signatures after paperwork has been signed by traveler.
  • For international travel with or without funding, you must allow 5-6 weeks for approvals and signatures after paperwork has been signed by traveler.

Failure to allow the listed deadlines may result in delay in paperwork and may not be authorized for reimbursement.

Before Travel:

Please fill out the following form to submit your travel information and estimates (please overestimate your expenses). If you have no expenses to claim pleas type N/A. You will also be emailed a copy of your submission. If you will be claiming any mileage expenses you must complete the Defensive Driving course in order to receive reimbursement. You can complete the course online (http://www.csusm.edu/etc/). Please follow the instructions per the Risk Management Website to recieve certification. Submit a copy of the certification to ahuboi@csusm.edu. In addition please submit copies of all travel estimates (i.e. airfare, car rental, lodging) to ahuboi@csusm.edu after completing the online travel form. For more information please visit the Travel Website.

For Faculty, please complete the Absence From Class Form if you will be missing any classes during your travel. In addition please email Amy Huboi (ahuboi@csusm.edu) and the Department Chair notifying them of any arrangements that will be made during your absence.

International Travel:

Please complete the following forms and return them to Amy Huboi for all International Travel. Please note that International Travel request require 5-6 weeks for approval and signatures. For more information regarding international travel please see the Travel website.

  • High Hazard Warning List: If you destination is listed please highligh it on the list. If you do not see your destination listed please make a note on the list.
  • State Department Travel Warning List: If you destination is listed please highligh it on the list. If you do not see your destination listed please make a note on the list.
  • Proof of enrollment in the STEP program.
  • Foreign travel insurance request form.
  • Any expense pre-paid by the traveler in a foreign currency will need validation of the currency exchange rate at the day of booking/purchase. Please use a reliable website to convert currency (i.e. Yahoo Finance).

Once all documentation has been submitted and prepared you will be contacted to sign the paperwork. Please note that all requests must be submitted within a reasonable amount time for processing and for signatures.

During Travel:

  • Please keep track of ALL of your expenses that will be claimed upon your return. For your convenience please use the receipt form to keep track of your expenses.
  • Receipts for meals and beverage purchases need to be itemized; non-itemized receipts will not be accepted. The maximum daily food allowance is $55/day. Anything higher than $55 will not be reimbursed. Meals for other persons and alcoholic beverages during meals will also not be reimbursed by the department.
  • Faculty/Staff attending a conference and/or a meeting, please save your name tag and/or an agenda as a proof of attendance.

After your Trip:

In order to begin the reimbursement process please turn in all itemized reciepts (and receipt form if used) and any other supporting documentation (i.e. name tag, agenda) to Amy Huboi. Once the paperwork is completed you will be contacted to sign the final document. Once the final travel claim is approved and submitted to accounts payable you should anticipate a refund within 2-4 weeks.