department menu

Faculty Travel Instructions

This page is for exclusive use by faculty in the Department of Communication

New policies have been implemented regarding travel so please follow these steps so that your travel request and reimbursement claim can run smoothly. If you are traveling, you will need to notify the department AC as soon as possible and follow the steps below to file your travel paperwork. For domestic travel, you must allow minimum 50 days from the beginning of the approval process to be sure your request can be met in time. For International travel, you must allow 75 days from the beginning of the approval process to be sure your request can be met in time.

Before you travel:

Step 1: Please fill out the Online Travel Form to submit your travel details and estimates. If you have nothing to claim, please type n/a. You will also be emailed a copy of the form once you press submit.

Step 2: All faculty are required to complete and submit the Absence From Class Form for any class meetings during which travel occurs. Please print, sign, and submit the form to the department AC.

Step 3: If you are traveling internationally, you must fill out the International Travel Paperwork Required Documents. Please submit this paperwork to the department AC.

Travel to High Hazard areas require Chancellor’s Office approval first before insurance can be procured.

Please print and submit to the department AC:

Linda will send this to you

Step 4: Are you claiming mileage?  Any state employee who is driving on university business must complete the Defensive Driving Program before traveling to receive mileage and parking reimbursement.

Defensive Driving Program Information

Step 5: Put any receipts, estimates, maps for mileage, and confirmations pertaining to your travel in the department AC box.  If you are staying in a hotel, flying, or renting a car, you must submit an estimate or actual receipt.  (Estimates must be printed from the website showing costs)

If you are attending an event or conference, please also provide a copy of the announcement or schedule.

Step 6: Per the CSU Travel Procedure G-001 when traveling within the US, lodging rates are not to exceed $275 per night before taxes and resort fees, excluding internet and parking.  You may request an exception to this procedure by filling out Lodging Cost Exception Preapproval form. Please fill out the form, sign, and submit to the department AC.   

Lodging Cost Exception Preapproval Form

Step 7: Make sure everything is turned in. the department AC will contact you to sign your paperwork.

During your travel:

Step 1: During your travel, please keep track of your expenses on the receipt form.  You will need to submit the form to the department AC with all of your receipts detailing all of your expenses when you return from your trip. If the form is not completely filled out, this will delay your reimbursement.

Receipt Form

While you are traveling, you must save all of your receipts. This also includes food. The receipts must be itemized and show everything ordered. If you share a receipt with someone, you must mark what you ordered. Separate receipts are preferred.   Maximum daily food allowance is $55.

Step 2: Provide proof of attendance by saving your name tag, agenda, or copy of conference manual.

After you travel:

Step 1: Submit your receipt form filled out, your itemized receipts, final receipts, proof of attendance, and any additional travel documents to  the department AC 

Step 2: The department AC will contact you to sign your paperwork.