Faculty Travel Instructions:
There have been some new policies 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 us as soon as possible and follow the steps below to file your travel paperwork.
- For domestic travel, you must allow 30 days from the beginning of the approval process to be sure your request can be met in time.
- For International travel, you must allow 60 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 form below to submit your travel details and estimates. If you have nothing to claim, please type n/a. Please overestimate your expenses. You will also be emailed a copy of the form once you press submit.
Step 2:
If you are traveling internationally, you must fill out additional paperwork. Please submit this paperwork to us:
International Travel Paperwork
Please print and submit:
High Hazard List with your travel destination noted. Verification of High Hazard Status (State Department Travel Warning & CSU High Hazard List). Travel to High Hazard areas require Chancellors Office approval first before insurance can be procured.
Please enroll, print (print screen is acceptable), and submit:
Proof of enrollment in STEP program
Please enroll, print, and submit:
Foreign Travel Insurance Request Form
Your dates of travel must match the dates on the STEP program form and Foreign Travel Insurance Request form.
Step 3:
Are you claiming mileage? Any state employee who is driving or parking on university business must complete the Defensive Driving Program before traveling to receive mileage and parking reimbursement.
Defensive Driving Program Information
Step 4:
Submit all receipts, estimates, and confirmations pertaining to your travel to Becky and Toni. 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 5:
Make sure everything is turned in at least 30 days before you travel. We 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 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.
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.
Step 2:
We will contact you to sign your paperwork.
