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College of Humanities, Arts, Behavioral & Social Sciences

CHABSS Travel

If you are planning to travel, please review your plans with your Administrative Support Coordinator (AC) as soon as possible. Please do not make any purchases towards travel without prior approval to travel through the CHABSS Spending Request and CSUSM Travel Office (Concur). Completed travel request must be submitted 5-10 business days prior to travel for domestic and 10-30 business days prior to international travel. If you will be missing class due to your travel you must submit the absence from class form and attach it to your Travel Request under attachments in Concur. If you will be traveling for field research purposes an itinerary of your travel will be required as an attachment of supporting documents to your Travel Request.

Concur

Concur is the new platform CSUSM Travel Office is using to process travel requests and expense reports. It should be used by all stateside employees using state funds (including self-support, state trusts, and split funding between state funds). Other funding such as auxiliary funds or using split funding between state and auxiliary funds will need to use the Adobe Sign Travel Request form and process.

All faculty will need to have a profile set up in Concur prior to requesting travel, instructions can be found in the Profile Setup Guide. Please contact traveloffice@csusm.edu  to request training or assistance with setting up your profile.

Travel Process

Step 1: Funding

Check in with your department AC to determine how much funding you have for your trip and what types of funds.

Step 2: Spending Requests

Faculty must submit a Spending Request Form through CHABSS.

Step 3: Travel Request

After Spending Request approval faculty can proceed with submitting a Travel Request for approval through Concur if using state funds. Other funding such as auxiliary funds or using split funding will need to use the Adobe Sign Travel Request form and process.

  • Include conference agenda or itinerary for scholarly work/field research
  • Include flight comparison if you are traveling with personal days 
  • Include the absence from class form if you are missing class

Submit travel requests

  • 5-10 business days prior to domestic travel
  • 10-30 business days prior to international travel

Step 4: Purchase

After Travel Request approval purchases for travel are allowed using personal funds or applying for a Travel Card. Registrations must be purchased by the department AC with their ProCard.

After the Trip

Step 5: Expense Report

After completion of travel faculty must submit an Expense Report within 60 days of the end of a trip through Concur.

  • Faculty should only request funds for the total amount they have available at the time of travel
  • If faculty receive additional funds after travel receipts have been submitted, the travel office can re-open the claim and be reimbursed for additional funds

Exceeding Available Funding

If faculty submit an expense claim for more funds than they have available, they will be responsible to pay back the university.

What if I exceed available funding? How should it be reported?
Out-of-pocket Expense Booking Tool or Travel Card
  • Attach the receipt
  • In the Amount box indicate the amount you have funding for.
  • In the comment section note that while the receipt is for x amount you only have x amount available
  • Use the Itemizations tab and itemize out the personal expense from the total amount
  • Select the Personal Expense (do not reimburse) check box
  • In this scenario faculty are responsible to pay back the university.

Travel Exceptions

If the traveler exceeds the lodging rate of $275 per night before taxes and fees within the US or exceeds the fixed per diem for lodging, meals and incidentals according to the Federal Maximum Travel Per Diem Allowenced for Foreign Areas, a Travel Exception Form is needed and attached to the Expense Report for approval (review guide).

  1. One-up Manager (evallone@csusm.edu)
  2. Approver for Lodging Exception - PAT Member or Designee (lgubkin@csusm.edu)

If the traveler has traveled with no prior Travel Request approval or need an exception to any part of the travel policy/guidelines, a Travel Exception Form is needed and attached to the Travel Request for approval. Please review the guide. 

  1. One-up Manager (evallone@csusm.edu)
  2. Approver for Other Travel Exception - VPFAS (bbrown@csusm.edu)

Approvers/Required Signatures

Travel Request & Claim Approvers
Type of Travel Travel Request Travel Claim

DOMESTIC TRAVEL:
Adobe Sign 
  1. Traveler - ADD: Reviewer for one-up manager: chabss@csusm.edu 
  2. One-up Manager (lgubkin@csusm.edu)
  3. Funding Authority (PI for 85xxx projects) (Dept. Chair or Program Director)
  4. Office of Sponsored Projects (for 85xxx projects only)
  1. Traveler
  2. Travel Office Pre-Check - ADD: reviewer for one-up manager chabss@csusm.edu
  3. One-up Manager (lgubkin@csusm.edu)
  4. Funding Authority (PI for 85xxx projects) (Dept. Chair or Program Director)
  5. Office of Sponsored Projects (for 85xxx projects only)
  6. Travel Office Audit and Payment

DOMESTIC TRAVEL:
Concur

Auto routes for signatures
  1. Traveler
  2. One-up Manager (evallone@csusm.edu)
  3. Dean’s Approver (lgubkin@csusm.edu)
  4. Funding Authority (Dept.Chair/Program Director)
  5. Travel Office
  1. Traveler
  2. One-up Manager (evallone@csusm.edu)
  3. Dean’s Approval (lgubkin@csusm.edu)
  4. Funding Authority (Dept. Chair/Program Director)
  5. Travel Office Audit and Payment

INTERNATIONAL TRAVEL:
Adobe Sign
  1. Traveler - ADD: reviewer for one-up manager: chabss@csusm.edu
  2. One-up Manager (lgubkin@csusm.edu)
  3. Funding Authority (PI for 85xxx projects)
  4. Office of Sponsored Projects (for 85xxx projects only)
  5. Division PAT Member or designee Leon Wyden- send to Brittani Brown (bbrown@csusm.edu)
  6. President or designee (war torn or high risk) High Hazard/War Risk countries/areas needs to be approved by the actual President. War Risk also needs to be approved by the CO. Send to bbrown@csusm.edu. She will review for Pres and they send it to the CO.
  1. Traveler
  2. Travel Office Pre-Check -   ADD reviewer for one-up manager: chabss@csusm.edu 
  3. One-up Manager (lgubkin@csusm.edu)
  4. Funding Authority (PI for 85xxx projects) (Dept. Chair/Prog director)
  5. Office of Sponsored Projects (for 85xxx projects only)
  6. Travel Office Audit and Payment

INTERNATIONAL TRAVEL:
Concur

Auto routes for signatures
  1. Traveler
  2. One-up Manager (evallone@csusm.edu)
  3. Deans Approval (lgubkin@csusm.edu
  4. Funding Authority (Dept. Chair or Program Director)
  5. Finance and Administrative Services
  6. International Approver (Erin Fullerton)
  7. Travel Office
  1. Traveler
  2. Travel Office Pre-Check
  3. One-up Manager (evallone@csusm.edu)
  4. Deans Approval (lgubkin@csusm.edu)
  5. Funding Authority (Dept. Chair or Program Director)
  6. Travel Office

Delegate

  • Department Chairs and faculty will need to set up their AC as a delegate to review Travel Requests and Expense Reports in the department. There is no other way for the AC staff to see and review these requests for confirmation that the funds are available and assitance with travel.  
  • You will set up your delegate by following the steps below:
    • Go to Profile and then Profile Settings
    • Go to Expense Delegates
    • Select the Add button
    • Type the name of the employee you wish to delegate and select their name
    • You will then select "Can Preview For Approver" and "Receives Approval Emails" and then click the Save buttondelegate

You can also use the Concur Delegate Setup Guide.

Visit the travel webpage for more information or contact traveloffice@csusm.edu. Please feel free to reach out to Carmen Garcia, cgarcia@csusm.edu in the Dean’s office with general questions regarding travel.