Travel

Coronavirus (COVID-19) Travel Update

• What should I do about canceling travel reservations?

   Travelers should make every effort to cancel any travel reservations and must return any refundable deposits. 

• Have you cancelled travel due to the COVID-19 advisories and incurred cancellation related expenses?

  Please include a completed and signed COVID-19 Cancellation memo with your completed travel packet and submit to the Travel Office.

• Where can I get more information about Travel?

  CSUSM's Incident Response Information 

  Other Resources

  • CDC Travel Advisories
  • Dept of State Travel Advisories
  • Dept of State Travel Advisory Map
  • Travelers from Countries with Widespread Transmission Arriving in US

CSUSM Corporation Travel Update

The following letter related to CSUSM, CSUSM Corporation and CSUSM Foundation travel was shared with the campus community today in This Week at CSUSM. For those of you who may have missed it, here is the letter. https://www.csusm.edu/president/fiscalstewardship/documents/050720-travel-officeupdate.pdf. In conjunction with the information shared in the letter, CSUSM Corporation is also making the following changes to align with campus and increase efficiencies related to the university-wide commitment to fiscal stewardship. These changes include:

• CSUSM Corporation ProCards

  CSUSM Corporation will be making the following changes to the ProCard manual effective immediately.

  ProCards will no longer be a payment option for travel expenses (i.e. hotel, transportation, airfare, meals, etc.). Going forward, only conference registration will be allowed on the CSUSM Corporation ProCard. Travelers will be reimbursed for hotel, transportation, meals and other travel related expenses. If reimbursement is not an option, travelers can work with the travel office to assist with making travel arrangements.

• CSUSM Corporation Travel Policy

  CSUSM Corporation will be updating their Travel Policy (effective June 1st). Updated policy will be available on our travel website June 1st. a. Changes include alignment with ICSUAM 3601 and CSUSM Travel Guidelines 3. Travel questions can be directed to traveloffice@csusm.edu

• CSUSM Corporation Hospitality Policy

  CSUSM Corporation is working on updates to their Hospitality Policy (effective date TBD). We will share more information when it is available.

FAQs

• What if I have a travel authorization or travel claim in progress? Do I have to start over?

  No, you do not need to start over. All forms in progress will be processed.

• Which policy/ guidelines/handbook governs the “in progress” claim or authorization already submitted?

  Travel Authorization forms in progress will be governed by the policy that was in place at the time of initiation. Travel events that have already occurred will be governed by the applicable policy/guideline in place at the time travel occurred. Travel events that have not occurred will comply with the updated CSUSM Travel Guidelines.

• Where can I find instructions on how to complete the Travel Authorization and Travel Claim forms?

  The Travel Office has prepared a detailed guide on how to complete the Travel Authorization and Travel Claim form. You can find the guide here.

• For trips with split funding, will we will have two separate authorizations and claims?

  No. State, Corporation and Foundation funding can be processed with only one Travel Authorization and one Travel Claim. The forms are submitted with all applicable chartfield strings and funding authority approvals.

• Will we still submit the final PDF travel claims via email to the traveloffice@csusm.edu?

  Yes, although the pre-check service has been added in Adobe Sign, the final submission process remains the same. You can find the required signatures matrix on page 3 of this guide.

• How do we know whose email to put it the Adobe Sign Travel Authorization?

  Each campus unit and travel event type and estimate cost will dictate the required approvers. We recommend you contact a department administrator to seek guidance. If you need help identifying your department administrator, please contact the Travel Office and we can assist.

• Who do these updates apply to?

  These updates apply to all faculty, staff, students, candidates, and service providers for CSUSM, CSUSM Corporation, and CSUSM Foundation.

• Is the travel training mandatory?

  No, but it is strongly encouraged.

• Can I apply for a US Bank Travel Card?

  If you are a CSUSM employee, you can apply for the US Bank Travel Card. Click here to learn more.

• Where can I send questions?

  Traveloffice@csusm.edu can be contacted for travel questions related to business unit, or reach one of the Travel Office team members directly.

• Where can I find additional FAQs?

  Visit the CSUSM Travel  Frequently Asked Questions page for more FAQs.

 

Additional Information

All information including travel documents, traveler responsibilities, pre & post travel information and more are thoroughly detailed in the CSUSM Travel Guidelines and the CSU Travel Policy, ICSUAM 3601. 

If you have questions about CSUSM Corporation Travel, please visit the Frequently Asked Questions page or email traveloffice@csusm.edu. 

Quick Links

• Travel Forms and Resources
• Travel Guidelines
• CSUSM Corporation 108 Travel Policy
• ICSUAM 3601 Travel Policy