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Travel Information and Forms

ACADEMIC AFFAIRS TRAVEL INFORMATION

ALL TRAVEL TRAINING PROVIDED BY THE TRAVEL OFFICE

SUBMISSION DEADLINES to the Provost Office: 

  • Provost direct reports only:  Domestic: 20 BUSINESS days prior to start date of travel.
  • ALL International: 40 CALENDAR days prior to start date of travel to countries with no high hazard warnings, 60 CALENDAR days prior to start date for travel to countries with high hazard warnings.

FISCAL YEAR END TRAVEL ACCRUALS:

  • Travel Pre-payments: Registration and travel costs should only be purchased and recorded in the current fiscal year (before June 30) for travel that will occur after July 1, when the following criteria are met:
    • Registration is required prior to June 30
    • There is an "early-bird" registration discount that is due before June 30
    • The travel includes air and hotel travel to take place in July (exception may be international travel depending on time of travel).  As much as possible, expense FY funds in the FY received.

California State University has suspended all non-essential international and domestic travel for all faculty, staff, students and its auxiliary organizations, through June 30, 2021.  Please visit the Travel Office Website for guidelines on travel exceptions.

CSUSM TRAVEL GUIDELINES It is the responsibility of the traveler/submitter to follow the travel guidelines on the Travel Office website: TRAVEL OFFICE WEBSITE

The University discourages incurring any travel related expenses prior to final approval of travel (this will result in no-reimbursement if the authorization request is not approved).

Reminders/Notes FOR APPROVED TRAVEL:

  • Provost Signature only needed on International travel and the Provost direct reports (Dean's, etc.).
  • All students who are employed with CSUSM are treated like staff for travel purposes.
  • Students who are not employed with CSUSM, interview candidates, and special consultants do not need a Travel Authorization Form.

ALL TRAVEL for employees-SUBMIT IN  ORDER:

  1. Travel Office Forms and Resources
  2. LATE travel authorization submissions, include memo explaining why - Include when submitted outside normal processing time above **rare and unusual circumstances only**
  3. Include delegation authority approval memo if Dean is not signing.
  4. Official event information (agenda and dates must be included) or other evidence supporting the legitimate business purpose.

INTERNATIONAL TRAVEL:  

  • Forms from Risk Management
  • REMINDERS:
    • State Department Travel Warnings - Enter country(ies) in Learn about your destination. Print risk level information.
    • High Hazard/War Risk list - Verify if country is or is not on the list, include ALL countries traveling to.
    • Safe Traveler Enrollment Program (STEP) - Submit a screen shot confirming enrollment and include email confirmation.
    • Foreign Travel Insurance Request
      • Unit MPP is Emergency Contact, use 'On File' for phone.
      • Include all lodging & flight information before submitting, TBD is not acceptable.
      • Complete all information on Question 1 of insurance, US Emergency contact information is required.
      • Dates must match on all documents.
      • If multiple destinations include itinerary with lodging information for each: TRAVEL ITINERARY TEMPLATE
      • Must complete "Additional security measures being taken" on page 3 of insurance request.
      • All dates, destinations, and warnings must be included and match on all forms submitted, including personal travel connected to business travel.

STUDENT TRAVEL FORMS:

CSU Student Travel Policy EO 1041