department menu

Travel

2020-2021 CSUSM Travel Exception Request Process

This information is specific to travel impacted as a result of the coronavirus (COVID-19). As the situation remains very dynamic, please check back for updates.

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.

Authority has been given to the university president to approve exceptions to the travel suspension when there are compelling reasons that support the academic and co-curricular mission of the campus ("essential travel"). All travel must be approved prior to booking a trip or committing funds.

Travel Request Process Steps for Travel Through June 30, 2021 

  1. Prior to submitting a Travel Authorization Request, complete the travel exception request and work with your Dean's Office for Academic Colleges, or your Division Vice President's Office for all other units to finalize a request memo. 
  2. If students are traveling, attach the completed Release of Liability Form(s) and Student Conduct Form(s).
  3. The Division Vice President/Provost's Office will review and, if approved, request presidential approval.
  4. If the president approves the request, the applicable VP's Office will return the signed memo to the requestor at which time the requester must complete the travel authorization and attach the approved memo along with other supporting documentation.
  5. The approved memo must be attached to the Travel Authorization request form. 
  6. The Travel Authorization process will remain the same thereafter (no additional approvals in the Adobe Sign process)
  7. The traveler should ensure all approvers have approved travel request as outlined above. Travel requests or travel expense claims may be denied if proper approvals were not obtained before the trip.

All requests will be reviewed and may or may not be approved.  Travelers should not incur travel expenses prior to receiving presidential approval and a completed travel authorization form.

 

CSUSM Travel Guidelines

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.

CSUSM TRAVEL GUIDELINES 
Effective May 11, 2020 

CSUSM, CSUSM Corporation, and CSUSM Foundation, hereafter referred to as CSUSM (unless noted otherwise) follow the current California State University (CSU) Travel Policy as well as its Travel Procedures and Regulations. 

According to the CSU Travel Policy, campuses of the CSU can elect to apply more restrictive guidelines than those articulated in that document. CSUSM has elected to apply the following (more restrictive) exceptions to the CSU Travel Policy: 

  1. Travel must be authorized prior to travel utilizing the Travel Authorization Form. Excludes service providers, candidates, and non-employee students. The approved Travel Authorization must be attached to the Travel Claim form.  
  2. Blanket Travel Authorizations may be requested for mileage, tolls, and parking for a specific fiscal year or less.   
  3. CSU's Travel Policy states that a traveler can submit a travel expense claim prior to the completion of travel for expenses incurred before the completion of travel. Effective April 1, 2020, CSUSM only accepts supplemental claims for airfare. CSUSM has several mechanisms for assisting travelers in paying for travel costs, such as a ProCard for registration and travel advances. For more information on these options, please contact the Travel Office. 
  4. Prepaid hotel expenses are strongly discouraged and not reimbursable prior to the travel event. 
  5. According to the CSU Travel Policy, designees of the campus president may authorize exceptions to its policies and procedures. CSUSM has elected to apply the following exceptions to the CSU Travel Procedures and Regulations: 
    1. Vice Presidents may approve exceptions to the nightly lodging cap of $275 with a valid business justification prior to booking and incurring travel expenses.
    2. All other CSU Travel Policy exceptions may only be granted by the Vice President, Finance and Administrative Services/CFO.   
  6. Airport parking beyond a period of five days is prohibited unless the traveler requests and is pre-approved for an exception with specific business justification prior to incurring the expense 
  7. Refundable airline tickets are not permitted. Travelers may only choose non-refundable tickets. 
  8. Airline upgrades (including Southwest Early Bird Check In) are prohibited and non-reimbursable. 
  9. Executive-style transport service is not permitted.  
  10. Utilizing broker sites such as CheapOAir, Expedia, Hotels.com, etc. is not advised. Itemized receipts are required, and often these sites do not provide adequate detail. 

Approvers/Required Signatures

Travel Claims

Type of Travel

Travel Authorization

Travel Claim

<$500 Domestic Travel

1) Traveler

2) Funding Authority or PI or designee (for 85xxx projects only)

3) Office of Sponsored Projects (for 85xxx projects only)

4) One-up Manager/Supervisor (or Dean in AA)

1) Traveler

2) Travel Office Pre-check

3) Funding Authority or PI or designee (for 85xxx projects only)

4) Office of Sponsored Projects (for 85xxx projects only)

5) Optional - Manager/Dean Reviewer

6) One-up Manager/Supervisor (or Dean in AA)

7) Travel Office Audit and Payment

>$500 Domestic Travel

1) Traveler

2) Funding Authority or PI or designee (for 85xxx projects only)

3) Office of Sponsored Projects (for 85xxx projects only)

4) One-up Manager/Supervisor (or Dean in AA)

5) Division Vice President or Provost (or designee*)

1) Traveler

2) Travel Office Pre-check

3) Funding Authority or PI or designee (for 85xxx projects only)

4) Office of Sponsored Projects (for 85xxx projects only)

5) Optional - Manager/Dean Reviewer

6) One-up Manager/Supervisor (or Dean in AA)

7) Travel Office Audit and Payment

International Travel

1) Traveler

2) Funding Authority or PI or designee (for 85xxx projects only)

3) Office of Sponsored Projects (for 85xxx projects only)

4) One-up Manager/Supervisor (or Dean in AA)

5) Division Vice President or Provost (or designee*)

6) President or designee

1) Traveler

2) Travel Office Pre-check

3) Funding Authority or PI or designee (for 85xxx projects only)

4) Office of Sponsored Projects (for 85xxx projects only)

5) Optional - Manager/Dean Reviewer

6) One-up Manager/Supervisor (or Dean in AA)

7) Travel Office Audit and Payment

* The Provost has delegated authority to the following positions:
Dean - COBA
Interim Dean - CEHHS
Interim Dean - CHABSS
Interim Dean - CSTEM