Travel

CAHSS Travel Policy

CSU Travel Procedures, Regulations, and Forms

PDF iconAcademic Affairs Travel Procedures Memo - Effective May 30, 2018

 

MAIN Travel Funding Request AY 2018/19 (CLOSED)

  • For professional or program travel occurring November 1st - June 30th. 
  • DEADLINE for request submission was Tuesday, September 4th
  • Notification of travel funding allocation will occur no later than Friday, September 14th

EARLY Travel Funding Request AY 2018/19 - (CLOSED)

  • For professional or program travel occurring July 1st - October 31st. 
  • DEADLINE for request submission was Friday, May 18th

 

Important Travel Information

Travel Authorization:

  • All university-related travel during official workdays* must be approved prior to departure, even if the travel does not involve additional expense to the state; i.e., reimbursement expense beyond the salary of the person traveling (zero-cost travel).
  • Prior travel authorization must be obtained in order to account for official travel, to ensure class coverage (if applicable), to ensure that employees are protected under the provisions of the Workers' Compensation Act, and to allow travelers the opportunity to be reimbursed.
  • Travelers are responsible for submitting the signed travel authorization form, and supporting documents (if applicable) back to the College Office for review, approval and processing.
  • The College Personnel Analyst will prepare the official travel authorization form for all College-funded authorized travel only and send it to the traveler to sign and submit for approval.
  • The College asks that travel authorization forms and supporting documents be received at least two (2) weeks before departure for national travel and three (3) weeks for international travel and travel totaling $2,000 or more to ensure approval and authorization before departure.
    • Any request for international travel must receive the approval of the International Center, the Provost, and the President prior to making travel arrangements.
    • Any travel $2,000 or over, must receive Provost approval.
  • Employees traveling without obtaining prior approval will not be reimbursed for travel expenses and may, under certain circumstances, be considered as absent without official leave.  

 * Faculty official workdays are identified as green days on the Green and Gold Calendar. Staff official work days include all workweek days, except for workdays during the summer month(s) for staff on 10/12 or 11/12 pay plans.

Travel Restrictions:

  • Assembly Bill No. 1887, which bans state-funded and state-sponsored travel to states with discriminatory laws, is California’s way to taking action to avoid supporting or financing discrimination against lesbian, gay, bisexual, and transgender people. This regulation includes the following eight states at this time: Alabama, Kansas, Kentucky, Mississippi, North Carolina, Oklahoma, South Dakota, Tennessee and Texas. 

    For more information on this regulation, please visit: https://oag.ca.gov/ab1887.

 

Travel Claims:

  • CSU travel policy mandates that a travel expense claim be submitted within 30 days of returning from travel has received funding for university-related travel.
  • The College Personnel Analyst will prepare the official travel expense claim form for reimbursement of travel expenses for all College-funded authorized travel only.
    • Travelers are responsible for submitting all required receipts to the College for processing of the travel expense claim and for reimbursement.
      • The College asks that all required receipts be received in the College Office for processing at least two (2) weeks after return from travel, be clearly labeled and submitted in an orderly fashion.
  • Effective immediately, any travel expense claims for State travel which occurs prior to receiving a travel authorization number, will be denied, regardless of the funding source. Unauthorized travel will be the responsibility of the traveler. 
  • Requesting revisions to approved and submitted travel expense claims to add Department funding after travel is complete is strongly discouraged.  Approval of such revisions will require justification by the Department Chair.