Travel Processes

There are separate processes for:

• Absence Request
• Travel Funding/Grants
• Travel Authorization through Concur - Request and Expense Report
  • International travel has additional requirements
  • Student travel has additional requirements
  • Candidate travel has additional requirements

Absence Request

Faculty & Staff - Any Absence request must be pre-approved by the Department Chair regardless of the funding source or self-funded travel.

Dept. Chairs - Any Absence request must be pre-approved by the Dean regardless of the funding source or self-funded travel.

Funding for Travel

Travel funding is a separate process from the Concur Travel Request.

• Travel can be self-funded.
  • Travel with no funding from SacState
  • Travel that is fully funded by an outside source or by the traveler individually
• or Travel may be funded through awards or grants from the College or University (See Grants - Funding).

Grant Funding for Travel - Updated 10.2024

Travel funding may be applied for through awards or grants from the College or University, such as but not limited to:

• Find possible funding through UFSS
• Find possible funding through UEI
• Find possible funding through ORIED
• The College of Arts & Letters - College Faculty Travel Funding is to support faculty travel related to scholarly and creative activity. This funding supports travel related to research/scholarship/creative activity, conference presentation/participation, and attendance. This may or may not be available each academic year.
  • This funding can be used for travel reimbursement already conducted this Academic Year (so long as the travel procedure for requesting the travel was followed prior to travel).
  • Awards are not transferable to another person or another destination and may not be carried over to the next academic year. 2024-25 Call for Faculty Travel Funding is coming soon!

The travel funding source must be submitted in concur. The funding must be:

• In writing (memo or email)
• State that the funding may be used for Travel or Professional Develompment
• Include the funding chart string to be used

What is not put in Concur?

• Personal only travel. This is time off that you must discuss and have pre-approved with the Dept. Chair.

When do I use Concur for Travel? Travel Authorization

If you are traveling and it is directly connected to university/college business that supports the campus mission, a travel authorization must be completed to communicate time away from campus and cover liability. This will assist with campus duty of care objectives. To obtain Travel authorization:

A completed Concur request must be submitted for review. Follow the steps below for:

• Travel Request - Completeing the Concur Header
• Travel Request - Concur Required Forms

Other items to put in Concur are:

• Reimbursement for pre-approved Car/Van Rental and gas for travel related to University/College business.
• Reimbursement for pre-approved mileage when you use your personal vehicle for travel related to University/College business.
• Reimbursement over $50.00 for related University/College travel expenses.
• Preapproved Moving & Relocation reimbursements.

Travel Timelines for Concur Submission - Updated 10.2024

Requests to Travel:

• Domestic Travel does not include Alaska or Hawaii.
  • All requests for travel within the United States must be submitted at least 30 days before the start of travel.
• International Travel includes Alaska and Hawaii
  • All requests for international travel must be submitted at least 45 days before the start of travel.

Expense Reports after Travel:

• All expense reports must be submitted within 60 days after the last date of travel.

College of Arts & Letters’ primary steps to Request Travel

1. Gather information for the travel:
   1. Dates,
   2. Place/Event,
   3. Obtain Dept Chair Approval to be absent - this is separate from Concur travel authorization,
   4. Obtain course coverage if affected - this is separate from Concur travel authorization,
   5. Locate and fill out all travel documents needed (see below list and links),
   6. Decide on funding:
      • Self-funded or other funding – Funding is a separate process from Concur travel authorization (see below information on funding).
      • Grant funded – complying with grant funding is a separate process from Concur travel authorization.
2. Add a Concur request to get the College of Arts & Letters, Dean’s Office (and Provost if needed) approval to travel on College/University business. This is needed regardless of funding if traveling on College/University business. If you need assistance in completing the Concur request please ask your department coordinator or dean's office travel coordinator (see contact information below).
3. Wait for it to be reviewed. If there are any concerns, the request may be sent back to you in Concur. The corrections will need to be made by the traveler and the request be resubmitted.
4. Book the travel after approval.

All Travel Forms - New 10.2024

Travel Forms:

• Arts & Letters Supplementary Travel Form is required for all Requests & Expense Reports.
• Provost’s Additional Travel Information Form is required if International travel and for all Late Requests to travel & Expense Reports.

• Late Submission Letter is done by the traveler as a word document.
• International Travel Expense Justification (ITEJ) is required if International travel in both the Request & Expense Report.
• Missing Receipt Affidavit is required for an Expense Report if any reciept is missing or not itemized.

• Exception Justification Form is required for all Requests & Expense Reports if:
  • An item is over the allowable amount (i.e. hotel night cost eceeds allowable including tax).
  • If driving in lieu of flying when flying is more cost effective.
• Hospitality Justification Form - Concur is required for an Expense Report if a meal was purchased for another person other than the traveler (i.e. students) and it is an approved business related expense.
• If funding through UEI - there are additional forms required by UEI.
• If funding through UFSS - there are additional forms required by UFSS. Review the UFSS User guide under travel for more information.

Travel Request - Completing the Concur Request Header

Instructions for Header and Cost Estimates

• When you select the “+ New” button to add a new request a pop-up screen appears and has pre-populated fields according to your assigned department. If the fill-in box has a down “v” then the fill-in may be updated to reflect your specific travel. Use the information previously gathered to complete all required (*) fields. If you are unsure of the funding codes check with your department ASC for this information. If you are waiting for funding approval, put that information in the comments.
  • If you have College/University funding already, select the appropriate “Class” code. If UFSS, UEI, or outside funding put that information in the Comments.
  • If you have multiple funding awards, select to add only one in the header with the appropriate “Class” code, and put the rest of the information in the Comments.
• Once saved it will change pages to “Expected Expense”.
  • If there are expenses that can be estimated and are listed on the supplemental form the information in the supplemental form must match the information placed in Concur unless self-funded only.
  • Select the “Add” button. Choose the appropriate expense to estimate.
    • If you are traveling as self-funded or UEI funded, select “Liability/Unfunded” from the expense list (under option #9). Once selected the transaction amount may auto-populate to $0. If it does not auto-populate, put in $0.
    • If you are traveling as UEI funded, select “Liability/Unfunded” from the expense list (under option #9). Once selected the transaction amount may auto-populate to $0. If it does not auto-populate, put in $0. See Academic Affairs page for Concur Steps.
    • If you have pre-approved funding, select an expense(s) and complete the details.
      • If Air travel, you may submit a copy of the flight information with the request. Please use Southwest Airlines and book through Concur or you must provide a cost comparison with the expense report.
      • If driving instead of flying, you must include a cost comparison to a Southwest Airlines flight to the same city (closest airport) destination. The most cost-efficient transportation travel is what will be reimbursed.

Travel Request - Concur Required Documents

All Travel Requested must include the following documents:

• Arts & Letters Supplementary Travel Form
• Event invitation & information
• Evidence of funding if obtained
• If the request is late additional documents are required:
  • Provost’s Additional Travel Information Form
  • A Statement (Letter) of late submission addressed to the Provost
• If using UEI or UFSS funding, see Academic Affairs page for Concur Steps. There are additional requirements/forms.
• If the request is International Travel including Alaska and Hawaii, additional documents are required:
  • Provost’s Additional Travel Information Form
  • International Travel Expense Justification (ITEJ)
  • All Foreign TraveI must be approved through Concur. Once approved, the Traveler (all employees who travel internationally on CSU business) is required to purchase insurance through the Foreign Travel Insurance Program (FTIP).
    • To see designated "War Risk" or "High Hazard Countries" on the US State Department Travel Advisory List select the link.

International Travel Requests - Updated 10.2024

See Academic Affairs Travel processes for the current approval workflow for international travel.

The Chancellor’s Office requires all faculty, staff, and students who travel internationally on CSU Business to use the foreign travel insurance program, no matter the funding source.

To obtain foreign travel insurance, the FTIP request form must be filled out and emailed to rms@csus.edu. ABA FORMS may be found at Accounts Payable & Travel.

It is the traveler’s responsibility to follow up on the Concur request and respond promptly to any inquiries for additional information.

Once the Concur request is fully approved, the Risk Analyst will send the request for travel insurance (using the information on the FTIP and sending the Concur approval document) to the insurer. Coverage is typically bound within one to two business days.

To see designated "War Risk" or "High Hazard Countries" on the US State Department Travel Advisory List select the link.

Student Travel - Updated 07.2024

Student travel applies to every funded or unfunded University-related travel taken by students during the academic year and summer.

For Department or Faculty Instructions see the Student Travel Process.

Every student traveling for college or university-related travel must complete the appropriate authorization forms. The forms must be completed 30 days prior to the first day of travel and approved by the department desginee and if a driver risk managment. Without approved forms the student does not have authorization to travel on the college or university-related event.

The following authorization forms in packets are available in Adobe Sign:

• Student travel instructions for domestic travel for any student travel (non-driver, in-state or out-of-state, single day or over-night event). If Adobe sign is not avaialble this packet may be downloaded and routed via email.
• Student travel instructions for a driver for tany student travel (if driving personal vehicle or rental, in-state or out-of-state, single day or over-night event). If Adobe sign is not avaialble this packet may be downloaded and routed via email.

The following authorization forms in packets are available in Adobe Sign under workflow for the 24/25 Academic Year:

• Student travel instructions for domestic travel for the Communication Studies Debate Team (non-driver, in-state or out-of-state, single day or over-night event). If Adobe sign is not avaialble this packet may be downloaded and routed via email.
• Student travel instructions for a driver for the Communication Studies Debate Team (if driving personal vehicle or rental, in-state or out-of-state, single day or over-night event). If Adobe sign is not avaialble this packet may be downloaded and routed via email.

Candidate Travel - New 07.2024

Candidate Travel is for candidates who will be traveling to California State University, Sacramento to be interviewed for a Tenure Track Position and must be pre-approved by the department's New Faculty Search Committee.

The Candidate Travel form must be completed before the purchase or requisition of any travel accommodations including any transportation (Air, Personal Car, Train, taxi/Uber/Left, etc.), or lodging (the hotel selection should be the College/University contracted hotel). The form is found in Adobe sign under Adobe workflow. The form contains a link to the 204 form (for a vendor number). The 204 form is required if the candidate is not a current employee or faculty member. In order to enter a concur request the candidate must have a vendor number and that number be emailed to SacTravel in order to have the candidate listed as an available traveler to select.

Concur is to be used for the purchase of a Flight or Car Rental.

A concur request and expense report are required to be completed.

• The Concur request must include:
  • The email from the Committee with pre-approval for the candidate to travel,
  • The candidate's travel form,
  • The hotel and or car rental confirmation and or PO number.
  • A copy of the completed Transient Occupancy Tax Exempt Waiver Claim form that was submitted to the hotel when the reservation was made.
  • The candidate's itinerary showing the days/times the candidate will arrive and depart, the hotel stay information, what meals are included, what meals are reimbursable with the allotted reimbursable amounts, any flight or transportation information, and listing any reimbursable allowances available to the candidate (i.e., Meals not already provided, tolls, or taxi).
• The Concur expense report must:
  • Be linked to the request and have the itinerary entered.
  • Have the itinerary entered. Check all meals included in the hotel stay and provided by the search committee.
  • Contain a copy of all documents added to the request.
  • Provided by the department:
    • The hotel's final statement showing: "Company Invoice" and "Invoice Balance" (even if paid through a requisition).
  • Provided by the candidate within 30 days of the date of departure:
    • All reimbursable receipts - meals, ground transportation, tolls, and or parking. (Receipts for any claimed meals do not go into Concur but must be kept by the dept for any audit requests).

Approval Flow - Update 10.2024

Concur Travel Request Approval Flow for the College of Arts & Letters may be found on the Concur Approver Requirements and Resources page.

Where is my Request/Expense?

• To see where your Travel Request is in the workflow, open the Request, click Request Details, then Audit Trial.
• To see where your Expense Report is in the workflow, open the Expense Report, click Details, then Report Details, then Audit Trial.

Booking Travel

Your travel arrangements should be booked through Concur. Concur gives the University discounted rates on various types of travel. The types of travel you can book in concur are:

• Airfare
• Car Rental Reservation

If you book outside of Concur:

• A cost comparison is required
• An itemized receipt is required

If booking a travel bundle (Hotel/Car/Airfare) you will need to get an itemized receipt from each source. Example: Priceline bundles Hotel/Car/Airfare but does not provide an itemized receipt. You will need to contact the hotel, the car rental, and the airline separately to get an itemized receipt from each source.

If booking personal only travel Contact the travel agent directly though email csu@cbtravel.com or call 800-285-3603.

Allowable Expenses - Updated 10.2024

Pre-Approved Expenses that are reimbursable from travel on university business are:

• Personal Vehicle Mileage - To get reimbursement for personal car mileage, the form STD 261 must be completed in Adobe Sign and sent to Risk Management with a cc/ to al-profdev@csus.edu. Risk Management must give you an okay to drive your personal vehicle on university business.
• If Driving in Lieu of flying an exemption form must be submiteed with the request.
• Airfare when purchased through concur. If purchased outside of concur a cost comparision must be included.
• Hotel (Lodging per diem by location and lodging tax only) if the hotel daily rate & tax exceed the per diem then an exception form must be submiteed with the request. Do not charge meals to the hotel bill they must be seperate.
• Meals (Per diem by location) & Incidential. Travel after 1/1/2024 does not require meal receipts. The event itenary is required for meal per diem reimbursment.
• Car Rental (and gas) when purchasd through authorized agent. If purchased outside of authorized agent a cost comparision must be included.
• Trasnportation (Lyft, Uber, or Taxi), Tolls, Parking fee.

See the University Policy for specific amounts and limitations in Appendixes VII through XI.

See Per Diem by Location allowable reimburable amounts.

If using funding from UEI - all receipts are rquired. See UEI Travel Policy.

Travel Expense Report - Completing Concur Expense Report after Travel

Concur Expense Report Instructions

If you need assistance on how to enter an expense report select the Expense report link above for the manual or go to Concur Travel – Expense Reporting for more details.

Main steps for submitting an expense report:

• Link your expense report to the original request. If your request is no longer available, please contact Accounts Payable & Travel, at travel@csus.edu, or ext. 86476 and ask that it be reactivated so an expense report may be submitted.
• Once the Expense Header is saved make sure to add the location and dates of your destination in Concur as an "Itinerary" (follow steps 1-7 to add the itinerary). This is separate from adding the document of the event itinerary into concur. Note: If you have already added expenses to the report, then add the itinerary, the report may not automatically load the per diem meals. Sometimes the report will have to be deleted and redone adding the itinerary first before adding any expenses.
• A Concur expense report must be submitted no later than 60 days after the last day of travel.
  • Expense reports submitted more than 60 days after travel will be considered late and reviewed by the Provost. The Provost’s Additional Travel Information Form will be required if the submission is late.
  • If submitted more than 60 days after travel a late submission letter addressed to Provost citing the reason(s) for late submission is required and must be placed in Concur as an attachment.
• Add the original travel request documents (from the request) to the expense report. Unfortunately, they do not transfer over when the expense report is linked to the request.
• Make sure you have all itemized receipts ready.
  • For meal reimbursement, all meals are per diem as of 1.1.2024. The traveler must keep all itemized receipts incase of an audit request. Traveler is required to check appropriate boxes in the travel allowances if any meals are provided with any flight, hotel stay or at the event.
  • If lost or misplaced any receipt and would like to request reimbursement, the Missing Receipt Affidavit form must be completed and added to the report, as well as, the Provost’s Additional Travel Information Form. If the expense report is missing an itemized receipt or missing affidavit, it will be returned to the traveler.
  • Itemize hotel expenses by date of lodging rate and taxes as separate line items. For "How to itemize and enter hotel expenses" in Concur select the link to the process. Meals should not be added/charged to the hotel room - they will not be reimbursed in this fashon.
  • Pay attention to cost limits, federal allowable rates, and items not allowed.
  • If you needed a cost comparison - you may add them to the receipt upload for that expensed item or to the concur receipts. Make sure the cost comparison states "Cost comparison".
    • To add the cost comparison to the expensed item - select the receipt image magnifying glass. This will open up the page to load the documentation. Select "Add" at the bottom of the pop-up.
    • To add to the Concur receipts - select "Manage Receipts" on the Expense report main page, then select "Manage Attachments". This will open up the page to load the documentation. Select "Add" at the bottom of the pop-up.

• Wait for it to be reviewed. If there are any concerns the request may be sent back to you in Concur. The corrections will need to be made by the traveler and the request resubmitted.

How to add a Delegate

Adding a Delegate to your Request or Expense process is used when you need help reviewing the submission. The traveler is still responsible to approve any changes the delegate makes and for submitting the Request or Expense in Concur.

For the Reviewer - Reviewing a Travel Expense Report

What to look for when reviewing an expense report:

1. Video clips for the reviewer:
   1. Clip_1 - 38 minutes -- shows how to start the review, and review costs that exceed the max. allowable tip, find missing itemized receipts and create a flight cost comparison when the traveler does not book through Concur.

Blanket Travel

Blanket travel is for faculty/staff that travel within California (locally) with pre-approval for frequent events and no overnight stay within California. Blanket Travel requests need to be submitted in Concur. The Supplemental form is all that is required to submit the initial request. An Expense Report may be done monthly.

Blanket Travel Quick Guide from SacState Travel (2022)

Blanket Travel PowerPoint from SacState Travel (2022)

Concur Mobil App

Concur Mobile App for Travel

Concur for your Mobile phone is an optional tool that allows users to book travel, capture receipts, and work with expense reports from a smartphone or mobile device. It is designed to make your trip easier!

UFSS or UEI Information

If you are seeking reimbursement for moving or relocation or traveling with UFSS or UEI funding:

• Follow the steps on the Academic Affairs Travel web page for current processes.
• Please see University Foundation Sacramento State (UFSS) for the current grant-funded travel requirements.
• Please consult the University Enterprises Inc. (UEI)Travel Information for the current grant-funded travel requirements.
• Moving and relocation reimbursements must be submitted using the Moving & Relocation Travel Expense Claim form. Please consult with your department coordinator for assistance with this process.
• A reminder that the UFSS/UEI funding/travel processes are in addition to the College of Arts & Letters Travel Approval/Expense requests.

Contact Information - Updated 10.2024

If you have any questions about:

• University travel, please contact Accounts Payable & Travel, at travel@csus.edu, or ext. 86476.
• College of Arts & Letters travel processes, please contact:
  • Design Dept - Contact your Dept Travel Coordinator at 8-3962
  • English Dept - Contact your Dept Travel Coordinator at 8-5746
  • History Dept - Contact your Dept Travel Coordinator at 8-6026
  • School of Music - Contact your Dept Travel Coordinator at 8-5155
  • Theatre & Dance - Contact your Dept Travel Coordinator at 8-6368
  • World Languages - Contact your Dept Travel Coordinator at 8-6333
  • Communication Studies, Humanities & Religious Studies, and Philosophy Dept's - Contact your MASH Travel Coordinator at 8-6688
  • All other depts not specifically listed please call ext. 8-5099, book an appt, or email the Dean’s Office Travel Coordinator.

If you have any questions about personal travel arrangements, CSUS contracted discount rates are availalble for Faculty & Staff through Christopherson Business Travel. Contact them directly though email csu@cbtravel.com or call 800-285-3603.