Travel Processes

There are separate processes for:

• Absence Request
• Travel Funding
• Concur Approval - Request and Expense Report
• International travel additional requirements

Absence Request

Any Absence request must be pre-approved by the Department Chair regardless of the funding source or self-funded travel. Any travel that is related to university business must be approved.

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).

Grants - Funding

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

• Funding through UFSS
• Funding through UEI
• Funding through ORIED
• The College of Arts & Letters is pleased to announce College Faculty Travel Funding 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).
  • All awards are not transferable to another person or another destination and may not be carried over to the next academic year. 2023-24 Call for Faculty Travel Funding is now closed.

When do I use Concur for Travel?

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. 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.

What is not put in Concur?

• All travel under 50 miles to the destination and virtual events do not require a Concur request but do require a completed Arts & Letters Supplementary Travel Form with event info and/or invitation, emailed to Arts and Letters Professional Development at al-profdev@csus.edu for review.
• Personal only travel. This is time off that you must discuss and have pre-approved with the Dept. Chair.
• Arts & Letters faculty and staff must complete the Arts & Letters Supplemental Form for all virtual events. These types of events do not require a Concur travel request - this form is to ensure that participation does not conflict with teaching or other instructional schedules. Please submit this form to the Dean's Office at al-profdev@csus.edu and include all information required on the form. This process is not necessary if the event does not interfere with class or work schedules.

Travel Timelines for Concur Submission

• 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.

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.

New 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, 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 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.

New Travel Requests - 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 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

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.

Student Travel

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

Approval Flow

Concur Travel Request Approval Flow for the College of Arts & Letters

Concur Approver Requirements and Resources.

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
• Hotel
• Car Rental

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.

Allowable Expenses

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

• 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. Log into Adobe sign from your “MySacState”, select “start from library, then select ”templates”, type in 261. Select either a renewal (if you have done this process in the last 12 months) or if this is your first request use “ABA_Risk Management_STD 261 Form”.
• Airfare
• Hotel
• Meals
• Car Rental
• Incidentals

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

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 an additional statement (word document addressed to Provost) citing the reason(s) for late submission is also 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 is linked to the request.
• Make sure you have all itemized receipts ready.
  • For meal reimbursement, all itemized receipts must be included.
  • If you have lost or misplaced any receipt and would like to request reimbursement, you must include the Missing Receipt Affidavit with your report and include 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.
  • 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. 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

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
  • 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
  • All other depts not specifically listed please call ext. 8-5099, book an appt, or email the Dean’s Office Travel Coordinator.