Travel Guidelines

The following information is intended to provide faculty within the College of Health & Human Services the information they need when travelling on behalf of the college and/or for official university business. All travel will be in accordance with the University's policies and procedures, collective bargaining agreements, and prudent accounting practices.

Individuals traveling on university business must familiarize themselves with, and adhere to, the policies, and obtain documented authorization prior to any travel.

All university-related travel must be approved in advance regardless of the funding source. This includes travel that you are paying for yourself.

The following information is provided to help users comply, plan, and receive reimbursement for their allowable expenses.

Process and Guidelines for Travel

If you have been approved for travel funding, please begin the request/approval process. See steps below.

Submit a Travel Request

State funded travel & University Foundation at Sacramento State (UFSS) travel – Enter travel request through Concur.
Liability and unfunded travel must be entered as requests in Concur but do not need expense report.
Clearly indicate any personal dates of travel in the appropriate box on the Request Header.
Include a conference agenda and funding approval in the supporting attachments.
If using multiple funding sources, please make sure to allocate each funding source correctly, and make a note of the funding breakdown in the comments section of the Request Header.
Submit your travel request for the total amount funded only. Any requests over your funding amount will be sent back to edit the anticipated expenses to the approved funding amount.
If you anticipate lodging to be over the $333 per night maximum, excluding fees & taxes, submit a Travel Policy Exemption Justification Form with your Concur request. The Provost will need to be added to your Concur request as an approver and will "sign" your form by approving your request.

Please note: If the conference lodging rate exceeds $333, additional approval is not required as long the traveler can provide documentation of the prearranged conference lodging rate. University employees are expected to obtain the best rates available.

Only after your request is fully approved, may you book travel through the Concur system.

Meals and Incidental Expenses - Per Diem

Policy effective January 1, 2024

Per Diem will be used for domestic locations for meals and incidental expenses. Both international and domestic will now use per diem and receipts will no longer be required for this expense type.

For the travel request: Use the Travel Allowance section of Concur to create your travel itinerary. This will determine your per diem rate by location and meal.
For the expense report: Us the Travel Allowance section to mark any meals provided by the event or your hosts.
Employee Meal Reimbursement (after 1/1/2024) - Per Diem based on location. Receipts not required.
If you choose not to seek reimbursement for per diem, please note on the expense report within the comments section.

International Travel

Please submit Concur Request no later than 45 days prior to the anticipated departure date.
For international travel, be sure to include the Additional Travel Information form as the first attachment.
Faculty/Staff must upload a detailed itinerary covering all dates of travel and activities to concur for review.
If using multiple funding sources, please make sure to allocate each funding source correctly, and make a note of the funding breakdown in the comments section of the Request Header.
Faculty/Staff must begin the travel insurance process along with their Concur Request. Submit the Foreign Travel Insurance form as soon as possible. Travel insurance will be procured once the Concur Request is fully approved. Here is the link for the foreign travel insurance: Foreign Travel insurance.
Travel to the following countries requires an Export Control Review prior to initiating the travel approval process: Cuba, Iran, Syria, North Korea, Russia, China, Crimea region of Ukraine, Belarus, Sudan.
- If you intend to travel to any of these countries for research, conferences, or other business-related purposes, please submit an Export Control Review request. For more information, please visit the Export Control website.
International Travel - Per Diem Rates for Incidentals, Meals, and Lodging

Concur Workflow Information for ASC

Domestic Travel
- Dean (manually add to workflow if not the direct supervisor)
International Travel
- Dean (manually add to workflow if not the direct supervisor)
- David Zeigler, Interim Vice Provost for Student Academic Succes (manually add to workflow)
- Carlos Nevarez, Interim Provost (manually add to workflow if not the direct supervisor)
- Kristen Tudor, delegated approver for President (Automatically built into workflow).

Academic Affairs works with faculty to acquire international travel insurance.

For the most updated approval requirements, view the Concur Approver webpage..

Driving on University Business

If driving on University Business, faculty must complete the New Driver Packet workflow via Acrobat Sign.

All forms must be completed (Vehicle Operation Authorization (VOA), Driver Authorization Process (DAP), and the STD 261 form (Authorization to Use Privately Owned Vehicles on State Business)).
After signing in, you will:
- Enter your supervisor’s email address and your employee ID number. Then hit “Send.”
  - The Approving Authority/Supervisor listed must be Interim Associate Dean Dr. Ben Fell ( fellb@csus.edu )
  - In the Cc field, please add Alma Valdez (alma.zechman@csus.edu)
- You will be prompted to complete the rest of the fields. Once finished, select “Click to Sign.”
- The workflow will send the documents to your supervisor for approval.
- After approval, Risk Management Services will receive an email notification with the final signed agreement.

2. All travel expense reports must be submitted in Concur within 60 days of travel completion.

Department ASCs should pay all course or conference registration fees using a department ProCard. (Otherwise, online conference and/or course registration may not be reimbursed until after the event has ended.)

Travel Guidelines

NOTE: Liability only/unfunded travel requests do not need an expense report. Close out the approved request after travel has been completed. NOTE: Travelers will still see the question “Are you traveling to a banned state?” in Concur until all prior travel has been processed. For the time being, please enter No for this question.
FUND	MDS01/TEHHS/Unfunded Travel	UFSS	UEI
Examples	Operating Expenses, Faculty Professional Development, Faculty Start Up, Indirect Cost	Foundation, “X” Funds, Annual Fund	Grants
TEJ/ITEJ Needed?	NO	NO	NO
Processing instructions	• Traveler – Enters Concur request, include funding source in the comments section. Enter entire funding amount under “other expense.” Only include funded amount, no personal coverage. • Concur should now be used for all University Foundation Sacramento State (UFSS) travel requests and reimbursements, utilizing MDR01 and billing class code. • Department ASC – Verifies funding source and adjust workflow as needed (see workflow below this table) • Budget and Personnel Analyst – Approves funding source • Chair – Approves request • Assoc. Dean – Approves request	• Concur should now be used for all University Foundation Sacramento State (UFSS) travel requests and reimbursements, utilizing MDR01 and billing class code. • Traveler – Enters Concur request, include funding source in the comments section. Enter entire funding amount under “other expense.” Only include funded amount, no personal coverage • Department ASC – Verifies funding source and adjust workflow as needed (see workflow below this table) • Budget and Personnel Analyst – Approves funding source • Chair – Approves request • Assoc. Dean – Approves request	• Traveler-Enters into Concur as $0, Liability Unfunded • Traveler-Enters "UEI funded and account #" in the comments section along with estimate of expenses • Request will route automatically through workflow, ending with Provost. • Once the final approval step is complete, traveler will save a pdf version of the Concur report showing approvals to send it, along with a completed UEI travel request form, to UEI for review and approval

Concur

As of Fall 2019, Sacramento State has adopted Concur as our travel and expense management system. Concur will be our primary system for making travel requests, travel reservations, and submitting travel expense reports.

Concur internal site

Concur Training

The college is fortunate to have experienced and knowledgeable staff from the office of Accounts Payable & Travel, who are always willing to help us with questions and offer guidance:

Concur Reference Guide: Profile Setup

Concur Reference Guide: Request

Concur Reference Guide: Approval

Concur Reference Guide: Expense

If you need Concur Training, email Travel@csus.edu to obtain training information.