NSM Travel Instructions Faculty/Staff Travel

The following information is intended to provide faculty and staff within the College of Natural Sciences and Mathematics with the information they need when traveling 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 before any travel. For comprehensive information, please review the CSU Travel and Business Expense Reimbursements Policy, in addition to Sac State's Travel Policy.

To better understand your role in complying with the University's travel regulations, please review the outline of Traveler's Responsibilities for travelers, approving officials, and the University Accounts Payable & Travel Office.

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 in Concur no later than 4 weeks prior to the anticipated departure date:
- State-funded travel – enter Travel Request through Concur using the correct fund and class codes for the funding source (NSM PDP and start-up funded travel is state-funded).
- For UEI-funded travel, submit a Concur Travel Request as $0 Unfunded/Liability Only. Further instructions can be found in UEI's travel website.
- NOTE: Liability-only/unfunded travel requests do not need an expense report. Close out the approved request after travel has been completed.
- University Foundation at Sacramento State (UFSS) travel – enter a Travel Request through Concur using fund MDR01 and the class code associated with the X account.
Please be sure to 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, submit a Travel Policy Exemption Justification Form, signed by the Provost, with your Concur request.
Only after your request is fully approved, may you book travel through the Concur system, if possible.
Expense Report must be submitted within 60 days of the end of a trip.
Download the Concur for Mobile app to upload and manage Expense Report items from your cell phone.

Meals and Incidental Expenses

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.

Employee Meal Reimbursement - Per Diem based on location. Meal and incidental receipts are not required.
Travel to Hawaii/Alaska -Per Diem Rates for Incidentals, Meals, and Lodging.

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 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 must begin the travel insurance process along with their Concur application and submit it as soon as the application is 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, and 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.

Employee Meal Reimbursement - Per Diem Rates for Incidentals, Meals, and Lodging. Receipts are not required for this expense type.

Concur International Workflow Information for Approvers

Request Timeline – Edit Approval Flow
- Dean (manually add to workflow if not the direct supervisor)
- David Zeigler, Interim Vice Provost for Student Academic Success (manually add to workflow)
- Provost (manually add to workflow if not the direct supervisor)
- Kristen Tudor, delegate approver for President (manually add to workflow if needed).

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. Then hit “Send.”
- You will be prompted to complete the rest of the fields and enter your employee ID number. 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.
Rental car information
Mileage and relocation rates