Travel - Group International Destinations

Includes all international destinations for employees. Includes travel for Student, Volunteers, Faculty or Staff Leader.

Visit Travel.State.Gov to determine if the destination is LOW RISK or HIGH RISK (High hazard or War Risk Country).

Yes, if

  1. If contract or agreement must be signed
  2. Not using public transportation or commercial airlines
  3. Student lodging is to be charged to the University and not paid directly by the students

If a requisition is required, the minimum time for generating a dispatched purchase order (PO):

A minimum of 10 working days after Purchasing receives all completed documentation.

Rules and Requirements are based on the destination. Refer to the guidelines below:

HIGH RISK TRAVEL destinations - additional guidelines:

N/A

Complete the following forms:

Leader must check if desired destination has been designated as a "High Hazard/War Risk (PDF)" county by the CO before booking trip.

By accepting a contract with the CSU, Contractors must certify they are neither nor its principals or its subcontractors are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in transactions by any federal department or agency (2 Code Federal Regulations[CFR] 180.220, in accordance with the Office of Management and Budget guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR Part 1986 Comp., p. 189) and 12689 (3 CFR Part 1989 Comp., p. 235).

For contracts using both, CSU and federally awarded funds, a debarment check must be completed prior to issuing any procurement contracts of goods or services that are $25,000.00 or greater.

Risk Management Review Required?

Yes

LOW RISK TRAVEL

Travel request must be routed to Risk Managment (minimum 30 days prior to travel)

  1. Travel Request Form (with appropriate signatures)
  2. International Travel Information form
  3. Participant List form (required when travel is with students)
  4. Volunteer Form (If applicable, completed and on file with the department)

Insurance from 3rd party as applicable for transportation, travel agency and/or special event charges.

Release of Liability

HIGH RISK TRAVEL

Travel request must be routed to Risk Managment (minimum 45 days prior to travel)

  1. Travel Request Form (with appropriate signatures)
  2. International Travel Information form
  3. Participant List form (required when travel is with students)
  4. Volunteer Form (If applicable, completed and on file with the department)
  5. Letter from Terrance Graham if travel is to a high hazard/war risk country/travel warning status on travel.state.gov.

Insurance from 3rd party as applicable for transportation, travel agency and/or special event charges.

Release of Liability

  1. Direct billing of airfare or car rental available via campus travel agency (Giselle's). Documents required for this type of payment:
    • Travel Request Form if used by department or direct billing applies
    • Travel Expense Claim Form Appropriately approved
    • Supporting receipts and documents as required by procedures
  2. Employee reimbursement via Check or ACH
    • Travel Request Form if used by department or direct billing applies
    • Travel Expense Claim Form Appropriately approved
    • Supporting receipts and documents as required by procedures
  3. For frequent travelers, US Bank One Card (see PCard Administrator)
    • Travel Request Form if used by department
    • Travel Expense Claim Form Appropriately approved
    • Supporting receipts and documents as required by procedures

NOTE: Invoices received by Accounts Payable, prior to payment, are routed to the requester or approver to verify receipt of service or items. Reference the Invoice Approval Process for more information.

Insurance is required for chartered/hired transportation and 3rd party travel agents. No insurance is required if the flight/train/bus/boat is public transportation/common carrier. This applies to domestic and international travel.

Recommended that traveler register for Smart Traveler Enrollment Program (STEP).

If hotel requires a signed agreement or contract then a requisition is required.

For foreign travel, the purchase of FTIP is required. This applies to all faculty, staff or student who will travel internationally.

Travel Request Form required if using campus travel agent, Giselle's, for airfare or to book Enterprise car rental.

Travel Cost Comparison is required when deviating from normal procedures. For example,

  • Extending a trip for personal days
  • Using alternative transportation, drive versus fly when flying would be
  • the standard mode of transportation
  • Service upgrades

Travel Claim form is required for reimbursement or clearing any advances including travel related one-card charges. Due 30 days after completion of travel.

Common GL Account(s) to Use

606803 - Travel International

Refer to your Division/College/Department for additional policies and procedures.