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Travel

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Domestic Travel Timeline Requirements

45 DAYS - Travelers that submit Travel Request 45 Days or more before travel can work with [email protected] for assistance in ensuring everything is submitted accurately, which will expedite reimbursement upon returning from travel.

30 - 44 DAYS - Travelers must submit a Travel Request a min. of 30 days prior to travel to ensure that the budget can be reviewed, and all signatures obtained before travel occurs (Traveler, Dept. Chair, Budget Analyst and Dean). COE Travel will review to ensure the budget is accurate. If there are other errors, the traveler will need to work with University Travel Operations ([email protected]) and/or Concur Open Labs upon their return to correct the errors which may lead to a delay in reimbursement.

Booth/Exhibit (as part of Travel)

60 DAYS - Any travel that includes booth/exhibit fees must be submitted 60 days prior to travel.

International Travel Timeline Requirements

90 DAYS - Travelers that submit Travel Request 90 Days or more before travel can work with [email protected] for assistance in ensuring everything is submitted accurately, which will expedite reimbursement upon returning from travel.

45 - 89 DAYS - Travelers must submit a Travel Request a min. of 45 days prior to travel to ensure that the budget can be reviewed, and all signatures obtained before travel occurs (Traveler, Dept. Chair, Budget Analyst, Dean, Provost Office and Risk Management). COE Travel will review to ensure the budget is accurate. If there are other errors, the traveler will need to work with University Travel Operations ([email protected]) and/or Concur Open Labs upon their return to correct the errors which may lead to a delay in reimbursement.

Study Abroad

90 Days - Study Abroad travel for students requires a minimum of 90 days. Prior to submitting any study abroad requests, please reach out to [email protected].

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Forms

University Relate Travel Form - TBA
Travel Estimate Form - TBA
Paper Travel Request Form - TBA

Open Office Hours

Open office hours with the College of Education's Travel Coordinator is available for faculty, staff, and students. These hours are available for drop-in travel questions and assistance with travel paperwork that follows College of Education timelines listed above. Please drop-in or reserve a time slot. In person at CP500 or on Zoom.

Please email [email protected] regarding any travel-related questions.

View Open Office Hours

Resources / Quick Guides

Concur Guides from Chancellor's Office

The CSU Systemwide Concur platform provides a simple, streamlined way to request travel, book university rate reservations, and submit expense reports - all in one place

CSU Concur User Resources

Travel Operations

The CSUF Travel Operations provides various resources, guides, and office hours to support travelers with their requests and expense reports.

Travel Operations Resources

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General Overview of Travel Process

Below is a step-by-step guidance for business travel including the travel request, expensive report, and closing out your travel after reimbursement.

Travel Requests

Before any university related travel takes place, a Travel request must be submitted and approved. Depending on the funding you have available for the travel, it will be either submitted through Concur or in electronic “paper” format. This applies to all types of travel – domestic, international, and blanket travel.

Step 1: Plan Ahead

If you are traveling internationally, you will need to first submit an international travel insurance request through Risk Management.

International Travel Insurance Request

Submit travel requests before College of Education deadlines
- Domestic: 45 days before first day of travel
- International: 90 days before first day of travel
- Conference Booth: 60 days before first day of travel

Step 2: Check Funding Source and Funding Amount Available

If you are using the Dean's Travel Award, use the chartfield below:
- Department ID: 10370
- Fund: THEFD
- Program: 5278

Step 3: Use the Correct Modality (Concur or "Paper")

Any travel with any type of stateside funding (either full amount or partial amount) will be submitted through Concur
Travel will funding fully from ASC or Philanthropic Foundation will be processed via electronic “paper” format

Step 4: Estimate Expenses

Enter your expected expense types and estimated amount per expense type.
Common possible expenses: Registration, Meals, Hotel, Airfare, Parking, Mileage, Taxi

Step 5: Attach Supporting Documents

Conference flyer (with conference dates)
Conference registration fee chart (how much the registration will cost)
Travel Estimate Form
University Related Travel Form (signed by your Department Chair)
Invitation to present (if applicable)
Any additional funding approvals/award letters

Step 6: Submit Travel Request

If submitting electronic "paper" format, please email your documentation all in one PDF packet with all attachments to [email protected]

Step 7: Track Approval Status

The request will then go through review and approvals
If revisions or more information is needed, please provide the requested information and submit as soon as possible.
Once the travel request is approved, you will either have an “Approved” status on Concur or a TR/TAA# will be issued for electronic “paper” packets.
After your request is approved, you can then make purchases for your travel.

Policy Reference

Refer to Travel and Business Expense Payment Policy for details on the University Travel Policies. Please note that there are also College specific travel policies for each College. You can reach out to the College of Education’s Travel Coordinator for additional information on the additional policies and procedures within the college.
Friendly reminder, that only the most economical options will be reimbursed. Upgrades are not eligible for reimbursement. If you are unsure which expense types are eligible for reimbursement, please contact the Travel Coordinator for clarification.

What to Know Before You Travel

Before you hit the road, make sure you're set up for a smooth and compliant trip. This section outlines what every traveler should review before departure.

Travel Policy Overview

Get familiar with the University's travel policy, including:

Travel authorization requirements: All travel must be pre-approved in Concur, including blanket and split-funding trips.
Subsistence and transportation rules: Understand what's reimbursable, including M&IE rates, lodging, airfare, and rental cars
Documentation standards: Learn what receipts and records are required for reimbursement.

Pre-Trip Checklist

Before you travel, be sure to:

Submit your request in advance – especially for international or high-risk destinations.

Note: Your travel request should be fully approved before you begin travel

Secure travel insurnace: For foreign travel, request CSU liability coverage.
Match your itinerary: Ensure your travel request aligns with your insurance and booking details. If any of your itinerary changes before you travel, please reach out to COE's Travel Coordinator so the details can be revised before you begin your travel.
Know your documentation: Avoid delays by preparing receipts, confirmations, and proof of payment that match your approved request.

Expense Report

Expense Report Submission Guide:

Submit within 60 days of return
Include all expenses to the report. Note to the travel coordinator if there were special circumstances for your payment method.
Submit your expense report using the same modality as your travel request. (Concur vs. electronic "paper" form)
- If you used Concur, please make sure to link your travel quest to the expense report.

Documents Needed for Expense Report

Program/Agenda from Conference (or other)
Itemized receipts of your expenses. It is best to have as much of the following information on your receipts (name, date, payment method, what item was purchased, amount, zero dollar balance/amount paid, last 4 digits of credit card)

Blanket Travel - TBA

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