International Travel Process

Overview

In the Division of Academic Affairs, international travel requests must be routed through the Provost's office for approval when they involve the following: 

• All faculty and staff, whether traveling with or without students.
• All students, whether traveling with or without a faculty or staff member, for academically related purposes, including, but not limited to, field trips, study abroad programs, conferences to present research findings, or to act in some other similar capacity on behalf of the University.

Prior to Travel

1. Prepare an International Travel Request Memo to the Provost; see SAMPLE memo (pdf).
2. Have the memo reviewed and approved by the appropriate parties, e.g., dean, AVP, etc. If signed by a designee, include a record of designation, such as an Administrator-in-Charge email.
3. Attach supporting documentation, including:
   • Agenda/itinerary, invitation, or notification of accepted paper.
   • U.S. Department of State Travel Advisory information for the destination country. Please also indicate whether the destination country is included on the CSURMA High Hazardous and War Risk Country List (pdf).
   • For travel with/by students: 
     • An Academic Field Trip Participant List (pdf) with participant names and emergency contact information, and
     • Release of Liability Form (pdf) completed and signed by each student participant.
4. Create a service ticket in the Provost's Office Portal to submit the Travel Request Memo and supporting documentation in a single PDF file.
5. After your service ticket has been resolved and the approved memo has been returned to you, submit a Travel Request in Concur and attach the supporting documentation as an attachment.

Note: A Travel Request must be submitted and approved in Concur prior to booking travel arrangements and departure.

After Travel is Completed

1. Within 60 days after the end of your trip, submit a Concur Expense Report to request reimbursement of travel expenses. The Expense Report must include all required receipts and appropriate supporting documentation (e.g., conference program or meeting itinerary).

For Additional Information on Domestic Travel

• CSU Travel and Business Expense Payments Policy
• University Accounting Services International Travel page
• Planning Your Trip (pre-travel)
• CPP Travel Checklist (pdf)
• Concur Information and Training Resources
• U.S. Department of State Foreign Per Diem Rates by Location and Meal and Incidental Expenses Allocations
• Submitting Your Travel Expense Report (post-travel)
• Student Travel Guidelines
• CPP International Center Study Abroad Programs

Questions?

For questions about travel, please contact University Accounting Services at travel@cpp.edu.

For questions about provost review and approval of travel requests, please contact John Rodriguez, Administrative Analyst, at johnr3@cpp.edu.