Checklist for Travel - International Travel

IMPORTANT UPDATE:

** Approval from the Chancellor's office is required for travel to both high hazard and travel warning countries. The Chancellor's office requests that all travel authorizations which need approval be received in their office at least 30 days in advance. Please factor in the additional time for obtaining HSU approvals and the Chancellor's approval when submitting your Request for International Travel form. Requests received in the Chancellor's office with five business days or less from the date of travel will not be considered. HSU faculty and staff may not travel abroad on university business without active enrollment in the Foreign Travel Insurance Program (FTIP). **

China requires invitation for tourist & Business Visas. (posted 8/7/12).

3/25/13 Memo from the Chancellor's office: International Travel & Requirement to Purchase Insurance

The following provides a quick overview of key points to remember when traveling internationally on university business. Be sure to refer to the Campus Travel Manual/Policy (Section XIII) for complete rules and guidelines.

Checklist for Travel

  • Before You Travel
    • Review the high hazard list and the U.S. Department of State website to determine if the country you intend to travel has a travel warning restriction. (Lists are subject to change at any time.)
      • Approval from the Chancellor's office is required for travel to both high hazard and travel warning countries. The Chancellor's office requests that all travel authorizations which need approval be received in their office at least 30 days in advance of travel. Please factor in the additional time for obtaining HSU approvals and the Chancellor's approval when submitting your Request for International Travel form. Requests received in the Chancellor's office with five business days or less from the date of travel will not be considered.
    • Obtain an approved Request for International Travel form PRIOR to traveling.(Refer to HSU Policy P13-01 Pre-Authorization Travel Requirement.)
    • Refer to the Chancellor's office memo (3/25/13) regarding Foreign Travel Insurance Program requirements.
    • Register with the U.S. Department of State's STEP program (Smart Traveler Enrollment Program), and attach the STEP Registered Itinerary to the Request for International Travel form.
    • Obtain all necessary approval signatures. International travel requires the following approval signatures:
      1. Traveler
      2. Department chair/supervisor
      3. Dean/Asst.Dean (if applicable)
      4. Director for the Center of International Program
      5. Campus President (Chancellor as defined in the Chancellor's memo)
    • Submit the ORIGINAL approved Request for International Travel form to Business Services/SBS 345 in order to obtain a travel authorization number.
      • Keep a COPY for yourself to take with you on your trip
      • Keep a COPY for your department files
      • Send a COPY to Contracts & Procurement
    • Go to the Giselle's Travel website, complete a Business Traveler Profile (if not already done).
    • Make travel arrangements through the University's authorized travel agency Giselle's Travel by speaking to an agent, or completing a travel request form through the Giselle's Travel website.
      • Call Giselle's Travel at (800)523-0100 or (916)922-0330

      OR

      • Go to the Giselle's Travel website, click on Corporate & Government Travel link, then State of California link. Complete and submit the request form indicating travel preferences. Once form is submitted to Giselle's Travel, a travel agent will work on the request and the traveler and/or travel arranger will be notified by email (or phone call) to verify and confirm the travel arrangements.
    • Any trip requiring the traveler to drive is prohibited until Defensive Driving Training has been completed. Refer to the Facilities Management website for information.
    • If you do not have a campus issued travel credit card, refer to the Contracts & Procurement website to apply for a US Bank Visa Travel Card or American Express card.
    • Sign up for Direct Deposit for Employee Reimbursement which allows for faster reimbursement.
    • If you are requesting a travel advance, your request must be received by Business Services office no later than 5 week days prior to your departure. Attach any supporting documents to help speed up the process.
  • While You Travel
  • After You Travel
  • TIPS for ensuring timely processing of your Travel Expense Claim:

  • Documentation for airfare charges should contain proof of payment. Keep your boarding pass to attach to your travel expense claim, as this is proof of travel.
  • Any reimburseable items costing $25.00 or more requires a receipt.
  • All Travel Expense Claims must contain an approval signature. (Refer to HSU Policy P13-01 Pre-Authorization Travel Requirement.)
  • An approved Request for Authorization to Travel form should have already been submitted to SBS 345 prior to travel. Indicate the Travel Authorization number on the Travel Expense Claim for easier reference.

Did You Know?

  • You must obtain an approved Request for International Travel form before traveling in order to be reimbursed for your expenses. (Refer to HSU Policy P13-01 Pre-Authorization Travel Requirement.)
  • HSU will not reimburse for alcohol using any state funds.
  • Tips (other than for meals) are included in the daily allowance for all incidental expenses.
  • Meal reimbursements for travel of less than 24 hours are taxable and reportable income.
  • The University does not contract with car rental agencies outside the U.S. When booking a rental car for international travel, travelers must purchase Collision Damage Waiver and Liability insurance. However, if you use your campus-issued credit card (US Bank or American Express), you DO NOT need to purchase rental car insurance as it is already covered for business-related travel. However if you use your personal credit card to book a rental car for business, you need to purchase car rental insurance.

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