Employee Domestic Travel

PLEASE READ: Effective April 1, 2024 – The policies and procedures represented in the Employee Domestic, Employee International, and Corporate Travel Card (CTC) pages will be replaced by Concur. A grace period of 90 days will begin, to phase out the previous policies, expiring on July 1, 2024. You are strongly encouraged to familiarize yourself with Concur during this period.
Learn About Concur

This section only applies to employees who are using state funds to travel on university business. If you are traveling and using Research Foundation funds, please refer to the SDSU Research Foundation travel website for more information. 

Pro Tip: For more information regarding the new Travel Per Diem policy, please visit our Resources and Support page under the New Travel Documents/Forms section.

Step 1:

Review CSU Travel Policy and the SDSU Travel Policy (PDF) to ensure you are aware of the requirements of the policy. If you do not comply with the policy, you may not be reimbursed for your travel costs.

Pro Tip: The nightly lodging rate for domestic travel based on actual expense incurred may not exceed $333 per night, excluding taxes.

Step 2:

Complete a T1/T2 Form via Adobe Sign to request authorization from your supervisor and FAH approver. Refer to How to Submit the T1/T2 Form (PDF) guide for more information on how to access and complete the form.

A T1/T2 must be approved before travel begins. 

Step 3:

After travel is finished, complete iExpense reconciliation in Oracle (for CTC card holders) or the Travel Expense Claim form with required receipts/documentation within 60 days of the return travel date. Itemized receipts are required for all expenses of $75 or any charges on Corporate Travel Card (CTC).

Pro Tip: If you have CTC charges, you must use iExpense to reconcile those charges. iExpense can also be used for out of pocket expenses.

Pro Tip: Starting January 1, 2024, travel meals are reimbursed on a per diem basis. Please review the information found under the New Travel Documents/Forms section. You can also directly download theSDSU Per Diem Worksheet (effective Jan. 1, 2024) (Download)

Step 4:

Submit iExpense reconciliation in Oracle or Travel Expense Claim along with the required receipts/documentation to the Procure-to-Pay team ([email protected]) for processing. 

Step 5:

The employee will receive a check or electronic payment (if the employee has signed up for direct deposit) once the iExpense or Travel Expense Claim is approved by the Fiscal Authorization Hierarchy (FAH) approver and processed by the Procure-to-Pay team.

To enroll in direct deposit, please complete and submit the Direct Deposit Authorization form via Adobe Sign. Please note this is not the same Direct Deposit as HR payroll. For more information on how to access and submit a form through an Adobe Sign Workflow please refer to the How to Access Adobe Sign Workflows (PDF).

Mileage

The SDSU Monthly Report of Official Mileage by Private Car (2024) form is used to request reimbursement for mileage when using a private vehicle for university business. Effective January 1, 2024, the mileage rate reimbursement is 67 cents per mile.

Step 1:

Complete the Authorization to Use Privately owned Vehicle" (Std. Form 261) and a Defensive Driving Certificate. For more information visit the SDSU Parking and Transportation Intranet site (login required).

Step 2:

Complete a T1/T2 Form to request authorization from your supervisor and FAH approver. Refer to How to Submit the T1/T2 Form (PDF) for more information on how to access and complete the form. A T1/T2 must be approved before travel begins.

Step 3:

Complete the Travel Expense Claim form with the required receipts/documentation within 60 days of the return travel date. Refer to CSU Travel Policy and the SDSU Travel Policy (PDF) for more information and guidelines for the required documentation.

Step 4:

Complete the Monthly Report of Official Mileage by Private Car 2024 (Download) for mileage reimbursement.

Step 5:

Submit the Travel Expense Claim along with the Monthly Report of Official Mileage by Private Car 2024 (Download) and T1/T2 form to the Procure-to-Pay team ([email protected]) for processing.

Step 6:

The employee will receive a check or electronic payment (if the employee has signed up for direct deposit) once the Travel Expense Claim is approved by the Fiscal Authorization Hierarchy (FAH) approver and processed by the Procure-to-Pay team.