Employee International Travel
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The following section applies only to SDSU employees. If you are an SDSU Research Foundation (SDSURF) employee, you are not required to submit a Travel Registry (TR) for foreign travel. Instead, you must follow the SDSURF foreign travel approval process through SDSURF Risk Management.
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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.
Step 2:
Submit a complete Travel Registry
A complete Travel Registry must be submitted at least 45 days prior to the start of the international trip (or as soon as the traveler has confirmed that their trip is more likely to occur than not) and before submitting the Concur request, so that the International Safety Unit can review the travel before you initiate the Concur submission, since travel may be denied to certain high-risk locations.
When filling out the 'Itinerary' section and you don't have your travel details, you may put placeholder information (i.e., 'XYZ') in those fields that require an entry, such as airline, hotel name, and departure airport. Other required itinerary information (i.e., dates) can be approximated until you can update your Travel Registry itinerary with confirmed information. All Travel Registry sections noted with an exclamation mark, asterisks, alert message, or otherwise appearing as incomplete must be completed for it to be approved. If you have a flight layover at an airport(s) for which you are not physically leaving the airport, do not put that layover airport location in your TR itinerary.
If 10 days go by starting from when the International Safety Unit receives your Concur international travel request, and a complete Travel Registry for the trip has not been submitted and approved, then you may be required to resubmit your international travel request in Concur. Travel may not commence until all applicable approvals have been received in Concur. Traveling without proper approvals can jeopardize expense reimbursement and the ability to perform future travel.
Step 3:
Submit international travel request through Concur. For more information on how to complete and submit a travel request, refer to CONCUR - How to Create and Submit a Travel Request Guide (PDF) or the Concur Travel: Creating and Submitting a Travel Request (YouTube). Travel may not commence nor be booked until all applicable approvals have been received in Concur and the associated Travel Registry has been approved. Traveling without proper approvals can jeopardize expense reimbursement and the ability to perform future travel.
Step 4:
Concur can be used to make air, hotel, and rental car reservations for campus travel. Once the Travel Registry and Concur are approved, travelers can easily book their travel from their desktop or mobile device.
Step 5:
Once the Travel Registry and Concur Travel Request are approved by International Affairs, BFA Risk Management will issue the Foreign Travel Insurance Program (FTIP) to the traveler within 2 weeks. You cannot travel until you have received travel insurance. If your itinerary changes after FTIP has been issued to you, you must contact BFA Risk Management at [email protected] and [email protected] to ensure your dates of coverage are also changed.
Step 6:
You can expense personal travel expenses or use your Aztec Travel Card. If using an SDSU credit card, you must use the Aztec Travel Card. Please note receipts are still required for any charges on the Aztec Travel Card.
After travel is finished, you must submit an expense report through Concur. When using Concur, you are no longer required to use the Per Diem Worksheet. Please note you have 30 days after the travel end date to submit your expense report. For details on how to create and submit your expense report, please visit CONCUR - How to Create an Expense Report Guide (PDF) or watch the Concur Travel: Creating and Submitting an Expense Report (YouTube).