Employee International Travel
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The section below 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.
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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 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 iitinerary 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 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. Once you request your trip, the workflow will automatically route to your FAH approver and supervisor for approval. International travel requests are also routed to International Affairs for approval as the final step in Concur.
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.
Step 4:
Concur can be used to make air, hotel, and rental car reservations for campus travel. Once the Travel Registry is approved and the trip is approved through Concur, travelers can easily book their travel from their desktop or mobile device.
Step 5:
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.
Step 6:
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, please watch the Concur Travel: Adding International Hotel Per Diem to an Expense Report (YouTube) and Concur Travel: Creating and Submitting an Expense Report (YouTube). or visit CONCUR - How to Create an Expense Report Guide (PDF).