SDSU Guest International Travel

The section below only applies to SDSU guests such as Consultants, Contractors, and Guest Lecturers who use state funds to travel on university business and do not have a Red ID and/or is not registered with HR.

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:

The SDSU host Department Representative must be a delegate to create a Travel Registry trip for the guest traveler. The Travel Registry must first be approved by the International Safety Unit before the following steps (i.e., T2 process) are initiated. Delegates can contact [email protected] for additional information regarding Travel Registry.

The SDSU host Department Representative must complete the T2 on behalf of the SDSU Guest.

Domestic Guest Lecturers don’t do a T2 or a TEC, they fill out the Domestic Guest Lecturer form

Then either the Representative or traveler can book travel.  Forms must be submitted 45 days before travel.  

• When filling out the T2 for non-employees, enter the hosting Department Manager in lieu of the Traveler’s Supervisor.  
• A T2 may not be needed if the travel expenses are incorporated into an SDSU supplier contract.  The CSU and SDSU travel policies still apply.

Step 3:

Complete the required documentation based on the type of Guest (if needed):

Guest Lecturer

• Guest/Special Lecture Form
• Supplier Information Form (PDR-STD 204)
• W-8BEN

On-Campus Interview Candidate

• Request for Authorization for Reimbursement of On-Campus Interview Expense Form

Step 4:

Guests traveling on SDSU funds must have the Foreign Travel Insurance Program (FTIP) insurance bound for them. FTIP questions are incorporated in the Travel Registry process and must be answered completely. The SDSU host Department Representative must ensure FTIP is bound for the guest traveler and may do so by coordinating with BFA Risk Management ([email protected]).

Step 5:

The SDSU Department Coordinator will submit the Travel Expense Claim (TEC) through AdobeSign.

Step 6:

SDSU Guest will receive a check once the Travel Expense Claim and supporting documents are approved by the Supervisor & Fiscal Authorization Hierarchy (FAH) and processed by the Procure-to-Pay Team.