SDSU Volunteer International Travel

The section below only applies to SDSU volunteers or Immediate Pay Employees who use state funds to travel on university business, have a Red ID, and are 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:

Complete the Travel Registry

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 can be approximated until you can update 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 10 days go by, starting from when the International Safety Unit receives your Concur international travel request, and your Travel Registry for the trip has not been submitted and approved, then you may be required to resubmit your international travel request in Concur.

The Travel Registry must be completed before submitting a Concur Travel request.

Step 3:

Complete a T2 Form to request travel authorization. Forms must be submitted 45 days before travel. Refer to How to Submit the T2 Form (PDF) for more information on how to access and complete the form.

T2 & Travel Registry must be approved before travel is booked.

Step 4:

Risk Management will email the travel Insurance to the traveler within 2 weeks. 

You cannot travel until you have received travel insurance.

Step 5:

Complete iExpense reconciliation in Oracle 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 more. 

Step 6:

SDSU Volunteers will receive a check mailed or electronic payment (if they have 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. 

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 How to Access Adobe Sign Workflows (PDF).