SDSU Research Foundation Employees

This webpage provides guidance for San Diego State University Research Foundation (SDSURF) employees who will be seeking reimbursement from the SDSU Procure-to-Pay (P2P) Accounts Payable (AP) for approved international travel.

Important Notes:

• In most cases, SDSURF employees travel using SDSURF funds for university business travel.
• In the limited situations where the SDSURF employee is approved to use state funds to cover any portion of their university business travel, the traveler must comply with both the SDSU and SDSURF policies, procedures, and requirements.

The following steps outline the process for SDSURF employees traveling internationally on university business using state funds:

Step 1: Review Applicable Policies and Requirements

The traveler and the SDSU host department representative should review the following resources to understand all applicable requirements:

• CSU Travel Policy
• SDSU Travel Information (PDF)
• San Diego State University (SDSU) Safety and Security Policy and Resource Handbook for International Travel (PDF)
• SDSURF Travel Policy
• SDSURF Foreign Travel Requirement (SSO)

If you do not comply with the policies, you may not be reimbursed for your travel costs.

Step 2: Obtain SDSURF Travel Approval and Insurance Coverage

The traveler must complete and submit an Emburse Travel Pre-Approval Request and a request for Foreign Travel Insurance Request Form (FTIP) coverage via AdobeSign Web Form following SDSURF new travel approval workflow. SDSURF employees should not submit an SDSU Travel Registry, as it is designated specifically for SDSU-paid employees. Please refer to the Foreign Travel section on the SDSURF website, where you’ll find easy-to-follow guidance on submitting your Emburse travel pre-approval, requesting travel insurance coverage, enrolling in the Smart Traveler Enrollment Program (STEP) for added safety, and more.  If you have any questions or need assistance, contact the SDSURF Risk Management team at 619.594.4076 or by email at [email protected].

Step 3: Submit the SDSU Travel Authorization Form (T2)

On behalf of the traveler, the SDSU host department representative must complete and submit the Travel Authorization Form (T2) to the SDSU P2P AP using the established AdobeSign workflow. Refer to the Guide on How to Submit the T1/T2 Form (PDF) for instructions. The T2 form must be submitted at least 45 days before the trip start date (or as soon as the traveler has confirmed the trip will occur and has received supervisor approval). When completing the T2 form, enter the hosting Department Manager in place of the Traveler’s Supervisor. The traveler may begin booking travel only after the T2 form has been fully approved.

Step 4: Submit the Travel Expense Claim (TEC)

Within 60 days of the return date, the traveler must complete and submit a Travel Expense Claim (TEC) through AdobeSign, along with all required receipts and supporting documentation.

Step 5: Receive Reimbursement

After the TEC and supporting documentation have been approved by the appropriate Supervisor and Fiscal Authorization Hierarchy (FAH) approvers and processed by the P2P team, reimbursement will be issued to the traveler by check.