Forms & Policies

  • International Travel Authorization/Travel Advance Form (xlsx)
    ​This is a dual purpose form and is required for all International Travel Authorization requests as well as all travel advance requests, inclusive of domestic and international travel.
    • For International Travel: Prior to any international travel, approval must be obtained in writing from the President of the University. The traveler must complete and submit both the International Travel Authorization/Travel Advance form and the Foreign Travel Insurance Request Form (pdf). In addition, the traveler must sign up for the U.S State Department's Smart Traveler Enrollment Program (STEP) . Once the travel has been approved, forward both forms to Accounts Payable. Upon receipt of the forms, the insurance will be purchased and the International Travel Authorization/Travel Advance form will be kept on file and attached to the completed Travel Expense Claim once submitted. High Hazard International Travel to "War Risk" countries must continue to be submitted to Systemwide Risk Management in the Chancellor's Office for review and approval. "War Risk" countries are countries designated as such by the CSU's Foreign Travel Insurance Program (FTIP) underwriters. For more information about this process, contact the Accounts Payable.
    • If requesting an "Early Bird" advance (more than 30 days from the date of departure), additional documentation is required. Please contact the Accounts Payable for more information.
  • Travel Certification Form (pdf) 
    This form is only to be utilized by Non-Employee Students, Volunteer Employees, and Interview Candidates who travel on University business.
  • Travel Expense Claim (xlsx) 
    Request reimbursement for travel expenses for all Business Units SOCMP, SOFDN, SOSSE, and SOASI.
  • Travel Expense Claim Instructions  
    A guide for completing the form with permissible limits, data field formats, abbreviations, etc.
  • Use of ProCard for University Travel Expenses Form 
    This form is required when the ProCard is used for Conference/Meeting Registration fees and local Enterprise Rental Car fees.
  • Business Process for Use of ProCard for University Travel Expenses Form  
    The Business Process document outlines the requirements for the traveler and the ProCard holder as well as the Travel Expense Claim and the ProCard Report when the ProCard is used for University Travel Expenses.
  • Hotel Occupancy Tax Waiver (pdf)
    Hotel/Motel Transient Occupancy Tax Waiver (Exemption Certificate for State Agencies)
  • Travel Approval and Safety Plan Form (pdf)
    Effective June 1, 2021, the California State University will resume the authorization of travel that was previously suspended due to the COVID-19 pandemic. Travel must be pre-approved and travelers should follow all federal, state, and local health orders in both the area of origin and the destination. The creation of a travel safety plan will be required. This applies to any and all University and auxiliary travel, including athletics, clubs and grant-funded travel. 
  • CSU Travel Policy and Procedures 3601.01 You will be prompted to sign in if you aren't already logged into SSU Online Services
  • Refer to Section V. for a link to the Travel Procedures and Regulations effective 10/20/2016.