International Travel

Key points to remember when traveling on University business. Be sure to refer to the CSU Travel Policy for complete rules and guidelines.

Travel Instructional Guide 

What to do before you travel:

  1. Traveler
  2. Department chair/supervisor
  3. Dean/Asst Dean (if applicable)
  4. Director for the Center of International Program
  5. Campus President (required for all international travel)
  6. Chancellor (required for travel to "War Risk" countries). Refer to the 2017/2018 CSURMA War Risk Country List
  • Refer to the Chancellor's office memo (10/27/14) regarding Foreign Travel Insurance Program requirements.
  • Register with the U.S. Department of State's STEP program (Smart Traveler Enrollment Program) and attach the STEP Registered Itinerary to the Request for International Travel form.
  • Send the original to SBS 345. The travel office will notify traveler (and travel arranger) of the travel authorization number assigned and will send a copy to Contracts & Procurement office.
    • ​Keep a COPY for yourself to take with you on your trip
    • Keep a COPY for your department files
  • HSU is now set up with the State of California approved travel agency CalTravelStore in order to secure state rates. It is recommended that travel arrangement be booked through CalTravelStore. To book travel through CalTravelStore, call (916) 376-3989. Agent will ask you to provide the following information:
    • Name of traveler (as it appears on the government issued ID the traveler plans on using when checking in with the airlines)
    • Date of birth
    • Travel Authorization Number (issued by HSU)

While you travel:

  • Be aware of reimbursement rules. (Refer to the CSU Travel Policy.) Also refer to the HSU Exception to the CSU Travel Policy for additional information specific to HSU Campus.
  • Keep your itemized receipts (any reimburseable item costing $75 or more) as well as airline boarding passes (as proof of travel).

What to do after completion of travel:

  • Complete a Travel Expense Claim form and obtain an approval signature.
  • Submit the original Travel Expense Claim form and original receipts/documents to SBS 345 (you may keep a copy for your records, but originals should be submitted).
  • Hotel/lodging, meals and incidentals are covered under the international per diem rates relevant to the place of travel.

Tips for ensuring timely processing of your Travel Expense Claim:

  • Documentation for airfare charges should contain proof of payment. Keep your boarding pass to attach to your travel expense claim, as this is proof of travel.
  • Attach a screen print showing the allowable per diem rate for lodging, meals and incidentals applicable to the country and dates of travel.
  • Any other reimburseable expense costing $75.00 or more requires an itemized original receipt. Indicate the US exchange rate on each receipt.
  • Although you are not required to submit receipts for charges under $75.00, it is highly recommended that you keep all travel-related receipts. If in doubt, keep your receipts.
  • All Travel Expense Claims must contain an approval signature.
  • If you lost your receipt (or was not provided one), use the Lost Receipt Memo and attach with your claim.
  • An approved Request for Authorization to Travel form should have already been submitted to SBS 345 prior to travel. Indicate the Travel Authorization number on the Travel Expense Claim for easier reference.
  • Keep a "copy" of your Travel Expense Claim (and supporting documents) for your records.

International Travel - Insurance Requirement

10/27/14 memo from the Chancellor's office: High Hazard International Travel Approval Process and Requirement to Purchase Insurance.

Campuses are advised to check the U.S. State Department website and Systemwide Risk Management's website for the most current high hazard international travel warning information. (Both lists are subject to change.)

Refer to the International Travel page for additional information.

Other useful links: