International Travel

Please note: All International Travel, including $0 travel, must go through Concur (unless SPF or Advancement) for insurance reasons. Be sure to refer to the CSU Travel Policy for complete rules and guidelines.

International Travel (Concur: All Stateside Funded Business, Including $0 Travel)

  1. Fill out an International Travel Form and send to International Programs for review and approval. This form is needed for insurance, which is required for all international travel. The form can be sent to Leslie Anderson at lka4@humboldt.edu or the International Programs office at international@humboldt.edu.
  2. The traveler will receive the signed form via email once it is approved.
  3. Attend a Concur training session (if you have not yet).
  4. Use Concur to create your trip request.
  5. Attach the approved International Travel Form from International Programs along with any itinerary information in Concur.
  6. Submit your trip request through Concur.
  7. Obtain the State Travel Card (this is required if your travel is fully funded by the University. If your travel is partially funded, or not funded, this is optional).
  8. Upon approval, book your trip.
  9. While you travel, use your State Travel Card (if applicable).
  10. When you return, verify transactions and submit your expense report.

International Travel (Paper Method: SPF and Advancement Only)

  1. Fill out an International Travel Form and send to International Programs for review and approval. This form is needed for insurance, which is required for all international travel. The form can be sent to Leslie Anderson at lka4@humboldt.edu or the International Programs office at international@humboldt.edu.
  2. Complete a paper-based Request for International Travel form (if your travel is funded by SPF or Advancement) and obtain approval signature(s) PRIOR to traveling.
  3. Refer to Paper Travel Guide for instructions.
  4. Send the original to SBS 345. The travel office will notify the traveler (and travel arranger) of the travel authorization number assigned and will send a copy to the Contracts & Procurement office.
  5. For additional information, please read the Paper Travel Instructional Guide.

What to do before you travel:

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.)

Other useful links: