International Travel

Faculty International Travel Approval Process

  1. Traveler – Submits completed application forms and supporting documentation to their supervisor.
  2. Department – Department supervisor reviews and approves travel application.
  3. College/Division – College Dean or Division Vice President reviews and approves travel application.
  4. Senior International Officer (SIO) – SIO reviews U.S. State Department travel advisory for the destination country and approves if destination is deemed safe to travel to. Evaluates any other issue(s) that may preclude approval to travel for the applicant. Reviews application for completeness and accuracy, returns packet to the department if unapproved.
  5. Risk Management – Conducts a risk assessment of the destination country including factors reviewed by the SIO. Evaluates any other issue(s) that may preclude approval to travel for the applicant. Provides travelers a health & safety orientation prior to departure if it was a condition of their approval.
  6. Provost – University Provost reviews the travel application for business purpose, alignment with campus mission, budget, SIO and Risk Management recommendations and college Dean’s memo explaining late submissions (if applicable). Approves or declines travel.
  7. President – Campus President reviews prior approvals and other criteria as appropriate and approves or declines travel.
  8. Office of the Provost – Notifies the traveler and other approvers, via e-mail, of final campus President approval of travel application.

Student International Travel Approval Process

  1. Traveler – Student submits completed application forms and supporting documentation to the college.
  2. College/Division – College Dean reviews and approves travel application.
  3. Study Abroad Office – Reviews application for completeness and accuracy and approves or returns packet to the college.
  4. Senior International Officer (SIO) – SIO reviews U.S. State Department travel advisory for the destination country and approves if destination is deemed safe to travel to. Evaluates any other issue(s) that may preclude approval to travel for the applicant. Reviews application for completeness and accuracy, returns packet to the department if unapproved.
  5. Risk Management – Conducts a risk assessment of the destination country including factors reviewed by the SIO. Evaluates any other issue(s) that may preclude approval to travel for the applicant. Provides travelers a health & safety orientation prior to departure if it was a condition of their approval.
  6. Provost – University Provost reviews the travel application for business purpose, alignment with campus mission, budget, SIO and Risk Management recommendations and college Dean’s memo explaining late submissions (if applicable). Approves or declines travel.
  7. President – Campus President reviews prior approvals and other criteria as appropriate and approves or declines travel.
  8. Office of the Provost – Notifies the traveler and other approvers, via e-mail, of final campus President approval of travel application.

Staff International Travel Approval Process

  1. Traveler – Submits completed application forms and supporting documentation to their supervisor.
  2. Department – Department supervisor reviews and approves travel application.
  3. Senior International Officer (SIO) - SIO reviews U.S. State Department travel advisory for the destination country and approves if destination is deemed safe to travel to. Evaluates any other issue(s) that may preclude approval to travel for the applicant. Reviews application for completeness and accuracy, returns packet to the department if unapproved.
  4. Risk Management – Conducts a risk assessment of the destination country including factors reviewed by the SIO. Evaluates any other issue(s) that may preclude approval to travel for the applicant. Provides travelers a health & safety orientation prior to departure if it was a condition of their approval.
  5. Division VP –Division Vice President reviews and approves travel application.
  6. President – Campus President reviews prior approvals and other criteria as appropriate and approves or declines travel.
  7. Office of the Provost – Notifies the traveler and other approvers, via e-mail, of final campus President approval of travel application.

Procedure

  1. Complete CSUDH International Travel Authorization form, all fields must be completed including all signatures and dates.

  2. Complete Travel Request form, all fields must be completed including all signatures and dates. For Foundation expensed travel, complete the International Travel Request form.

  3. Complete Certification Acknowledgement form to verify vaccination, all fields must be completed.

  4. Attach supporting documentation for the travel application – purpose of the trip, lodging and transport details, conference facility details, etc.

  5. If traveler is a student who is studying abroad, complete the Release of Liability form.

  6. Submit all forms to college or department administration for approval. For non-faculty employee travel, submit all forms as a single PDF to the campus SIO at hsalhi@csudh.edu. Submit Certification Acknowledgement form to Risk Management via email at riskmanagement@csudh.edu. Once the forms leave the college or division, the approval steps are as indicated in the process flow above.

  7. Risk Management will arrange insurance for the traveler(s) after receiving the approved travel packet from the provost’s office. An insurance travel card will be sent to each traveler via e-mail. Travelers may also be required to take a health & safety orientation prior to departure if it was a condition of their approval.

Key Points

  • International travel application forms must be received by the Senior International Officer no later than 30 days prior to the traveler departure date. For faculty and student travel, all exceptions to this timeline must be requested via a memo from the college Dean to the Provost. For non-faculty employee travel, all exceptions to this timeline must be requested via a memo from the department head to the division vice president. Approval of the exception memo is not guaranteed.
  • Incomplete travel forms will be returned to the applicant.
  • The Provost’s office shall copy the following areas/individuals on the notice of approval of travel from the campus president: the traveler, the college ARM/division fiscal officer, college Dean, Hamoud Salhi (SIO), Larry Kimaara, Laxmi Bhargavi Pabbu, & Janki Bhakta (Risk Management), Ormond Rucker (Visa and Immigration International Coordinator), Racheal Wangui (Study Abroad Advisor), & Susan Sanders (President’s Office). The notice ensures all parties are on the same page as far as approval status and the date it was sent to the traveler and college.

Questions? Please email Risk Management at riskmanagement@csudh.edu or call (310) 243-3867.