International Travel

process flow for the faculty 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. Risk Management – Conducts a risk assessment of the destination country including factors that will be 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. Works with Human Resources to verify compliance with the CSU vaccination policy. If non-compliant, Risk Management (RM) reaches out to the College’s/Division’s International Travel Coordinator who reaches out to the traveler. Once vaccination status is updated, the College’s/Division’s International Travel Coordinator will notify RM and RM will check again with Human Resources. Reviews application for completeness and accuracy, returns packet to the College’s/Division’s International Travel Coordinator if unapproved.
  5. Senior International Officer (SIO) – Campus SIO at the College OF Extended and International Education (CEIE) 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 Risk Management if unapproved.
  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. Risk Management – Conducts a risk assessment of the destination country including factors that will be 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. Works with Student Health Center to verify compliance with the CSU vaccination policy. If non-compliant, Risk Management (RM) reaches out to the College’s/Division’s International Travel Coordinator who reaches out to the traveler. Once vaccination status is updated, the College’s/Division’s International Travel Coordinator will notify RM and RM will check again with Student Health Center. Reviews application for completeness and accuracy, returns packet to the College’s/Division’s International Travel Coordinator if unapproved.
  5. Senior International Officer (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 Risk Management if unapproved.
  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. Risk Management – Conducts a risk assessment of the destination country including factors that will be 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. Works with Human Resources to verify compliance with the CSU vaccination policy. If non-compliant, Risk Management (RM) reaches out to the College’s/Division’s International Travel Coordinator who reaches out to the traveler. Once vaccination status is updated, the College’s/Division’s International Travel Coordinator will notify RM and RM will check again with Human Resources. Reviews application for completeness and accuracy, returns packet to the College’s/Division’s International Travel Coordinator if unapproved.
  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 Risk Management if unapproved.
  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 the Travel Request form, CSUDH International Travel Authorization form, and for Foundation expensed travel, complete the International Travel Request form. All fields must be completed including all signatures and dates.

  2. Complete the Certification Acknowledgement form to verify vaccination. If you are a student traveler, complete the Release of Liability form. All fields must be completed.

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

  4. Combine all travel documents into one PDF document and name it after the traveler's first and last name. Submit to college administration or division for approval and processing. Once travel packet is approved by college administration or division, packet will be forwarded to Risk Management.

  5. 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 Risk Management no later than 30 days prior to the traveler departure date. 30-day window starts only after travel packet is submitted to Risk Management. It does not start when the traveler begins to fill out travel forms. Additional time may be required by the Colleges/Divisions to ensure timely submissions meet the 30-day window. All exceptions to this timeline must be requested via a memo from the college Dean to the Provost. 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), the college international travel contact, & 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.
    • Approved travel forms should be submitted to travel@csudh.edu to receive a TO/TI number. This is required for all international travel.

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