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Academic Affairs Travel Guidelines

Support for travel to disseminate faculty and student scholarship, enhance the professional development of our faculty and staff, and expand the global reach of curricular offerings and student learning is important to the mission of CSULB. 

We are fortunate that the budget situation seems to have stabilized; however, the previous years’ state and CSU budget reductions were not fully restored.  Therefore, CSULB must continue to limit support for travel to professional conferences and meetings.

The following guidelines for travel authorization and funding approval apply to:

  • All faculty and staff in the academic division
  • All travel in any way sponsored by the division from General Fund, Foundation, Lottery, CERF or other resources.

Travel guidelines are as follows:

 

Professional Conferences and Meetings

Deans are responsible for ensuring that student needs will be appropriately met during the absence of instructors.

Traveling faculty are expected to consult with their department chair and to complete the “Absence from Class” form to identify how their class(es) will proceed in their absence.

  • The form must be signed by the department chair and attached to the travel request when it is forwarded to the Dean.
  • After review, the Dean should retain the “Absence from Class” form at the College Office and then forward the signed travel authorization to the appropriate official/unit.

   

Faculty or staff traveling to professional conferences and meetings must provide a significant presentation or play a significant leadership role.

International travel must involve an exceptionally high-profile presentation or award at an important international meeting or its equivalent.  A description of the presentation or leadership role and the significance of the professional meeting must be provided, unless the dean determines this unnecessary.

Individuals traveling without requesting reimbursement may not have to meet presentation guidelines, if approved by the Dean.

University support is limited to no more than $2,500 per traveler, per trip (except for direct expenses from grant/contracts G-funds, centers C-funds, and donations M- and N-funds; see below).

Faculty-Led Student Travel

Students traveling domestically and internationally must be participating in an approved university-related educational experience.

Faculty traveling with students are expected to consider and plan for student traveler safety and welfare, and are expected to consult with their department chair on their plans. 

Deans are responsible for ensuring that the safety and welfare of student travelers has been carefully considered and planned before requests are approved. 

Student travel to destinations with a current U.S. State Department travel warning or alert will not normally be approved.   

Student travel will normally be supported from Instructionally Related Activities; student participant fees through CCPE faculty-led study abroad trips and courses; or other non-General Fund sources. Travel may be supported in an amount and manner consistent with the award or project. 

Academic Field Trips (within the U.S. and its Territories)

The definition and procedures for an academic field trip are available online. The following forms may need to be submitted for academic field trips:

Short-Term Study Abroad

Credit bearing international study abroad programs are faculty-led courses which are taught abroad by CSULB faculty members. All courses are regular courses from the university catalog. Study abroad courses are primarily intended for matriculated CSULB students.

Faculty should visit the Center for International Education website for the most current version of the "Guidelines for Short-Term Study Abroad Programs." Faculty should request the "Short Term Study Abroad Approval Form" from the Director of Education Abroad (extension 5-5585).

 

External grants or contracts, centers, and donations

Faculty travel supported by external grants or contracts G-funds, centers C-funds, and donations M- and N-funds must be consistent with requirements of external funding agencies and internal policies. 

Faculty travel may include professional conferences, if consistent with requirements of external funding agencies.

Travel Funded Through Self-Support Resources (CCPE)

Staff travel funded through self-support resources, such as the College of Continuing and Professional Education, must serve an essential purpose and may be funded in the amount and manner consistent with the purpose of the travel.

CSU maximum rate for in-state and out-of-state lodging

Reimbursement for lodging is limited to a maximum of $175 per night.  Exceptions may be approved if:

  • Lodging is in a conference hotel at a conference rate, or
  • Lodging is in a city with higher published limits for U.S. federal employee travel.

The most updated federal per diem rates  are available online.

Additional Considerations for International Travel

Employees are strongly encouraged to register with the U.S. State Department Safe Traveler Enrollment Program (STEP).  STEP is a system utilized by the State Department to connect with the traveler, provide information on changing conditions in the foreign location and assistance with emergencies. 

All employees who travel internationally on CSU business are required to use the Foreign Travel Liability Insurance Program (FTLIP) via the California State University Risk Management Authority. 

Proposals for international high hazard travel

Proposed travel to the following is deemed high hazard.  High hazard travel is strongly discouraged and may not be approved. 

  • A destination with a current U.S. State Department travel warning (See Travel.State.Gov; note that there is a difference between a warning and an alert, with a warning being of more concern) or

Any proposal for high hazard travel, with or without students, must follow these steps: 

  1. Employee completes the Request for Travel and Worksheet Form and International Travel Information (#1-14) Form.
  2. Employee submits both to Chair for review.
  3. Chair verifies that student needs will be appropriately met during the faculty’s absence.
  4. If approved, Chair forwards to the Dean’s office
  5. Dean’s office consults with Associate Dean for International Studies in the Center for International Education on safety precautions and, if necessary, seeks input from Risk Management. 
  6. CIE and Risk Management forward. recommendation to the Dean for review
  7. If approved, Dean forwards to the Provost for review and approval.
  8. If approved, Provost forwards to the president for final approval.

When travel is approved, Academic Affairs will notify the campus Risk Manager (insurance-FTLIP@csulb.edu), who will activate international travel insurance.

Proposed travel to international destinations other than high hazard destinations

Proposed travel to international destinations other than high hazard destinations follows these steps:

  1. Employee completes the Request for Travel and Worksheet Form and International Travel Information (#1-11) Form.
  2. Employee submits both to Chair for review.
  3. Chair verifies that student needs will be appropriately met during the faculty’s absence and forwards to the Dean’s office.
  4. If approved, the Dean's Office will notify the campus Risk Manager (insurance-FTLIP@csulb.edu), who will activate international travel insurance.

Due Dates

All travel on university business must be authorized in advance.  No travel expenditures are authorized until the travel request has been approved.

Domestic travel requests that require authorization from the Provost’s office must be received in that office no later than 10 days prior to travel.

International travel requests must be received by Academic Affairs prior to departure as follows: 

Colleges may set additional due dates.

Authorization

Deans must authorize all faculty and staff travel in respective colleges and are responsible for ensuring that adequate resources are available to support the travel. 

Deans provide final authorization for travel in-state, out-of-state, and international destinations that are not on the U.S. state government travel alert, warning, and Alliant’s high hazard list involving less than $1,500 per traveler, per trip from any funding source.

The Provost’s office must also review and authorize all travel involving $1,500 or more per traveler, per trip and all international travel to countries on the U.S. State Department travel alert and warning and Alliant’s high hazard list.  

Deans and administrative services managers are responsible for ensuring that faculty and staff members are familiar with these guidelines. Travel requests not clearly meeting these guidelines will be reviewed on a case by case basis in the Provost’s office.  

CSULB Academic Affairs will observe these procedures until a change is announced. 

For More Information

More information about field trip travel, academically related international travel, and student air travel is available on the CSULB Risk Management website. 

 

Last updated November 1, 2013

Forms Required for

All Faculty Travel

 

Other Required Documents
Based on Type of Travel

  • Faculty-led Field Trip Forms
    • Field Trip Site Assessment Checklist
    • Travel Participant List Form
    • General Liability and Medical Release forms
  •  
  • Faculty-led, Short-Term Study Abroad