Faculty Travel

**All steps MUST be completed prior to travel.**

Domestic Travel - Faculty only (no students)

  • Submit Travel Request to your direct superior at least 21 days prior to travel.
  • Leave itinerary and emergency contact information with department.
  • Any rental car needed should be secured via our state contract with Enterprise Rental Car.

Domestic Travel - Faculty and Students

  • Submit Travel Request to your direct superior at least 21 days prior to travel.
  • Complete a Request for Field Trip or On/Off Campus Activity form and submit it to Risk Management at least ten (10) business days prior to the trip. This can be done electronically if travel is class related. For additional information visit the Risk Management website at http://www.csuchico.edu/risk/waiverprogram.shtml.
  • If chartering transportation, please contact Risk Management for list of approved companies.
  • Collect emergency contact information for each participant.
  • Submit copies of the trip roster, itinerary, and emergency contact information to Risk Management. Copies should also be retained by the department sponsoring the trip. Please ensure that the date of the trip, location, course (if applicable), and the faculty member's name and cell phone number (if applicable) appear at the top of the roster and itinerary.
  • Conduct a pre-departure orientation to discuss instructional agenda, health and safety information, emergency procedures, and the student code of conduct.
  • Provide for an alternative assignment for students unwilling to accept the risk of participation.
  • Faculty or Trip Leader should review Field Trip Policies and Procedures at http://www.csuchico.edu/risk/academicfieldtrips.shtml.

International Travel - Faculty only (no students)

  • Submit Travel Request to your direct superior at least 45 days prior to travel.
  • Review Country Specific Information on US State Department's Travel website at http://travel.state.gov/content/passports/english/country.html. Travel to countries on the CSURMA War Risk Country List (http://www.calstate.edu/risk_management/rm/documents/CSURMA_HighHazardList.pdf - scroll to bottom of page for War Risk countries) requires Chancellor approval.  NOTE that travel to countries that appear on the US State Department's Travel Warning List, or the CSU, Risk Management Authority (CSURMA) High Hazard List, no longer require Chancellor approval.
  • Enroll in the US State Department's Smart Traveler Enrollment Program (STEP) to receive the latest travel updates and information.
  • Review Country Specific Information on the Center for Disease Control List and obtain recommended/required vaccinations.
  • Secure necessary visas or travel documents required of destination countries.
  • Leave itinerary and emergency contact information with department.
  • A Travel Request is not required for summer (or winter break) travel when the faculty member is not seeking reimbursement.
  • Please note that the CSURMA foreign travel insurance is required for all University related international travel. Once international travel has been approved, the Office of Risk Management will secure the necessary foreign travel insurance and seek reimbursement from the department sponsoring the travel.

International Travel - Faculty and Students

  • All faculty-led international travel involving students must be pre-approved by the Provost via the Study Abroad Advisory Committee (SAAC).
  • Review Country Specific Information on US State Department's Travel website at http://travel.state.gov/content/passports/english/country.html. Travel to countries on the CSURMA War Risk Country List (http://www.calstate.edu/risk_management/rm/documents/CSURMA_HighHazardList.pdf - scroll to bottom of page for War Risk countries) requires Chancellor approval. NOTE that travel to countries that appear on the US State Department's Travel Warning List, or the CSU, Risk Management Authority (CSURMA) High Hazard List, no longer require Chancellor approval.
  • Confirm you have the support of your Department Chair and College Dean.
  • For non-credit bearing Trips, a preliminary proposal should be submitted to the SAAC at least 60 days prior to departure. Visit the Study Abroad website for additional information.
  • For credit bearing Programs, a preliminary proposal should be submitted to the SAAC at least 12 months prior to departure. Visit the Study Abroad website for additional information.
  • Any trip or program that utilizes a third party program provider may require that a written contract is established between the University and the Provider.
  • Once your Trip or Program has been approved by the Provost, submit your Travel Request to your direct superior at least 45 days prior to travel. Note that the Provost's Trip or Program approval is separate from the President's approval (Travel Request) for the faculty member.
  • Review Country Specific Information on the Center for Disease Control List and obtain recommended/required vaccinations.
  • Ensure that all necessary visas and travel documentation have been secured for faculty and students.
  • Schedule and attend (with student participants) a pre-departure orientation conducted by the Office of International Education.
  • Confirm that all Risk Management requirements have been met:
    1. All students must sign a release of liability waiver form.
    2. All participants must secure foreign travel insurance via the Office of Risk Management.
    3. Submit copies of the trip roster, itinerary, and emergency contact information to Risk Management. Copies should also be retained by the department sponsoring the trip.
    4. All participants should be encouraged to enroll in the US State Department's Smart Traveler Enrollment Program (STEP).
    5. Faculty or staff leading students should review the Emergency Procedures for Faculty and the Faculty-led Emergency Action Plan documents available through Risk Management.