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Travel Operations

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Find out all of the services that Travel Operations provides, along with necessary forms and important policies.

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Resources

Access essential resources and step-by-step guidance for business travel—from submitting travel requests and navigating procedures while on the road to reconciling and closing out expenses through Concur.

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Travel Requests

Before any university-sponsored travel takes place, a Travel Request must be submitted and approved in Concur. This applies to all types of travel—domestic, international, and blanket travel.

Step 1: Plan Ahead

Submit requests 4-6 weeks in advance for domestic travel and 6-8 weeks in advance for international or high-risk destinations.

Step 2: Estimate Expenses

Include all anticipated costs: airfare, lodging, registration, meals (per diem), ground transportation, and incidentals. Use GSA per diem rates for domestic travel and U.S. Department of State rates for international travel.

Step 3: Use the Correct Header

    • For standard travel: use "State Approve then Book"
    • For mileage/parking only: Use "State Blanket Travel"
    • For split-funded travel (state + auxiliary or CSPF): follow the split funding process outlined in the Travel and Business Expense Payment Policy. 

Step 4: Attach Required Documentation

Conference agendas, class coverage forms (for faculty), and memos for exceptions (e.g. lodging over $333/night or within 25 miles of campus). 

Step 5: Submit for Approval

Once submitted the request routes through your department's approval chain. No travel bookings should be made until the request is fully approved. 

Track Approval Status

After submitting your request, you can track its approval status directly in Concur. This helps ensure your travel is cleared before you incur any expenses.

Policy Reference

Refer to Travel and Business Expense Payment Policy for details on travel authorizations, blanket travel, and split funding.

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What to know before you travel?

Before you hit the road, make sure you're set up for a smooth and compliant trip. This section outlines what every traveler should review before departure.

Travel Policy Overview

Get familiar with the University's travel policy, including:

  • Travel authorization requirements: All travel must be pre-approved in Concur, including blanket and split-funding trips.
  • Subsistence and transportation rules: Understand what’s reimbursable, including M&IE rates, lodging, airfare, and rental cars
  • Documentation standards: Learn what receipts and records are required for reimbursement.

Explore the full policy in the Travel Business Payment and review the highlights in the Travel 101 presentation.

Pre-Trip Checklist

Before you travel, be sure to:

  • Submit your request 4–8 weeks in advance—especially for international or high-risk destinations.
  • Secure travel insurance: For foreign travel, request CSU liability coverage through the Risk Management portal.
  • Match your itinerary: Ensure your Concur travel request aligns with your insurance and booking details.
  • Know your documentation: Avoid delays by preparing receipts, confirmations, and proof of payment that match your approved request.

Watch our on-demand tutorials:

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Booking Travel

After your travel request is approved, you have the following options for booking:

  • Use the optional CI Azumano booking tool via Concur Travel.
  • Call CI Azumano directly.
  • Book independently using their preferred method

Contact Information for CI Azumano Travel:

To reach a travel counselor for questions or assistance regarding a reservation: (877) 454-8785

Travel counselors are available 24/7/365

Concur Travel Information and Guides:

Concur Travel FAQs

Concur Travel User Guide

 If you are still having issues navigating the Concur booking process, please reach out to your agency travel coordinator.

Tips for Booking

  • Use naming conventions like “Sep 2025 San Diego, CA” for domestic or “Sep 2025 France” for international.
  • Blanket travel should follow fiscal year naming (e.g., “Blanket Travel FY 2025–2026”) and be used only for mileage and parking.
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Expensing Travel

Expense Report Submission Guide

  • Submit within 60 days of return.
  • Include all expenses, regardless of payment method.
  • Link travel request to expense report in Concur.

Concur Reconciliation Resources

For guidance on itemization, business purpose, and documentation view our Mastering Concur P-Card Reconciliation presentation & download the Concur Reconcilation Guide to help guide you in closing out a Travel Claim. 

Contact Info

For help, visit Concur User Support.

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Contacts for Concur Travel by College

For additional support, contact your Concur Travel appointed Coordinator. Visit our Concur Travel by College directory to find the right contact for your college.

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