Purpose

San Diego State University Research Foundation (SDSURF) requires prior approval for all travel paid via procurement card (PCard). Prior to incurring costs for any trip, the traveler must complete a Travel Prior Approval Request Form T1 and obtain appropriate approvals. Upon approval of the T1, the traveler will be given a unique travel ID number that will be assigned for each trip and identified on all expenses and documentation associated with the trip.

Procedures

Prior to Travel

1. The traveler or project designee will complete the Travel Prior Approval Request Form T1 (PDF Format, 324KB)* at least 30 days in advance of anticipated travel dates. If the anticipated trip includes travel to a high risk location, the T1 form must be submitted 45 days in advance to allow sufficient time for additional approvals required. If unusual circumstances arise that prevent the traveler from obtaining advance approval, the traveler should contact their SR Administrator and request assistance in obtaining a travel ID number. No travel will be supported without a travel ID number. Any costs incurred by an individual for travel that occurred without obtaining prior approval are the responsibility of the individual. (See Non-Compliance Policy for additional information.)
2. The T1 Form should be used to request a travel advance, when the traveler wishes to avoid out of pocket expenses.
3. The completed, signed T1 Form should be submitted to the Sponsored Research Administrator via hard copy or email.* Upon approval of the T1, the SRA Administrator assigns a travel ID number to the trip. The travel ID number is sent to the traveler via email and should be referenced on all expenditure documentation associated with the trip.

*Foundation central staff employees submit the T1 form to the department Director.

Group Travel

1. The T1 form should also be utilized to obtain prior approval for multiple individuals who are traveling as a group. The traveler or project designee will complete the T1 form and list the names of all travelers in the group on the T-1 Additional Traveler Form (PDF Format, 230KB)*
2. When travel advances are requested for group travel, the traveler listed on the T1 form will utilize the T1 to request his/her advance. Travelers listed on the T-1 Additional Traveler Form should use the Disbursement Request form (PDF Format, 638KB)* to request an advance.

Detailed Instructions for Completing the T1 Form

Traveler’s Information

Provide the name, address and other information requested for the individual traveler. When traveling with a group, the traveler listed on the T1 form is designated as the point of contact for the trip and should be named on the T1 and the T-1 Additional Traveler Form. The names of the additional travelers should be listed on the T-1 Additional Traveler Form, and attached to the T1.

Trip Details

Under “Purpose of Travel” please include specific information regarding the nature of the trip and how it relates to the scope of work for the fund(s) being charged. If the destination is a foreign country, the traveler is required to complete a Foreign Travel Insurance Request Form (PDF Format, 1.2MB)* for insurance purposes. Please attach a copy of the Foreign Travel Questionnaire to the T1 Form.

Estimated Expenses

The traveler is responsible for the following:

• Provide an estimate of the total cost of the trip
• Assign the fund(s) that will be charged
• Designate the method of payment for each type of cost
• Provide the name of the PCard holder and his/her card number that will be utilized

Travel Advance Accounting Distribution Only

Request a travel advance (if applicable). If the Traveler wishes to receive a travel advance, please assign the Fund and Account numbers. A travel advance will be issued within thirty (30) days of the date of travel for 80% of the total estimated costs excluding the amounts estimated to be paid via the PCard or that have been pre-paid by another method.

Approval Signatures

PCard Holder
The PCardholder is required to sign the T1 form and retain the unique travel ID number associated with the trip. The cardholder is required to reference the travel ID number on all PCard expenses related to the trip when approving their monthly PCard expenses in US Bank’s “Access Online” system.

Project Approval
The PI/PD or person with signature authority for the fund(s) being charged will sign to indicate project approval.

SDSURF Administrator Approval
The Administrator will approve the T1 upon verification that the trip is allowable, under SDSURF policies and procedures and there are no travel restrictions in the grant/contract terms and conditions.

Completion of Trip

Travel ID number

Upon the completion of the trip, the traveler and/or PCard holder will record the Travel ID number on all expenses related to the trip. The travel ID number should be included on the Travel Reimbursement Form, any miscellaneous reimbursement requests associated with the trip, and with every PCard transaction relating to the trip when approving the transaction in US Bank’s access online. Referencing the unique travel ID number on all expenses associated with the trip will allow the expenses to be linked together regardless of the method of payment used.

Travel Reimbursement Form and Per Diem
The traveler is required to complete a travel reimbursement form, to claim per diem meal and incidental allowances, obtain reimbursement for other expenses incurred during the trip, and/or to reconcile and clear the travel advance. Please note that meals/hosting are not an allowable PCard expenditure while traveling.

Receipts
Original receipts for PCard transactions will be retained in the monthly PCard reconciliation packet. Travelers are not required to make additional copies of receipts for the travel reimbursement form and the PCard packet. Original receipts for out-of-pocket expenditures claimed on the Travel Reimbursement Form should be attached to the form.

Quick Reminder Reference

DO's

• Submit the T1 and obtain a Travel ID number 30 days BEFORE booking any travel arrangements (45 Days for travel to high risk areas)
• Submit the Foreign Travel Insurance Request Form when traveling to a foreign country
• Verify sufficient funds are available in your fund and if using a grant, confirm travel is within the grant’s start and end dates
• Book airfare in economy or coach or seek special low-cost rates
• Federal funded program travelers must use US flag carriers in accordance with the “Fly America Act”
• Keep original receipts to include in the monthly PCard packet and/or the Travel Reimbursement Form.
• Decline all travel insurance when making trip arrangements
• Decline additional insurance on all car rentals. This is covered by the SDSU Research Foundation’s blanket insurance policy
• Obtain auto insurance coverage when driving into Mexico
• Pay for all meals during the trip with an approved method other than a PCard

**For more information please refer to the Travel Section of the Project Administration Guide (PAG) on the SDSU Research Foundation’s website- https://www.foundation.sdsu.edu.

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