College of Health and Human Development
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Faculty/Staff: Travel Policies and Procedures
Travel Policy for Faculty and Staff
College Travel Itinerary Form: pdf MSWord
CSUN Travel forms can be found at: CSUN Travel Manual
Administration and Finance:
(If it involves money, and you need a form, chances are they'll have it!)
College's Policy on Travel Requests
All full-time and part-time CSUN faculty must file the appropriate forms prior to traveling from campus when conducting university business or representing the university, even if the faculty is not requesting travel funds, regardless of funding source. These forms are to be signed by the faculty member, the department chair and the college dean. The reason for filing these forms is to ensure coverage for Worker’s Compensation if a faculty member is injured while doing university business off campus.
Providing Notice to Students in Advance:
If any class is canceled or changed (in time or location) due to travel, faculty must provide notice, two weeks in advance, to students regarding the status of that class.
To Attend Conferences, Workshops and Professional Meetings:
All full-time faculty must file the Request for Approval of Travel form even when not missing courses if they are representing the university at such functions as conferences, workshops and professional meetings. Part-time faculty need to fill out the form for days on which they teach and for non-teaching days when they are representing the university while involved in professional activities.
The forms that need to be completed include:
- a CSUN Request for Approval of Travel form. This form must be approved by the Department Chair and Dean or designee.
- a College Travel Itinerary Form: (as a pdf) (in MSWord) Include supporting information and attach to the Request for Approval of Travel form. Once the Request for Approval of Travel has been signed by the department chair, make a copy of it along with the HHD Travel Itinerary. Leave the copy with the department and submit the original to the dean’s office for approval.
These forms need to be processed and signed two weeks prior to your departure date.
Reimbursement of Travel Expenses:
Each department has its own policy on reimbursement of travel expenses. However, Forms for Request for Approval of Travel that are not signed and on file in the Dean’s office prior to one’s trip will not be eligible for any travel reimbursement.
This policy will be in force during regular semesters, as well as summer and intersession sessions.
If payment will made by a unit other than the home department or college, an additional authorized signature must be obtained from the account approver for the unit paying for the travel.
Travel Expense Claims must be approved by the Department Chair or other supervisor, Account approver (if different), and Dean or designee.
Requests for reimbursement need to be submitted with the appropriate forms to departments within thirty days of your return.
All year end travel must follow the year end calendar.
To Conduct University Business Off Campus on a Regular Basis:
All full-time and part-time faculty who work with students in local, off campus learning experiences, such as clinical experience, service learning, internships, and student teaching may follow a blanket local travel policy. This policy includes:
- Travel that is within the scope and course of employment must be for work-related purposes.
- Local travel is travel that can be accomplished within a single day.
- Reimbursement of expenses is dependent upon department policy.
Faculty must complete a Request for Approval of Travel form and submit to the department office for filing. A local travel log will be maintained in the department office so faculty can contact the office and tell them of their day’s itinerary. Recorded in the log will include the following information: date of travel, employee name, destination, estimated departure and return times, and contact telephone number.
Faculty would contact the office prior to departure in person, by telephone (voice mail would be acceptable), or by email to the department secretary. Thus, faculty could contact the department office even as late as minutes before departure for a hastily arranged meeting off campus.
If the department reimburses the faculty for travel expenses, the Request for Reimbursement of Travel form must be completed. Travel expense claims must be submitted at the end of each month.
Revised and Approved, CSUN Administrative Council of Chairs, 8-13-03.
