Travel

Anyone traveling on University business (campus travelers), must abide by the CSU Travel policy, the CSU travel procedures, and Cal Maritime's travel guidelines.  It is each campus travelers' responsibility to read and understand ALL these policies and procedures and abide by them, since together, they form Cal Maritime's Travel Policy.  In no way does the guidelines on this page replace the CSU travel policy or CSU travel procedures, but enhances it.

Concur Travel & Expense (CT&E) Process 

SAP Concur is a comprehensive web-based tool that simplifies and integrates travel request and expense reporting with a complete travel booking solution. Travelers get a complete paperless workflow - from the travel authorization, to booking, to the expense report and reimbursement

Concur also offers the Concur Mobile App to manage your expenses and business travel on your mobile device and/or tablet.

Follow the three steps below to request, book and submit your travel expense:

  1. Complete and submit for approval your travel request in Concur prior to making travel reservations.
  2. Once approved, book your travel via Concur to take advantage of CSU and State negotiated rates for airline and hotel.
  3. Upon return from your trip, upload the required receipts and complete your Travel Expense Report in Concur for approval and reimbursement.
Concur Login

If there are any accessibility issues, please contact your department administrator or Judy Aguirre, Student & Travel Accountant, for assistance.

Important to Note for Concur Travel & Expense (CT&E)

  • CT&E Meals Per Diem Presentation Update - Effective January 1, 2024
  • Effective September 14, 2023, Governor Newsome signed SB 447 which repeals AB 1887, the travel ban.  This means, state funds may be used for travel to all states.  Any travel occurred prior to the repeal, non-state funds must be used for travel occurred.   
  • A flight comparison needs to be attached to the Travel Request and Expense Report if Personal Days of travel are indicated.
  • A cost comparison flight justification needs to be attached to the Travel Request and Expense Report for driving instead of purchasing an airline ticket through Concur.
  • A justification form needs to be attached to the Travel Request and Expense Report if the daily hotel room rate is over the $275 limit.

All travel related procedures and forms are available under Forms & Other Information.

Travel Policy Exception Justification Form (fillable)

Travel Handbook and Quick Reference Guide

 

Concur Travel Training

Concur Travel & Expense (CT&E) Training Video

CT&E Meals Per Diem Video Update - Effective January 1, 2024

To schedule a Concur training for your Department, book here or email Judy Aguirre.

Training/Topic:     Day: Time:  
Travel Request 1 Wednesdays 10 - 11:00 am 1st Wednesday of the month
Travel Request 2 Thursdays 2 - 3:00 pm 2nd Thursday of the month
Expense Report 1 Wednesdays 10 - 11:00 am 3rd Wednesday of the month
Expense Report 2 Thursdays 2 - 3:00 pm 4th Thursday of the month

introduction to concur travel presentation

Athletics Concur Presentation

Concur Athletics Travel Handbook

Travel Updates

    • Mileage Rates on or after January 1, 2024
      • Business  $0.67 per mile
      • Moving    $0.21 per mile

Video Tutorials

 

Concur FAQs

Not yet. First you must submit a Request through Concur that includes cost estimates of your airfare, hotel, meals, and other expenses. It’s usually a good idea to round up your estimated expenses. Your request will then route to your supervisor for approval. Once approved, you can use Concur to book your trip.

Partially funded travel paid out of state side funds will need to be completed through Concur. Please keep in mind that you will need to be mindful of your expenses and make sure that you do not spend more than you were allocated. You may use your own personal card and be reimbursed through Concur. Please note that if you were issued and use a State Travel Card and go over your allowed amount, you will need to pay that amount back at Cashier’s when you return.

Be sure to include these dates in your trip Start and End dates when creating your travel request so your supervisor knows how long you will be out of the office. In the request section, you will need to add in the dates of your personal vacation to confirm no Cal Maritime travel charges will be expensed for those days.

Supervisors are notified by email and have six calendar days to approve your request. If you know your supervisor will be out of town for longer than six days, please call 707/654-1042 or email CMA-AP@csum.edu for assistance.

An approved Travel Request is required prior to booking any travel reservations.  If you skip this step and go directly to the "Trip Search" section and book a travel reservation, the system will put your reservation on hold and route you to the Travel Request section to complete a Travel Request.  You have 24 hours to submit a request and get the request fully approved.  Otherwise, your reservation will be cancelled.  Please do not book travel from the Trip Search, and instead, book your travel from your approved Travel Request.

You have 60 days to complete and submit an Expense Report.  On the 61st day, the Travel Request will close and you will need to start a new request request.