Resources - Travel-related IRA Activities

Booking Travel for IRA Supported Activities

  • Please review all Risk Management guidelines and have the participants fill out liability waiver forms (Release of Liability )
  • Please be aware that effective May 7, 2025, a new federally-compliant identification method will be required, known as “Real ID,” in order to board a domestic flight within the U.S. As this applies to all passengers 18 years of age or older, please notify your students (and/or traveling faculty) as far in advance of 5/7/25 as possible to allow for processing time before any air travel after this date.
  • It is imperative that trip sponsors plan ahead, as there will be no exceptions to these requirements nor signature approvals after the fact. Last minute signature requirements will not be fulfilled by either the Provost or President (if needed).

Travel Resources

Create a List of Participants

Ensure that your students have enrolled in the class, and that they have paid any course/lab fee (if applicable). Ask your students for their full name, as it appears on their form of identification (e.g. driver’s license, passport), their birth date, and their gender (per TSA requirements). Include yourself (faculty) on this list. You may want this list on a simple Excel spreadsheet for easy reference.

 Requesting Travel

For domestic travel activities, you must follow all Academic Field Trip Guidelines and Risk Management specifications (Risk Management).

You must also complete all required forms available at Academic Field Trip Guidelines and forms regarding student participation in field trips. It is imperative that trip sponsors plan ahead, as there will be no exceptions to these requirements nor signature approvals after the fact.Last-minute signature requirements will not be fulfilled by either the Provost or President (if needed).

For courses or activities involving student travel, be sure to complete all necessary forms. Please find a list below of the required travel packets relating to domestic or international travel:

Please send the travel packet applicable to your activity’s travels to Risk@csuci.edu. For questions regarding the forms or student travel requirements, please send your inquiries to Risk Management at risk.management@csuci.edu.

If your IRA award involves travel, you must comply with CSUCI’s official travel policies and processes. All travel must be pre-approved and managed through Concur, CSUCI’s travel system (replacing Certify in Fall 2025).

Start by logging into your myCI portal and clicking “CSUCI Travel” to access Concur and related resources. Book airfare and lodging through Concur whenever possible—this allows CSUCI to pay vendors directly. Upload your receipts and submit reimbursement claims in Concur to ensure timely processing.

International travel requires advance approval from the Chancellor’s Office and should be planned well in advance.

If you’re new to CSUCI’s travel process or using Concur for the first time, training sessions and support materials are available to help you get started.

 For Hotels/Lodging

  • Since most university credit cards have restrictions on travel-related expenses, you will need to plan accordingly.  Please allow enough lead time for our campus to send the hotel a direct payment via check or wire transfer (i.e. 3-4 weeks); new vendors will need to fill out a Form 204 to get them set up in our vendor payee system, which you can send to your hotel contact in advance.  Hotels may request a credit card number as a hold for incidental charges, in which case please consider Item #5 on this list.
  • Please note that the per-night maximum lodging rate is determined by destination per new travel policy.  For base rates higher than this, a lodging exception will have to be applied for (please route these to our Procurement and Contract Services, if applicable).  Consideration will be given to the location in which the lodging occurs, and justifications may include the necessity to stay within certain facilities (e.g. near or adjacent to meetings or other activities for which travel was approved).

 Ground Transportation

  • Our campus uses Smart Shuttle and Pegasus Transit for ground transportation, and you may contact them for a price quote.  Please note that there is a high demand for shuttles, please allow ample lead time to secure your request (3-4 weeks recommended).  These authorized transportation providers will generally request this info to fulfill your request.
  • For car rentals, our campus has a direct billing arrangement with Enterprise Rent-A-Car.  Please use our campus billing code, “XZCA556,” and refer to our public shared network folder for further instructions at Z:\Enterprise Rental Codes.  The Cal Travel Store can also help you book car rentals via Enterprise.
  • If using a personal vehicle, fill out a CA STD 261- Private Vehicle Use(PDF, 112KB) form in advance.

 Covering Incidental Costs

Personal Credit Cards

Using a personal credit card is not a preferred method due to the amount of the total expense and/or potential wait time for reimbursement. As no reimbursement will be issued in advance of the trip, please submit any reimbursement claim via the Travel Expense Claim Form (PDF, 211KB) within 30 days after the travel date.

For more detailed information on all aspects of university travel, please see our CSUCI Travel Procedures and Regulations. 

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