International Travel

Faculty & Faculty Led Student Travel Approval Process

  1. Traveler – Submit travel application in Concur. Attach the International Travel Authorization form and supporting documentation (purpose of the trip, lodging and transport details, conference facility details, etc.). If faculty led student travel, attach the following to the travel request in Concur: list of traveling students, the students Release of Liability form and the students International Travel Authorization form. All fields must be completed including all signatures and dates.
  2. College ARM/Division Fiscal Officer – College ARM or Division Fiscal officer reviews and approves travel application in Concur.
  3. Traveler’s Supervisor – Traveler’s supervisor reviews and approves travel application in Concur.
  4. Accounts Payable – Accounts Payable reviews and approves travel application in Concur.
  5. Risk Management – Conducts a risk assessment of the destination country. Reviews U.S. State Department travel advisory for the destination country. Evaluates any other issue(s) that may preclude approval to travel for the applicant. Provides travelers a health & safety orientation prior to departure. Reviews application for completeness and accuracy, returns packet to the Traveler if unapproved. Risk Management will approve or decline travel request in Concur.
  6. Senior International Officer (SIO) – Campus SIO at the College of Continuing & Professional Education (CCPE) approves if destination is deemed safe to travel to. Evaluates any other issue(s) that may preclude approval to travel for the applicant. Reviews application for completeness and accuracy. SIO will approve or decline travel request in Concur.
  7. Provost – University Provost reviews the travel application for business purpose, alignment with campus mission, budget, SIO and Risk Management recommendations and college Dean’s memo explaining late submissions (if applicable). Approves or declines travel in Concur.
  8. President – Campus President reviews prior approvals and other criteria as appropriate. President approves or declines travel request in Concur.
  9. Risk Management – Risk Management will arrange insurance for the traveler(s) after receiving the approved travel packet. An insurance travel card will be sent to each traveler. Travelers are required to take the health & safety orientation prior to departure.

Exchange Student/Auxiliary Employees Travel Approval Process

  1. Traveler– Submit Travel Request form (if applicable) & International Travel Authorization form. For Toro Auxiliary Partners (TAP) expensed travel, complete the Travel Request form. Attach supporting documentation for the travel application – purpose of the trip, lodging and transport details, conference facility details, etc. All fields must be completed including all signatures and dates. Combine all travel documents into one PDF document and name it after the traveler's first and last name. Submit to college administration or division for approval and processing.
  2. College/Division – College Dean reviews and approves travel application.
  3. Study Abroad Office – Reviews application for completeness and accuracy and approves or returns packet to the college. If approved, the travel packet will be forwarded to Risk Management. *Same process for Auxiliary Employees, replace step 3 with traveler’s supervisor.
  4. Risk Management – Conducts a risk assessment of the destination country including factors that will be reviewed by the SIO. Evaluates any other issue(s) that may preclude approval to travel for the applicant. Provides travelers a health & safety orientation prior to departure if it was a condition of their approval. Reviews application for completeness and accuracy, returns packet to the College’s/Division’s International Travel Coordinator if unapproved.
  5. Senior International Officer (SIO) – Reviews U.S. State Department travel advisory for the destination country and approves if destination is deemed safe to travel to. Evaluates any other issue(s) that may preclude approval to travel for the applicant. Reviews application for completeness and accuracy, returns packet to the Risk Management if unapproved.
  6. Provost– University Provost reviews the travel application for business purpose, alignment with campus mission, budget, SIO and Risk Management recommendations and college Dean’s memo explaining late submissions (if applicable). Approves or declines travel.
  7. President – Campus President reviews prior approvals and other criteria as appropriate and approves or declines travel.
  8. Office of the Provost – Notifies the traveler and other approvers, via e-mail, of final campus President approval of travel application.
  9. Risk Management – Risk Management will arrange insurance for the traveler(s) after receiving the approved travel packet from the provost’s office. An insurance travel card will be sent to each traveler via e-mail. Travelers are required to take a health & safety orientation prior to departure.

Non-Faculty Employee Travel Approval Process

  1. Traveler – Submit travel application in Concur. Attach the International Travel Authorization form and any supporting documentation (purpose of the trip, lodging and transport details, conference facility details, etc). All fields must be completed including all signatures and dates.
  2. Division Fiscal Officer – Division Fiscal officer reviews and approves travel application in Concur.
  3. Traveler’s Supervisor – Traveler’s supervisor reviews and approves travel application in Concur.
  4. Accounts Payable – Accounts Payable reviews and approves travel application in Concur.
  5. Risk Management – Conducts a risk assessment of the destination country. Reviews U.S. State Department travel advisory for the destination country. Evaluates any other issue(s) that may preclude approval to travel for the applicant. Provides travelers a health & safety orientation prior to departure. Reviews application for completeness and accuracy, returns packet to the Traveler if unapproved. Risk Management will approve or decline travel request in Concur.
  6. Senior International Officer (SIO) - Campus SIO at the College of Continuing & Professional Education (CCPE) approves if destination is deemed safe to travel to. Evaluates any other issue(s) that may preclude approval to travel for the applicant. Reviews application for completeness and accuracy. SIO will approve or decline travel request in Concur.
  7. Division VP –Division Vice President reviews and approves travel application in Concur.
  8. President – Campus President reviews prior approvals and other criteria as appropriate. President approves or declines travel request in Concur.
  9. Risk Management – Risk Management will arrange insurance for the traveler(s) after receiving the approved travel packet. An insurance travel card will be sent to each traveler. Travelers are required to take the health & safety orientation prior to departure.

    Key Points

      • International travel application forms must be received by Risk Management at least 30 days prior to the traveler’s departure date. The 30-day window starts once the travel packet is received by Risk Management and not when the traveler submits the request in Concur. Additional time may be required by the Colleges/Divisions to ensure timely submissions meet the 30-day window. All exceptions to this timeline must be requested via a memo from the college Dean to the Provost. Approval of the exception memo is not guaranteed.
      • Incomplete travel forms will be returned to the applicant.
      • For Exchange Student Travel and Auxiliary Employees Travel, the Provost’s office shall copy the following areas/individuals on the notice of approval of travel from the campus president: the traveler, the college ARM/division fiscal officer, college Dean, Hamoud Salhi (SIO), Larry Kimaara & Janki Bhakta (Risk Management), Ormond Rucker (Visa and Immigration International Coordinator), Racheal Wangui (Study Abroad Advisor), the college international travel contact, & Susan Sanders (President’s Office). The notice ensures all parties are on the same page as far as approval status and the date it was sent to the traveler and college. Approved travel forms should be submitted to travel@jiejuzhongxin.com to receive a TO/TI number. This is required for International Exchange Student Travel and International Auxiliary Employee Travel.

    Questions? Please email Risk Management at riskmanagement@jiejuzhongxin.com or call (310) 243-3867.