Travel

University Sponsored

Travel is sponsored by the university when the purpose of the travel is to represent the university or further the university’s interests, which includes attendance at conferences and workshops.

Employee Personal Travel

Personal travel is travel for personal reasons not associated with employment or education activities with the university. See COVID19 procedures for current personal travel procedures.

Travel Procedures

Employees and students traveling on university business must follow the these procedures for all SHSU business, athletic, and group travel.

All university-sponsored travel originating on or after January 1, 2021 must be approved in advance in accordance with the following protocol.

Pre-Approval

Any requested travel itinerary not requiring a common carrier or involving a mass gathering will follow the standard (pre-COVID) approval process. Any requested travel itinerary that includes a common carrier (plane, train, bus, or shared shuttle) or attending a mass gathering will only be approved if:

  • the travel is deemed essential by the Vice President of the division in which the traveler works,
  • the nature of employment or educational program accommodates telecommuting upon return, and
  • the traveler and supervisor both agree to one of the approved return-to-campus post-travel plans.

Upon return

  • The traveler will telecommute.
  • Regardless of mode of travel, the traveler must monitor for potential symptoms or exposures for 14 days and follow all applicable University COVID-19 Protocols if the traveler develops symptoms, tests positive, or is exposed to lab-confirmed COVID-19.

Approved return-to-campus post-travel plan or alternatives

  1. Traveler will obtain a SARS-CoV-2 PCR test 3-5 days upon return AND, assuming a negative test result, stay home for a full 7 days after returning.
  2. Traveler will stay home for 10 days after returning with no obligation to test.

All university-sponsored travel originating on or after January 1, 2021 must be approved in advance in accordance with the following protocol.

  1. Confirm funding source to determine travel guidelines. Allowable expenses and approval routing vary by the funding source.
  2. Obtain GSA Lodging and Meal Per Diem Rates. Search location at gsa.gov
  3. Calculate allowable travel expenses. What's allowable?
  4. Obtain cost comparison, if applicable. What to compare?
  5. Confirm available travel budget. How to find budget availability
Create Pre-Approval Report More details

After submitting Pre-Approval report, the report will be routed to appropriate approvers. You'll receive an email once the report is approved or rejected.

Once you're approved, you'll need to:

  1. Register for conference/event.
  2. Book airfare, lodging, and/or rental car.
Book Now in Concur State Booking Details

Travelers are responsible for ensuring expenses are within approved allowance.

During your travel, you'll need to:

  1. Provide Hotel Occupancy Tax Exemption Form to Texas hotels. Tax charges will not be paid by the university for hotels in Texas. Print Now
  2. Keep receipts. Use the Chrome River SNAP App to keep track of receipts.
  3. Report Student Travel. Per Clery Act compliance, submit overnight student travel details upon check-out. Submit Online Now
Download SNAP Download SNAP

Travelers must submit an Expense Report for out of pocket and travel card transactions within 30 days of travel end date.

Upon return, you'll need to:

  1. Review Chrome River eWallet. Ensure all travel card charges posted.
  2. Attach all receipts. Add receipts from SNAP library and upload remaining receipts.
Create Expense Report More Details