Travel
COVID19 Guidelines
University-Sponsored Travel
Based on CDC guidance, all university-sponsored travel originating on or after January 1, 2021 must be approved in advance in accordance with the following protocol.
- 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.
- Any requested travel itinerary that includes a common carrier (plane, train, bus, or shared shuttle) will only be approved if:
- the travel is deemed essential by the Vice President of the division in which the traveler works, and
- the nature of employment or educational program accommodates telecommuting for 14 days upon return.
- Any requested travel itinerary not requiring a common carrier will follow the standard (pre-COVID) approval process.
- Upon return from any trip that included a common carrier, the traveler will telecommute for 14 days upon return.
- Upon return from the trip (regardless of mode of travel) the traveler must monitor potential symptoms or exposures and follow all University COVID-19 Protocols.
Employees Personal Travel
- A vacation request must be approved in advance of any scheduled travel.
- If an employee travel itinerary includes a common carrier (plane, train, bus, or shared shuttle), the traveler must advise the supervisor and a return-to-campus post-travel plans must be coordinated in advance.
- For post-travel period, the traveler may telecommute (when approved by the division vice president), use accrued vacation, or leave without pay in accordance with advance return-to-campus post-travel plan.
- Upon return from the trip (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.
Travel Procedures
Employees and students traveling on university business must follow the these procedures for all SHSU business, athletic, and group travel.
All travel starts by submitting a Pre-Approval Report to verify authorization and encumber funds, regardless of the cost to the university.
Before you submit, you'll need to:
- If traveling via common carrier, Obtain VP approval detailing purpose and destination.
- Confirm funding source to determine travel guidelines. Allowable expenses and approval routing vary by the funding source.
- Obtain GSA Lodging and Meal Per Diem Rates. Search location at gsa.gov
- Calculate allowable travel expenses. What's allowable?
- Obtain cost comparison, if applicable. What to compare?
- Confirm available travel budget. How to find budget availability
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:
- Register for conference/event.
- Book airfare, lodging, and/or rental car.
Travelers are responsible for ensuring expenses are within approved allowance.
During your travel, you'll need to:
- Provide Hotel Occupancy Tax Exemption Form to Texas hotels. Tax charges will not be paid by the university for hotels in Texas. Print Now
- Keep receipts. Use the Chrome River SNAP App to keep track of receipts.
- Report Student Travel. Per Clery Act compliance, submit overnight student travel details upon check-out. Submit Online Now
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:
- Review Chrome River eWallet. Ensure all travel card charges posted.
- Attach all receipts. Add receipts from SNAP library and upload remaining receipts.