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:

  1. If traveling via common carrier, Obtain VP approval detailing purpose and destination.
  2. Confirm funding source to determine travel guidelines. Allowable expenses and approval routing vary by the funding source.
  3. Obtain GSA Lodging and Meal Per Diem Rates. Search location at gsa.gov
  4. Calculate allowable travel expenses. What's allowable?
  5. Obtain cost comparison, if applicable. What to compare?
  6. 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:

  1. Register for conference/event.
  2. Book airfare, lodging, and/or rental car.

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

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.