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Project Administration Guide

Travel

Any individual traveling on SDSU Research Foundation business is expected to exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business and expending personal funds. Excess costs, circuitous routes, delays, or luxury accommodations and services unnecessary or unjustified in the performance of business are not acceptable under this standard. Individuals are responsible for excess costs and any additional expenses incurred for personal preference or convenience. In order to accurately review the composite expenses of an excursion, individuals requesting reimbursement from multiple sources must attach a copy of any other claim forms being submitted for the trip.

Considerable variation exists among the rules for reimbursement of travel expenses such as transportation and per-diem contained in various grants/contracts. Whenever travel expenses are charged to certain grants/contracts, the travel rules of the agency issuing that grant/contract, as well as the award itself, should be carefully reviewed. Please check with your SR administrator for a determination of which travel regulations apply to your project. When grants/contracts refer to "reasonable" expense, the following SDSU Research Foundation guidelines are applied. For additional information, and sample travel forms, contact SDSU Research Foundation's travel coordinator, or for forms online visit SDSU Research Foundation's web site at AP Forms

All individuals traveling to foreign countries on SDSURF business MUST report their travel plans to the SDSURF risk management staff in advance of the trip in order to be covered by the foundation's foreign travel liability insurance policy. SDSURF's risk management staff may be reached at 619-594-4139 or email at riskmanagement@foundation.sdsu.edu. All travelers must submit a Foreign Travel Questionnaire (PDF Format, 589KB)* 30 days prior to departure.

In addition, it is important to gain as much information as possible about the countries you will be visiting. Travel warnings, public announcements, consular sheets and tips on safety abroad are available at the U.S. Department of State web site at http://travel.state.gov.

SDSURF is required to obtain written approval from SDSU’s president, CSU’s Chancellor and CSURMA’s insurance company prior to travel to countries deemed war risks or high hazardous. In the case of travel to these countries, forms must be submitted 45 days prior to departure.

See Section A.3., below, for information regarding insurance coverage for personal vehicles in foreign countries.


  1. Transportation
    1. Airlines
    2. Shuttle Bus Service
    3. Automobile Rental
    4. Private Automobile
  2. Lodging
  3. Travel Advances
    1. Obtaining an Advance
    2. Clearing an Advance
  4. Other Expenses
  5. Travel Allowances For Travel Within the Continental United States
    1. Per Diem Alowance for Short-Term Travel - Meals and Incidental Expenses (M&IE)
    2. Conference/Workshop Provided Meals
    3. Long-Term Per Diem Allowance
  6. Travel Allowances for Travel Outside the Continental United States
    1. Short-Term Per Diem Allowance - Meals and Incidental Expenses (M&IE)
    2. Long-Term Per Diem Allowance
    3. Travel in Excess of 14 Hours
  7. Receipts
  8. Travel Expense Claim
  9. Travel Reimbursements for Nonresident Aliens

* Note: Documents in Portable Document Format (PDF) require Adobe Acrobat Reader 5.0 or higher to view. Download Adobe Acrobat Reader.
* Note: Documents in Word format (DOC) require Microsoft Viewer, download Microsoft Word Viewer.


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