Before You Depart

The University has contracted with Citi to provide employees with a University Travel Card. If a department head determines that a travel card is needed, applicants will fill out the online Travel Card Application at least two weeks prior to travel. The card will be distributed to the traveler when received by University’s Travel Department and training is completed.

Once received, the cardholder is responsible for activating their travel card by calling the toll free number provided on the card or activate online. Each travel card is issued to a named individual. The State of Texas emblem is clearly displayed on the card, along with the text “For Official Travel Use Only”.

The University Concur website will be used on a per trip or monthly basis to submit travel expense reports to allocate charges to proper accounting distribution. All reports should be filed 30 days after the end of the trip or monthly (depending on frequency of travel).

Before using your University Travel card, please study and follow the travel card policy. T-Card training is required before a traveler can activate and use their card.

University business travel requires considerable planning to ensure the best experience during the trip and after when reconciling expenses. It will also help to ensure that the most cost efficient means of travel are selected. Once it is determined that University sponsored travel is required for you or a guest, a Travel Request must be submitted and approved through Concur prior to booking travel arrangements and to ensure proper credit limit is established on University Travel Card to pay for all necessary travel expenses.

Assistance with submitting a Travel Request can be found in Quick Reference Guide – Request under the Job Aid / Training Section.

To ensure efficiency and fiscal responsibility, be sure to refer to The University’s Travel Policy prior to departure and before extending institute/personal funds for travel related expenses.

  • Review SFASU’s Travel Policy
  • Submit Travel Request through Concur
  • Purchase airfare in advance
  • Reserve ground transportation (e.g. rental car)
  • Reserve hotel
  • Check airline baggage/boarding rules
  • Check travel advisories for destination
  • Check Export Control requirements
  • Obtain appropriate immunizations
  • Acquire applicable travel identification (e.g. passport/visa)
  • Confirm necessary insurance coverage (e.g. medical)
  • Arrange financial options
  • Check your flight status before departure
  • Share itinerary and other travel details with department/family/friend

NOTE:  The pre-departure checklist is a general list and is not inclusive of all items necessary for travel to your business destination.  Consult your airline, travel agency, host or other travel resources to ensure all basic requirements are covered.

  • Identification
    Take only the identification information that you will need (e.g. driver’s license, passport, visa, etc). To determine what identification is required for the travel destination, contact the airline, travel agency or appropriate government agency.
  • Financial Resources
    Bring multiple forms of money, including traveler’s checks, ATM cards, credit cards, and cash. Do not rely on a single means of accessing funds.
  • Emergency Contact List
    Take a list of emergency contacts, including family members, physicians, and university supervisors.
  • Medical Insurance Card
    Carry your insurance card and important medical information about any significant health issues in the event of an emergency.
  • Baggage and Equipment
    Limit baggage and equipment to the basics needed for the trip.