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Faculty and Faculty-Led Student Travel Approval Process (Concur Only)

1. Traveler – Submits travel application in Concur. Attach the International Travel Authorization form and supporting documentation (purpose of the trip, lodging, transport details, conference agenda, Cost Comparison Form if you indicate personal travel dates, etc.). All fields must be completed.
   • If it is faculty-led student travel, the faculty must attach the following to their travel request in Concur: a list of traveling students, the students’ liability waiver, and the students’ International Travel Authorization form. All fields must be completed.
   • If it is faculty-led student travel, attach your approved course proposal as supporting documentation.
2. College ARM – College ARM reviews and approves the travel application in Concur.
3. College Dean - College Dean reviews and approves travel application in Concur.
4. Risk Management – Conducts a risk assessment of the destination country. Reviews the U.S. State Department travel advisory for the destination country. Evaluates any other issue(s) that may preclude approval to travel for the applicant. Reviews the application for completeness and accuracy & returns the packet to the Traveler if edits and updates are needed. Risk Management will approve or decline the travel request in Concur.
5. Senior International Officer (SIO) – Campus SIO at the Center for International Education approves if the destination is deemed safe to travel to. Evaluates any other issue(s) that may preclude approval to travel for the applicant. Reviews the application for completeness and accuracy. SIO will approve or decline the travel request in Concur.
6. Provost – University Provost reviews the travel application for business purposes, alignment with campus mission, budget, SIO, and Risk Management recommendations, and the college Dean’s memo explaining late submissions (if applicable). Approves or declines travel in Concur.
7. President – Campus President reviews prior approvals and other criteria as appropriate. The President approves or declines the travel request in Concur
8. Risk Management – Risk Management arranges insurance for the traveler(s) after receiving the approved travel packet. Provides the traveler with a Health & Safety Orientation PowerPoint. An insurance travel card will be sent to the traveler. Travelers are required to review the health & safety orientation before departure

Non-Faculty Travel Approval Process (Concur Only)

1. Traveler – Submits travel application in Concur. Attach the International Travel Authorization form and supporting documentation (purpose of the trip, lodging, transport details, conference agenda, Cost Comparison Form if you indicate personal travel dates, etc.). All fields must be completed.
2. Divisional Fiscal Officer – Divisional Fiscal Officer reviews and approves travel applications in Concur.
3. Traveler’s Supervisor– Traveler’s supervisor reviews and approves travel application in Concur.
4. Risk Management – Conducts a risk assessment of the destination country. Reviews the U.S. State Department travel advisory for the destination country. Evaluates any other issue(s) that may preclude approval to travel for the applicant. Reviews the application for completeness and accuracy & returns the packet to the Traveler if edits and updates are needed. Risk Management will approve or decline the travel request in Concur.
5. Senior International Officer (SIO) – Campus SIO at the Center for International Education approves if the destination is deemed safe to travel to. Evaluates any other issue(s) that may preclude approval to travel for the applicant. Reviews the application for completeness and accuracy. SIO will approve or decline the travel request in Concur.
6. Division VP – Division Vice President reviews and approves travel application in Concur.
7. President – Campus President reviews prior approvals and other criteria as appropriate. The President approves or declines the travel request in Concur
8. Risk Management – Risk Management arranges insurance for the traveler(s) after receiving the approved travel packet. Provides the traveler with a Health & Safety Orientation PowerPoint. An insurance travel card will be sent to the traveler. Travelers are required to review the health & safety orientation before departure.

Exchange Student Travel Approval Process (Concur Only)

1. Student Traveler – Student traveler submits their full name, mailing address, and email to the Study Abroad advisor.
2. Study Abroad Office– Submits the student’s information (Student traveler's name, traveler type, student traveler’s email, and student traveler’s mailing address) to Concur Travel to create a profile in Concur for the student (3 business days to process). Submits travel application in Concur on the student’s behalf. Attach the International Travel Authorization form, Liability waiver, and supporting documentation (acceptance letter, purpose of the trip, lodging, transport details, conference agenda, Cost Comparison Form if the student indicated personal travel dates, etc.). All fields must be completed.
3. College ARM – College ARM reviews the travel application, manually updates the approval workflow to include the College Dean after their name, and submits their approval in Concur.
4. College Dean - College Dean reviews and approves travel application in Concur.
5. Risk Management – Conducts a risk assessment of the destination country. Reviews the U.S. State Department travel advisory for the destination country. Evaluates any other issue(s) that may preclude approval to travel for the applicant. Reviews the application for completeness and accuracy & returns the packet to the Traveler if edits and updates are needed. Risk Management will approve or decline the travel request in Concur.
6. Senior International Officer (SIO) – Campus SIO at the Center for International Education approves if the destination is deemed safe to travel to. Evaluates any other issue(s) that may preclude approval to travel for the applicant. Reviews the application for completeness and accuracy. SIO will approve or decline the travel request in Concur.
7. Provost – University Provost reviews the travel application for business purposes, alignment with campus mission, budget, SIO, and Risk Management recommendations, and the college Dean’s memo explaining late submissions (if applicable). Approves or declines travel in Concur.
8. President – Campus President reviews prior approvals and other criteria as appropriate. The President approves or declines the travel request in Concur
9. Risk Management – Risk Management arranges insurance for the traveler(s) after receiving the approved travel packet. Provides the traveler with a Health & Safety Orientation PowerPoint. An insurance travel card will be sent to the traveler. Travelers are required to review the health & safety orientation before departure

Auxiliary Employee and TAP Expensed Travel Approval Process (Paper Process not in Concur)

1. Auxiliary Traveler/TAP Expensed Travel - Submits the , International Travel Authorization Form, and supporting documentation to the travel application (purpose of the trip, lodging, transport details, conference agenda, etc.). All fields must be completed including the traveler’s signature. Combines all travel documents into a single PDF document, names it with the traveler's first and last name, and forwards the travel request to the College Administration for approval. The College Administration/Auxiliary Travel Coordinator will forward the travel request to the Traveler’s supervisor, Dean/Dept. Head, Authorized Account Signer, and TAP CFO for approval.
   1. If it is group travel with students, the traveler must attach the following to the TAP travel request: a list of traveling students (page 3), the students’ liability waivers, and the students’ International Travel Authorization forms. All fields must be completed.
2. College ARM/Authorized Account Signer/Post Award Approver/TAP Budget Approver – The College ARM (if applicable), Authorized Account Signer, Post Award Approver (if applicable), & TAP Budget Approver (if applicable) review and approve the travel application.
3. College Dean/Traveler’s Supervisor – College Dean (if applicable) & Traveler’s Supervisor review and approve travel application.
4. Toro Auxiliary Partners CFO – TAP CFO reviews and approves travel applications. The College Administration forwards the travel application to Risk Management.
5. Risk Management – Conducts a risk assessment of the destination country. Reviews the U.S. State Department travel advisory for the destination country. Evaluates any other issue(s) that may preclude approval to travel for the applicant. Reviews the application for completeness and accuracy & returns the packet to the Study Abroad Office/Advisor if edits and updates are needed. If the travel application requires no updates or edits, it will be forwarded to SIO for processing.
6. Senior International Officer (SIO) – Reviews the U.S. State Department travel advisory for the destination country and approves if the destination is deemed safe to travel to. Evaluates any other issue(s) that may preclude approval to travel for the applicant. Reviews the application for completeness and accuracy and returns the packet to Risk Management if unapproved. If approved, SIO forwards the travel application to the Provost and President for approval and copies Risk Management.
7. Provost – University Provost reviews the travel application for business purposes, alignment with campus mission, budget, SIO, and Risk Management recommendations, and the college Dean’s memo explaining late submissions (if applicable). Approves or declines travel.
8. President – Campus President reviews prior approvals and other criteria as appropriate and approves or declines travel.

9. Risk Management – Risk Management arranges insurance for the traveler(s) after receiving the approved travel packet. Provides the traveler with a Health & Safety Orientation PowerPoint, insurance travel card, and insurance information via e-mail. Traveler is required to review the health & safety orientation before departure.