[Faculty] FW: **CLARIFICATION** New Requirement for T2 Travel Approval

[Jacqueline Lane]

As per the University Controller Office:

 

All University personnel, regardless of the funding source, are required to
complete a T2 prior to travel and route for approvals as indicated on the
chart below. 

 

What this means it doesn't matter what funds you use state, foundation,
etc., you are required to complete a T2 prior to travel and route for
approvals.  Therefore, you need to get your T2's turned into your department
coordinator at least 2 weeks in advance, otherwise without these approvals
you cannot leave.  

 

If you are traveling outside of the country it is advised you complete a
travel insurance form.  The foreign risk insurance form for state can
accessed on the T2 itself. The Foundation foreign risk insurance form I
emailed you yesterday and attached again.  You can also access this form on
the Foundation website or call you Foundation Administrator.

 

I tried.  I made several calls only to find out that what I sent you
yesterday has now changed.  I need a vacation!!!

 

 

jlane

 

From: owner-proj-leap at lists.sdsu.edu [mailto:owner-proj-leap at lists.sdsu.edu]
On Behalf Of Lorretta Leavitt
Sent: Tuesday, June 07, 2011 10:54 AM
To: proj-leap at lists.sdsu.edu
Cc: 'Lorretta Leavitt'
Subject: **CLARIFICATION** New Requirement for T2 Travel Approval
Importance: High

 

We've received several calls asking for clarification on a couple of points.
One question is whether or not these new travel approvals are required if
the travel is funded by external resources such as the Research Foundation
or Campanile Foundation.  Initially, that was not going to be a requirement.
Subsequent review of processes has led to a change in that requirement.  As
added to the memorandum and below, All University personnel, regardless of
the funding source, are required to complete a T2 prior to travel and route
for approvals as indicated on the chart below.  The employee and the
department run the risk that insurance will not be issued for the trip if
the paperwork is not process in advance of departure.

 

Many other calls are about the timing of getting all of the required
signatures.  For travel that was completed prior to June 1st, no additional
action is required.  For travel in process as of June 1st, signatures should
be acquired and may be done on a copy of the T2 if paperwork has already
been submitted to Accounts Payable for an advance or travel claim.  The
signatures should be dated using the current date rather than the date of
travel.

 

On May 6, 2011, Chancellor Reed sent a memorandum to all CSU Presidents
regarding CSU Hiring and Travel.  You have likely already been notified of
this memorandum within your respective divisions.  

In the memorandum, in addition to requesting a reduction in travel spending,
the Chancellor has directed that each campus implement a process for review
and approval of all travel at appropriately high levels and that approval of
travel be restricted to cases that serve mission-critical needs.  The
memorandum goes on to specify minimum levels of review and approval for both
in-state, out-of-state and international travel.  The following chart has
been designed to assist us in implementing these requirements at San Diego
State University.  These requirements are effective immediately.

 

All University personnel, regardless of the funding source (including
Foundation and TCF Funds), are required to complete a T2 prior to travel and
route for the approvals indicated on the chart below.  Without a completed
and fully authorized T-2 IN ADVANCE OF ANY TRIP, the employee and department
run the risk that insurance will not be issued for the trip.  

 


TRAVEL TYPE

POSITION

SUPERVISOR

*Designee per EO688

ASSOCIATE 

VICE PRESIDENT

PROVOST/

VICE PRESIDENT

PRESIDENT'S DESIGNEE

(VP BFA)

CHANCELLOR

(30 days' notice required)


In-State 

Faculty and Staff

X

X

 

 

 


In-State  

Assistant/Associate Vice President

 

 

X

 

 


In-State 

Provost/Vice President

 

 

 

X

 


In-State 

President

X*

 

 

X

 


Out-of-State

Faculty and Staff

X

X

X

 

 


Out-of-State 

Assistant/Associate Vice President

 

 

X

 

 


Out-of-State 

Provost/Vice President

 

 

 

X

 


Out-of-State 

President

X*

 

 

X

 


Foreign 

Faculty and Staff

X

X

X

X

X

(high risk only)


Foreign 

Assistant/Associate Vice President

 

 

X

X

X

(high risk only)


Foreign 

Provost/Vice President

 

 

 

X

X

(high risk only)


Foreign

President

 

 

 

X

X

(all travel)

Notes:

-          Traveler obtains all signatures on T2 (except chancellor's) prior
to trip.                                                           

-          Traveler attaches foreign travel insurance form for foreign
travel.

-          President's Designee obtains chancellor's approval.

-          Final Approver forwards documents to Accounts Payable.

 

Lorretta A. Leavitt

University Controller &

Interim Director of Budget and Finance                          

San Diego State University

5500 Campanile Drive

San Diego, CA  92182-1617

619-594-6303

leavitt at mail.sdsu.edu

 


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