University Travel Information
Airline Reservation Changes in Concur:
1. Any flight booked on or after October 4th will be subject to the following restrictions:
- Only one change/exchange per ticket will be allowed in Concur; additional changes/exchanges must be done through a CalTravelStore travel agent. This applies to exchanges for all carriers (Southwest, United, etc.).
- Southwest Airlines’ Early Bird check-in will no longer be available to purchase in Concur. If desired, you may add Early Bird check-in directly with Southwest using a personal credit card.
2. All unused travel funds, including Southwest, will still appear in each traveler’s Concur profile; however, you will now have to call the CalTravelStore to have an agent apply the Southwest travel funds to a new reservation – as is the current process with other airlines’ travel funds.
3. Southwest Unused Travel Funds can no longer be applied during the reservation process in Concur.
4. Unused travel funds, including Southwest, will now be part of the monthly “Unused Tickets” report provided to you by CalTravelStore. Be on the lookout for the addition of Southwest Travel Funds alongside credits for other carriers in the same monthly report you already receive on the 18th of every month from CalTravelStore.
Click here to view the CSU High Hazard International Travel Approval Process and Requirement to Purchase Insurance.
If you have any questions regarding these requirements, please contact Risk Management at 559.278.1153.
Assembly Bill 1887 is a California law that restricts state agencies from requiring employees to travel to any state that has enacted a law that discriminates on the basis of sexual orientation, gender identify, or gender expression. The law also prohibits state-funded and state-sponsored travel to states on the list. The restrictions apply to all CSU employees, non-employee travelers, and students.
If you were authorized to travel to one of the states on the Travel Ban list prior to the effective date, state funds cannot be used to pay for any part of the trip. Consequently, the travel reservations must be cancelled, or must meet one of the AB 1887 exceptions and be pre-approved by the University Controller, or funded using a private or non-state source.
Travelers are encouraged to check the Office of Attorney General’s website for the list of affected states prior to initiating the travel approval process.
The current list of restricted states is listed below and is subject to change at any time.
- Arizona (effective 9/28/22)
- Georgia (effective 8/22/22)
- Indiana (effective 7/1/22)
- Louisiana (effective 8/1/22)
- North Carolina
- South Carolina
- North Dakota
- South Dakota
- Utah (effective 7/1/22)
- West Virginia
AB 1887 Exceptions
The Legislature created exceptions in AB 1887 that allow travel to banned states in certain circumstances. These exceptions only apply if travel to a subject state is "required."
Specifically, AB 1887 does not apply to state travel that is required for any of the following purposes:
1. Enforcement of California law, including auditing and revenue collection.
3. To meet contractual obligations incurred before January 1, 2017.
4. To comply with requests by the federal government to appear before committees.
5. To participate in meetings or training required by a grant or required to maintain grant funding.
6. To complete job-required training necessary to maintain licensure or similar standards required for holding a position, in the event that comparable training cannot be obtained in California or a different state not subject to the travel prohibition.
7. For the protection of public health, welfare, or safety, as determined by the affected agency, department, board, authority, or commission, or by the affected legislative office.
Instructions for Approval:
Request approval in writing. Include in your justification:
- The purpose of the travel
- Why the travel cannot be completed elsewhere
- Which exception in the Assembly Bill the travel meets and why (link below)
- Send your request to Ben Hylton, University Controller, at email@example.com
The following links serve as additional resources:
If a trip must be cancelled or changed, the traveler must make every effort to cancel/change any travel reservations. Fees incurred as a result of cancelling/changing a trip may be covered if the cancellation/change was work-related or due to unforeseen circumstances out of the control of the traveler. Written justification must be submitted and approved by the approving authority (see Travel Approval Guidelines).
Travelers who are unable to honor a reservation shall be responsible for canceling the reservation in compliance with the cancellation terms established by the vendor. The traveler must return any refundable deposits to the University.
Charges or lost refunds resulting from failure to cancel reservations, registrations, etc. shall not be reimbursed unless the traveler can show that such failure was the result of circumstances beyond the traveler’s control.
The traveler shall be responsible for promptly returning for a refund any unused or partially used transportation tickets.
Cash advances must be returned immediately if a trip is cancelled or indefinitely postponed.
Funds paid on behalf of or reimbursed to the traveler for expenses incurred prior to the actual dates of travel should be returned. Refunds should be requested for registration fees paid directly to a vendor unless applied to another participant from the department. A non-refundable ticket associated with a cancelled trip must be used for the employee’s next trip.
Any monies refunded to the University should be submitted by check payable to Fresno State and submitted to Cashiering Services.
For COVID19 travel advisories, click this link: http://fresnostate.edu/president/coronavirus/
If you have additional questions or need further assistance, please contact: