Travel Request Form

FOREIGN TRAVEL IMPORTANT UPDATES!

Travel CANNOT be reimbursed when: 

• Travelers fail to submit travel request approvals 10 business days (two calendar weeks) prior to departure.  
• Travelers fail to complete all required forms. 

Requests that arrive during or after travel are increasingly common and will no longer be approved for reimbursement.  

Up to date information about requirements for foreign travel is available on Texas State’s Travel Office website. For foreign travel, all university employees must: 

1. Complete a travel request in Concur; non-employees must complete a travel application. 

2. Complete and attach the applicable Release of Liability and Assumption of complete and attach the applicable Release of Liability and Assumption of Risk for Foreign Travel form (T-4, T-4G, or T-4M) for university-sanctioned foreign trips, located on the Forms webpage. 

3. Review the information listed under the International Travel tab on the Office of Research & Sponsored Program's Export Control webpage. 

4. Submit the travel request or application for approvals ten (10) business days (two calendar weeks) prior to departure. Approvals include the account manager, academic chair (if applicable), academic dean (if applicable), division Cabinet Officer, the President (if applicable), and the Office of Risk and Compliance. 

1. The ten business days/two calendar weeks requirement is the minimum time needed for approval. It is likely that travelers plan international travel much earlier. Fill out your required forms and begin seeking approval as soon as you begin to plan your travel and do not wait until after you have booked your travel or until the ten-day minimum to seek approval.  

5. Foreign travel has some additional restrictions and requirements in certain situations based on the DoS travel advisory level for the country: 

1. The travel advisory level is determined by the DoS, as listed on U.S. Travel Advisories, and should be determined before proceeding with the travel request.
2. Student travel is not allowed to a country with a travel advisory of Level 3 or Level 4.
3. Travel to a country with a Level 3 travel advisory requires Form T-4E to be attached to the travel request, in addition to the required T4.
4. No travel is allowed to any country designated as a Level 4 travel advisory by the US State Department.  

In accordance with Governor Greg Abbott’s Executive Order 48, Texas State employees are prohibited from traveling to countries on university business designated by the U.S. Department of Commerce as “foreign adversaries” including China (including Hong Kong), North Korea, Iran, Cuba, and Russia. Such travel is a violation of state law. 

To reiterate, travel requests that do not meet these criteria will not be approved, and any expenses incurred will not be reimbursed.  

The purpose of these policies and laws is to ensure the safety of everyone who travels on behalf of the university, which requires meaningful engagement and sufficient notice from the traveler. 

Travel Expense Worksheet

Booking lodging through Concur? Read this information:

When lodging is booked through Concur, a virtual credit card is deployed to the hotel for payment. Please be advised that there are actions that can be taken to ensure that the virtual card is on file with the hotel and that they have all information needed for the stay.

 Please refer to the Hotel Virtual Credit Card FAQs for more information. A personal credit card will likely be required by the hotel for incidental expenses incurred. 

The traveler is responsible for obtaining an itemized folio upon checkout for the expense to be claimed on the Expense Report as University Paid.