Instructionally Related Activities (IRA) Student Travel

Student IRA Travel

IRA travel funding is only offered in the Fall and Spring semesters.

Funding Guidelines:

SAN FRANCISCO STATE UNIVERSITY

REQUEST FOR INDEPENDENT STUDENT TRAVEL FUNDING

GUIDELINES AND PROCEDURES

Students may be funded for independent travel through the Instructionally Related Activities (IRA) fund in accordance with the guidelines and procedures indicated below.  Student travel will be funded only if the following conditions are met and the request is approved in advance by the University Provost (or designee).

GUIDELINES:

1. Must be currently enrolled at SF State.
2. Must be an active participant in the conference/meeting he/she wishes to attend (i.e. a presenter of a paper or performer).
3. Will not be funded if he/she is eligible to receive travel funds to attend the same conference/meeting through any IRA budget (e.g. Forensics, Model UN).
4. No more than $600 will be awarded per student each fiscal year.  Funds must be expended in accordance with state travel regulations.  Funding requests to travel outside of the U.S. must follow current CSU International Travel/Travel to High Risk Countries guidelines and the advance process necessary through the college dean (or designee), Risk Management, the provost and the president.  NOTE: Travel insurance is required for all International Travel with the insurance cost being deducted from the allocation.
5. Mileage reimbursement - please refer to Driver Safety Program > Student/Non-employee for more information.
6. For SF State/CSU detailed travel information, please go to: https://www.sfbrn.calstate.edu/concur.
7.  If you meet all these criterias, please reach out to your college office contact listed far down below to assist with your application materials needed prior to travel. 

PROCEDURES:

   PRIOR TO TRAVEL:

    SUBMIT THE FOLLOWING TO OUR BOX Folder ( Submission to box folder is accessible only by your college travel coordinator listed below)  

1. A completed Request for Approval of Student IRA Travel form (linked below).
2.  A signed Release of Liability for Domestic or International form (linked below).
3.  A brief statement indicating how participation in this conference/meeting will enhance his/her educational goals.
4. Attach evidence of his/her participation (e.g., a letter of invitation or a copy of the conference program or acceptance from the conference/meeting). The student forwards forms 1-4 above to include supporting documents to the chair of his/her major department.  The chair either endorses the request or denies it based on its adherence to the guidelines stated above and/or its educational merits.  If endorsed, the student forwards the request and supporting documents to the dean of the College.
5. The dean (or designee) endorses or denies the request based on its adherence to the guidelines stated above and/or its educational merits.  If endorsed, travel coordinator prepares the Student IRA Travel Application Form, and submit supporting documents on our BOX Folder
6. You must use Concur to submit both the travel request and expense report on the student’s behalf as they are non-employees and do not have access to Concur. When completing the request, please note the following: 
   • Select Request Type: Non Employee Request
   • Business Unit (Supplier) = SFSTD, Non Employee Name (Supplier) enter an asterisk and type in last name and select the name from the non employee drop down list. If the name is not there, please complete "Create New Recipient Form" on behalf of the student. It will take a few days for the name to load in Concur.
   • Name the Request/Trip Name: IRA followed by the student’s first and last name. [ e.g. IRA_Jane Doe]  This is intended to help you differentiate between your non-employee and employee travel that you may be responsible for on Concur.  
   • Enter all estimated expenses, air, lodging, food etc. The request total should not exceed the amount the student is awarded. 

   • Must use Chartfield: TA500-3010. This chartfield is for this IRA travel only!

     
     POST TRAVEL

Expense reports must be submitted through Concur. Per CSU Travel Policy, travel reimbursements must be completed within 60 days of the travel end date.

1.  Create an Expense Report: Create an expense report from the approved Travel Request in Concur. Select 
     Non-Employee Expense as the Report Type.
2. Enter all applicable expenses and attach required receipts/documentation.
3. Meals: Reimbursed based on actual expenses incurred, up to $92 per day. Receipt required if meal is over $75.
4. Adjust the Report Total (if applicable): To reduce the reimbursement amount, select the Reduction expense type and enter the amount to be deducted as a negative value.

For questions or assistance with Concur, please contact concur@sfbrn.calstate.edu.

Student IRA travel funds are available only for the Fall and Spring semesters. There are no IRA travel funds for Summer and Winter semesters.  Please let me know if you have any additional questions. NOTE:  If the travel is international, the College is responsible for submitting the appropriate documentation to Risk Management for International Travel approval.  Funding advances for student travel are not allowed.

APPLICATION FORMS:

For questions, please contact travel coordinators at your College dean’s office as follows:

College Travel Coordinators and Contact Information

The Provost's Office is also always available if you need support with our student IRA travel process. You can email Mona Sagapolutele at monas@sfsu.edu