International Travel FAQ
1. What if I have already completed registration with RMI using the old RMI system?
For all TA’s initiated in the KUALI TEM after July 20, 2015, there is no need to register with RMI, or to use the RMI approval system. However, if your pre trip travel document was initiated using the old system, please download the Risk Management approval using the old system and attach to your pre trip travel documentation. All travel approvals that begin with the paper system, need to end with the paper system. NOTE* For TA’s submitted from July 1 through July 20th, 2015 with a completed RMI registration, download the approval from the old registration system to attach to your TA. Please remember that Risk Management’s old registration system will only be accessible for this purpose from July 20th through August 1st, 2015. No new travel registrations will be accepted beginning July 20th 2015. It is the travelers and/or the travel arranger’s responsibility to make sure that copies of RMI authorizations from the old system are retained.
2. What if the traveler has completed a paper pre trip travel authorization and completed registration with RMI using the old system?
All travel approvals begun with the paper process must be completed using the paper process. Please remember that RMI’s old registration system will only be accessible for this purpose from July 20th through August 1st, 2015. No new travel registrations will be accepted beginning July 20th 2015. It is the travelers and/or the travel arranger’s responsibility to make sure that copies of RMI authorizations from the old system are retained.
3. Do I still have access to trips that I have registered using the old RMI registration system?
You will have access to trips registered using the old RMI registration ONLY from July 20th through August 1, 2015.
4. I was always taught that the traveler needs RMI approval BEFORE the airfares and hotel accommodations were How can I ensure that now that I have to submit a TA before RMI approves?
RMI approval is based on the initiation and save/submission of a TA in Kuali TEM. The approval is an automated process, and for 90% of international destinations the approval occurs within 24 hours. It is the responsibility of the traveler or travel initiator to attach the RMI approval email to the TA. Failure to do so is non-compliant with university policy and may result in no reimbursement of the traveler’s expenses. For destinations subject to a U.S. State Department travel advisory, RMI still requires travelers to complete and sign the travel advisory waiver. The process has now been streamlined so that upon completion of the travel advisory waiver, RMI approval is automatically generated. Please ensure that for ALL international travel that the TA is saved and submitted at least 48 hours PRIOR to traveler departure.
5. What happens if the RMI approval email is not attached to the TA document?
This process has not changed. As with the old system, the travel desk will reject the reimbursement request when expenses are submitted.
6. What if a traveler is a student?
All travelers with student status are required to obtain approval from the Office of International Programs – Education Abroad, prior to travel. Contact Education Abroad Staff.
7. Why does it take 24 hours for RMI’s system to approve the international travel?
RMI’s system is programmed to view information out of CSU’s Data warehouse (ODS). These views are only populated nightly out of Kuali TEM.
8. When do I start the TA?
Because the TA is the way the risk management approval process now works for international travel please ensure that for ALL international Travel that the TA is saved and submitted at least 48 hours PRIOR to traveler departure.
9. What if I have a TA with multiple destinations?
Our system is designed to look for the primary destination as well as any per diem destination. If either the primary destination or any of the per diem destinations are subject to a travel advisory then the system notifies the traveler for the next step (to complete the travel advisory waiver.) For TA’s with multiple destinations, and some with a no cost portion please include the other countries’ per diem but to submit a zero cost per diem, instead of deleting the per diem altogether. In that way we can catch a zero cost country that needs a travel advisory.
10. What if the proposed trip is zero cost to CSU?
Because the TA system is the way RMI can approve international trips, please follow TEM directions and submit a TA for zero cost.