Travel Registry

• Group Travel: If students plan to participate in any international travel for activities sanctioned by a registered SDSU student club or organization and this trip will involve group travel, the Group Leader must FIRST request Group Leader status and receive email notification from the SDSU International Safety Unit (ISU) that they have been so granted BEFORE they register the proposed travel for approval through the Travel Registry system and create a Group Trip.
  • After the Group Leader receives the email notification from the ISU that they've been granted Group Leader status, the Group Leader can create the initial Group Trip in Travel Registry and add Group Members to the trip, including the student participants and other faculty/staff members traveling with the group. 
  • ISU will then review the trip and approve or deny it.
  • The Group Trip leader will receive an email notification via Travel Registry as to the approval / denial of the trip.
• Required: The Group Leader must submit the travel through Travel Registry no less than 45 days prior to departure.
  • All travelers must complete the required action items of the Group Trip for Travel Registry.
  • All travelers must purchase SDSU Travel Abroad Insurance.
• Group Leader: It is very important that you first watch the Group Trip Instructions (linked below) and follow the steps provided. You need to first be given access as a Group Leader before you create a Group Trip through Travel Registry for submission. The International Safety Unit will email you confirmation that you have been granted access as a Group Leader and then you can create a Group Trip in Travel Registry and add Group Members.

Process:

1. Watch the Canva video (link).
2. Scan the QR code displayed in the video and complete the Google Form (link) to request group leader access.
3. Do NOT take any further steps until you receive email confirmation of your group leader approval.
4. Log into the Travel Registry (travelregistry.sdsu.edu) with your SDSU ID, the same one that should have been used to attain group leader access.
5. Once in the Travel Registry, click ‘+Add New Trip’.
6. At the top right corner of the new window that popped up, make sure to turn on the ‘Group Trip’ toggle. If you fail to do this, you will not be able to create a group trip and will have to restart your trip.
7. Fill out the required information and select ‘continue’ at the bottom.
8. You will be prompted a question whether you would like to add your groups now or later. Select ‘Do This Later’. Your group trip must be approved before you can add group members.
9. Enter your Itinerary. You will be able to edit your itinerary information throughout the Travel Registry process.
10. Complete all sections in the Travel Registry that indicate required fields and are asterisked, have a red exclamation mark, highlighted in red, or otherwise showing incomplete. These sections include:
    a. questions in the ‘Forms’ tab. 
    b. signing / acknowledging Signature Forms and Useful Content in the Essential Content tab.
11. At the bottom of the page, select ‘Submit for Approval’. You will need to complete all requirements before having the ability to submit your group trip.
12. Do not take any further steps until you receive an email updating the status of your group trip approval.
13. If your trip is approved, log back into Travel Registry and complete any new action items.
14. Add your group trip members in the ‘Group Travelers’ tab.
15. Your group travelers will receive notification that you have initiated a trip in Travel Registry. All participants will be required to log into Travel Registry and complete their own itinerary information and action items. 
16. If you have any questions or are in need of assistance during this process, please contact [email protected].

IMPORTANT: You must be granted authorization as Group Leader via the Google Form before you create a Group Trip in Travel Registry and add Group Members. Follow the instructions in the linked video.

• A non-credit experience related to an academic program or international experience requirement that is organized and or led by an SDSU professor or department.
• Traveling abroad related to an SDSU class/project/grant/scholarship not already listed in the Global Education Portal (Aztecs Abroad) (see above).
• Examples include the noncredit travel component of HSEC 797; noncredit experiences abroad to satisfy the Sustainability major international experience requirement; as well as group trips for research, fieldwork, conference attendance, and theatrical performances. Travel is sometimes led by a faculty member, but not in all cases.
• Note that this registration is still required for student travelers using the T2 process.
• Required: Purchase SDSU Travel Abroad Insurance and Complete Travel Registry.

Submit Travel Registry

• Participating in any study abroad program or international internship that is not approved by SDSU (i.e. not listed in the Global Education Portal (Aztecs Abroad)), whether the experience is credit-bearing or not.
• Participating in any other type of experience abroad (e.g. independent international volunteer project), that is not approved by SDSU (i.e. not listed in the Global Education Portal (Aztecs Abroad)) and does not fit into another Travel Registry category (i.e. not run by an SDSU department or student organization).
• Student is not receiving any funding from SDSU or an SDSU academic department.
• SDSU faculty and/or staff are not traveling with student(s).
• Required: Complete Travel Registry only (SDSU Travel Abroad Insurance recommended, but not required).

Submit Travel Registry

• Group Travel: If faculty and staff wish to travel internationally with SDSU students on university-related business, a designated Group Leader must FIRST request Group Leader status and receive email notification from the SDSU International Safety Unit (ISU) that they have been so granted BEFORE they register the proposed travel for approval through the Travel Registry system and create a Group Trip.  
  • After the Group Leader receives the email notification from the ISU that they've been granted Group Leader status, the Group Leader can create the initial Group Trip in Travel Registry and add Group Members to the trip, including the student participants and other faculty/staff members traveling with the group.
  • ISU will then review the trip and approve or deny it.
  • The Group Trip leader will receive an email notification via Travel Registry as to the approval / denial of the trip.
  • Examples of Group Travel include: research, fieldwork, conference attendance, and theatrical performances etc.
• Requirements: The Group Leader must submit the travel through Travel Registry no less than 45 days prior to departure.
  
  • Travel Registry travel is non-credit bearing (credit bearing travel must go through the Faculty-led Program Proposal process).
  • Faculty and Staff will still complete the T2/FTIP process through their department.
• Group Leader: It is very important that you first watch the Group Trip Instructions (linked below) and follow the steps provided. You need to first be given access as a Group Leader before you create a Group Trip through Travel Registry for submission. The International Safety Unit will email you confirmation that you have been granted access as a Group Leader and then you can create a Group Trip in Travel Registry and add Group Members.

Process:

1. Watch the Canva video (link).
2. Scan the QR code displayed in the video and complete the Google Form (link) to request group leader access.
3. Do NOT take any further steps until you receive email confirmation of your group leader approval.
4. Log into the Travel Registry (http://travelregistry.sdsu.edu) with your SDSU ID, the same one that should have been used to attain group leader access.
5. Once in the Travel Registry, click ‘+Add New Trip’.
6. At the top right corner of the new window that popped up, make sure to turn on the ‘Group Trip’ toggle. If you fail to do this, you will not be able to create a group trip and will have to restart your trip.
7. Fill out the required information and select ‘continue’ at the bottom.
8. You will be prompted a question whether you would like to add your groups now or later. Select ‘Do This Later’. Your group trip must be approved before you can add group members.
9. Enter your Itinerary. You will be able to edit your itinerary information throughout the Travel Registry process.
10. Complete all sections in the Travel Registry that indicate required fields and are asterisked, have a red exclamation mark, highlighted in red, or otherwise showing incomplete. These sections include:
    a. questions in the ‘Forms’ tab. 
    b. signing / acknowledging Signature Forms and Useful Content in the Essential Content tab.
11. At the bottom of the page, select ‘Submit for Approval’. You will need to complete all requirements before having the ability to submit your group trip.
12. Do not take any further steps until you receive an email updating the status of your group trip approval.
13. If your trip is approved, log back into Travel Registry and complete any new action items.
14. Add your group trip members in the ‘Group Travelers’ tab.
15. Your group travelers will receive notification that you have initiated a trip in Travel Registry. All participants will be required to log into Travel Registry and complete their own itinerary information and action items.
16. If you have any questions or are in need of assistance during this process, please contact [email protected].

IMPORTANT: You must be granted authorization as Group Leader via the Google Form before you create a Group Trip in Travel Registry and add Group Members. Follow the instructions in the linked video.

• All SDSU faculty and staff traveling on university business must now submit their travel through Travel Registry.
• Travel to U.S. Department of State (DOS) level 3 or 4 locations will require a Safety, Security and Risk (SSR) assessment by the International Safety Unit.
• Travel to DOS level 1 or 2 locations is usually automatically approved once submitted via Travel Registry.
• After completing Travel Registry, you will submit your Concur foreign travel or T2 request through your department and your FTIP will be subsequently processed.

Submit Travel Registry