Athletics Travel

Travel must be authorized prior to the start date of their trip, utilizing the Concur Travel Request Form. Requests should be submitted 2 weeks prior to expected travel.

All registrations can be purchased with a Concur Card and then added to the Expense Report after the trip.

• Domestic Travel for Coaches/Athletic Staff: Domestic meals and incidentals will be Per Diem of $68-$92, based on travel location. More info. No receipts required. Do not use Concur card for meals during individual travel.
• When the entire length of a trip is less than 24 hours: M&IE shall not be reimbursed unless the traveler is away from home overnight as supported by a lodging receipt. If the traveler is unable to provide a lodging receipt, a statement must be included with the Travel Expense Claim explaining why a receipt is not available (e.g., the traveler lodged with a friend or relative, stayed overnight at the airport, or took alternative transportation that required the traveler to be away overnight). The overnight stay requirement does not apply to meal reimbursements authorized under the Hospitality Policy. Meals & Incidentals associated with trips without an overnight stay will be reported to the Payroll Office and reported to the IRS as taxable income, subject to withholding.
• For a trip of less than 24 hours that includes an overnight stay: Reimbursement shall be authorized for 75% of the total per diem rate for M&IE.
• International Travel: Published Federal Government Per Diem for specific location. No receipts required.

• Coaches can book flights using their Concur Card
• Coach or Economy Class are the allowable CSU options.
• Refundable airline tickets are not permitted.
• Purchasing of travel insurance and seat upgrades (any time you pay for a seat) is non-reimbursable. The extra cost for premium seats, business class or first class that are charged to the Concur card need to be expensed as “Personal/Non-Reimbursable” on the Concur Expense Claim Form. A screen shot of a Coach or Economy Class flight needs to be attached to the claim for comparison.
• Flight comparisons are required for personal travel days and upgrades. (See personal travel)

• Travelers may secure lodging when traveling on business more than 25 miles (one way) from their normal work location or home whichever is closer.
• The nightly lodging rate for domestic travel may not exceed $333 per night, not including taxes and other related charges. Any room charge over the allowable nightly rate of $333 needs to have a comment in the Concur Report explaining the valid reason for staying at that hotel.
• The nightly lodging rate for international is based on the published Federal Government Per Diem for specific location.
• California hotels may charge an occupancy tax and this tax is determined by each COUNTY, not the state. Please visit the county's website prior to traveling for more information. In addition, we encourage all travelers to call their hotel in advance to confirm what documentation or forms are required to qualify for occupancy tax exemption since it is up to each hotel if they will waive the occupancy tax from your bill. Hotel/Motel Transient Occupancy Tax Waiver (Exemption Certificate for State Agencies) STD. 236.

Travelers driving privately-owned vehicles or rental vehicles must be in compliance with Cal Poly’s Driver Safety Policy and with the following minimum criteria if driving for University Business:

• Valid State Driver's License
• Good driving record as defined by the Cal Poly Driver Safety Policy
• Completed Defensive Driver Training, and if applicable, Powered Cart Safety Training and/or Van Driver Training
• Proof of Insurance (for personal vehicle use)
• Completed STD261 Form on file with Department for personal vehicle use (this form must be renewed annually)

• Travelers driving personal vehicles are only reimbursed for the mileage showing the most direct route to and from their destination.
• Use the Mileage Calculator in Concur when claiming personal car mileage.
• Use of personal car can be chosen for trips less than 200 miles one way.
• When claiming mileage, do NOT use your Concur card for gas.
• The standard business reimbursement rate per mile is published annually by the Internal Revenue Service. Check current rate

• Renting a car is mandatory for any trip that is over 200 miles one way.
• Travelers should rent economy or intermediate class cars unless these sizes are not adequate to meet the business purpose of the trip. If renting any vehicle over the economy/intermediate size the traveler must make a comment in their Concur Expense Report as to the valid university purpose for the upgrade, otherwise the excess amount is non-reimbursable. Any added accessories or upgrades are non-reimbursable. If a vehicle above the allowed economy or intermediate class is chosen, as a personal preference, a screenshot of the economy/intermediate class must be attached. The traveler will then need to allocate the overage amount to personal/non-reimbursable on their Concur Expense Report.
• When renting a vehicle, travelers are expected to utilize rental agencies with which the State of California or the University have negotiated contracts that include insurance coverage. CSU is contracted with Enterprise Rental Car & National Car Rental. More info.
• Gas receipts are allowable with rental vehicles.

While traveling on University Business, travelers may add extra days for personal travel. The University does not cover costs for personal travel, therefore:

• Lodging: University Traveler must pay with your own personal credit card for the days on personal travel. You may only use University payment methods, such direct bill or travel credit card for university expenses.
• Automobiles: University Traveler is encouraged to turn in any rentals upon completion of University Travel since university insurance is only applicable for business travel, not personal travel. Traveler should rent their own automobile on their own personal credit card and insurance to ensure proper coverage for personal travel.
• Air: University Traveler may extend their airfare dates to include personal travel if the traveler documents the cost. A cost comparison is required at the time of booking to show what the airfare for University Travel only would have been (example: to conference and back). The University will reimburse for the less expensive flight. Proper documentation includes a screenshot of air fare for University Travel, which must include university travel start date and end date, destination(s) and price. Any additional costs above reimbursement amount for personal travel is the traveler’s responsibility and will have to pay the University back if charged on the Concur card.

• If the traveler hosts any non-Cal Poly person(s) for a university purpose, a hospitality form needs to be attached to the Concur Expense claim. Hospitality Justification Form.
• When hosting, the expense type used would be "Hospitality". All of the attendees need to be noted. Hospitality Policy.

• Per CSU Travel Policy, hospitality, airfare, hotel, and car rental expenses will always require an itemized receipt regardless of the amount. All these expenses require the complete itemized receipt/invoice.
• All other expenses (e.g., ground transportation, parking tolls, etc.) only require receipts with amounts of $75 and above. All transportation must have a comment stating the starting and ending destination (e.g., Uber from the airport to the hotel). If a receipt is not obtained by the vendor, a Lost Receipt Affidavit needs to be attached.
• An itemized receipt demonstrates the cost (shows what was purchased and the cost breakdown) and provides proof of payment (shows how it was paid).
• If Concur does not recognize a missing reciept for a charge over $75, please fill out a Lost Receipt Form and attach it as backup.

• Complete the expense report.
• Review report totals from the expense report (under Details tab/Totals).
• Pay back the required amount to the Cashier’s Office. Show a screenshot of the report totals page (cash, check or cashiers check is acceptable).
• Attach the Cashier’s Office receipt to the expense line item.
• Submit the expense report.

• A Concur request is needed for all travel (pre-season, conference games, post season), prior to travel. All requests should be submitted 2 weeks prior to travel.
• Is this a competition involving travel for International Travel? If yes, a Concur Request needs to be approved by various parties, and the International Center, prior to travel. International Center requires the request being submitted 60 days prior to trip date.
• Add a Team Group Meal estimate - example - 26 athletes (SAs) + 4 coaches + 2 staff members x 3 days x $59 daily meal estimate = $5,664 (amount requested)
• Other Accommodations estimate – Group Hotel example – 26 athletes (2 athletes per room) + 4 coaches (1 per room) + 2 staff (1 per room) x 3 days x $275 (room charge) = $15,675 (before tax estimate)

• A Coach can request a travel advance in Concur to cover meal allowances to their athletes only to cover food expenses. The number of Athletes, the names and the amount per person must be attached to the Request. The per diem amount cannot exceed the rate provided to all institutional non-employees (currently $68 per day).
• For reconciliation, the athletes sign the Meal Allowance page acknowledging the amount they received. This sheet is then attached to the coaches Concur Travel Expense claim as backup for the Travel Advance. If all the Travel Advance money is not used, the coach will return the unused amount to the University’s Cashiers Office and that receipt is also attached to the coaches Concur Travel Expense Claim. The Concur Expense Report needs to be submitted within 30 days from the travel end date.
• Athletics Meal Allowance Sheet

• Athletics Meal Matrix
• Coaches and/or staff traveling with the team pay for all the team meals on their Concur card’s. Coaches attach a list/roster to their Concur Expense Report as to the number of athletes, coaches and athletic staff traveling on the trip.
• Coaches submit itemized receipts for all meals, including tips (tips may not exceed 20%).
• No further reimbursement is given to an individual when a group meal is provided.
• Team snacks and nutritional supplements do not count towards the student-athletes daily meal allowance.
• Team Snack - Expense Type – 'Other' - add comment in transaction "team snacks or supplements".

• Coaches can book flights using their Concur card.
• Coach or Economy Class is the allowable CSU approved seating.
• Refundable airline tickets are not permitted.
• Purchasing of travel insurance and seat upgrades (any time you pay for a seat) is non-reimbursable. The extra cost for premium seats, business class or first class that are charged to the Concur card need to be expensed as “Personal/Non-Reimbursable” on the Concur Expense Claim Form. A screen shot of a Coach or Economy Class flight needs to be attached to the claim for comparison.
• Baggage charges over the basic amount need to have documentation stated in the comments section on the Concur claim. (Example: Athletic equipment for audit purposes).
• Attach all itemized airline receipts showing all the information (airlines, dates, traveler’s names, departure/arrival cities, cost breakdown, travel class (economy/coach) and proof of payment, if paid out of pocket).

• Coaches may secure lodging for the team on their Concur cards.
• The nightly lodging rate for domestic travel may not exceed $333 per night, not including taxes and other related charges. Any room rate over $333 needs to have a valid justification to explain the overage in the comment section.
• When traveling with student/athletes – all hotel address and room numbers need to be added in the Concur comments section, under the Other/Accommodations expense type, for Clery purposes.
• Attach all itemized hotel folios to the Concur claim showing all the information (Hotel name, address, room numbers, charge breakdown, and proof of payment).
• When making reservations that include extra charges (banquet/meeting rooms that require catering provisions) the per person meal limit might exceed the daily per person meal allowance, documentation and comments must be provided on the Concur Expense Report.

• Coaches driving rental vehicles must be in compliance with Cal Poly’s Driver Safety Policy and with the following minimum criteria if driving for University Business:
  • Valid State Driver's License
  • Good driving record as defined by the Cal Poly Driver Safety Policy
  • Completed Defensive Driver Training, and if applicable, Powered Cart Safety Training and/or Van Driver Training
  • Proof of Insurance (for personal vehicle use)
  • Completed STD261 Form on file with Department for personal vehicle use (this form must be renewed annually)
  • For 15 occupant vans (passengers and driver combined) a Class B license is required. More Info
• Coaches should rent economy or intermediate class cars unless these sizes are not adequate to meet the business purpose of the trip. (ex: team van) Note in the Concur comments the reason for the larger vehicle.
• When renting a vehicle, travelers are expected to utilize rental agencies with which the State of California or the University have negotiated contracts that include insurance coverage. CSU is contracted with Enterprise Rental Car and National. Please note: Stateside Employees should make Enterprise reservations directly through Concur.
• When using a car rental or team van, gas receipts are reimbursable.
• If purchasing gas with no rental car invoice attached, make a comment in the Concur report on the gas receipt expense stating it was for a Cal Poly team van.
• If purchasing gas for another coach’s rental van, traveling on the same trip, make a comment in the Concur report on the gas receipt expense entry for audit purposes.

• Per CSU Travel Policy, hospitality, airfare, hotel, and car rental expenses will always require an itemized receipt regardless of the amount. All these expenses require the complete itemized receipt/invoice.
• All other expenses (e.g., ground transportation, parking tolls, etc.) only require receipts with amounts of $75 or more. All transportation must have a comment stating the starting and ending destination (e.g., Uber from the airport to the hotel). If a receipt is not obtained by the vendor a Lost Receipt Affidavit needs to be attached.
• An itemized receipt demonstrates the cost (shows what was purchased and the cost breakdown) and provides proof of payment (shows how it was paid).
• If Concur does not recognize a missing reciept for a charge over $75, please fill out a Lost Receipt Form and attach it as backup.

• Complete the expense report.
• Review report totals from the expense report.
• Pay back the required amount to the Cashier’s Office. Show a screenshot of the report totals page (cash, check or cashiers check is acceptable).
• Attach the Cashier’s Office receipt to the expense line item.
• Submit the expense report.

• Compliance approval is required prior to the PSA visit. Please fill out the necessary paperwork in ARMS before you begin to book the trip.
• Athletics Meal Matrix
• No Concur Request is needed, unless you need to request host money.
• Coach can book hotel room(s) for PSA – Prospective Student Athlete and up to four family members, per NCAA guidelines. The nightly lodging rate for domestic travel may not exceed $333 per night, not including taxes and other related charges. Any room charge over the allowable nightly rate of $333 needs to have a comment in the Concur Report explaining the valid reason for staying at that hotel. No meals should be charged to the hotel rooms.
• All meals during an official visit need to list every person in attendance in each transaction comment box.
• Coach can request a Cash Advance to distribute to the Cal Poly student-athlete who is assigned as the host(s) of the PSA(s) (prospective student-athlete(s)). The host will sign the host form in ARMS, which you will then download and use as the receipt/backup for the host money expense, which is categorized as Team/Group Meals.

• No Concur request is needed.
• No Hospitality Form is needed.
• Coaches cannot treat prospective student-athletes.
• If coach pays for any other Cal Poly staff members at a meal, all the names need to be listed in comments section on Concur report. The meal limit would be $68 per person/per meal. The Concur Expense Type is – Team/Group Meals.
• Compliance approval is required.

• No request form is required.
• Hospitality form is required.
• Only coaches and players are permitted.
• Roster needs to be attached to list all the attendees.
• Per the CSU/Chancellor’s Office – Pre-Post game meals in banquet rooms fall under the Hospitality policy.
• Coaches submit itemized receipts for all meals, including all tips (tips may not exceed 20%).
• When completing the Expense Report in Concur, record the group meals using expense type - Hospitality.

• Per NCAA a coach or athletic staff member can provide a team with an occasional meal (and transportation to attend the meal) at any location in the locale of the institution at any time.
• A roster of the attendees needs to be attached to the Concur expense report.
• Coaches submit itemized receipts for all meals, including all tips (Tips may not exceed 20%).
• When completing the Expense Report in Concur, record the group meals using expense type Team/Group Meals. The meal limit is $68 per person.

• An institution, conference or the NCAA may provide reasonable entertainment (but may not provide cash for such entertainment) to student-athletes as a benefit incidental to participation in intercollegiate athletics.
• The expense type for entertainment will be Hospitality. Hosptitality Form
• A hospitality form needs to be attached to the Concur expense report along with a roster for Team Entertainment.

• No Hospitality Form is needed.
• Per NCAA guidelines - An Institution may provide snacks to a student-athlete at any time. Compliance approval is not required.
• Per NCAA guidelines – An Institution may provide permissible nutritional supplements to a student-athlete for the purpose of providing calories and electrolytes. Permissible nutritional supplements do not contain any NCAA banned substances and are identified according to the following classes: carbohydrate/electrolyte drinks, energy bars, carbohydrate boosters, protein supplements, omega-3 fatty acids, and vitamins and minerals. Per the Chancellor’s Office, supplements provided to student-athletes can be treated and expensed as – Supplies. If supplements are purchased, our sports medicine staff (Kristal Slover) should be the one reviewing and approving these expenses.
• Both the team snacks and the nutritional supplements do not count towards the student-athletes daily meal allowance.
• The Concur Expense Type – Other, add in comments: (example) Locker room snacks.
• Compliance approval for nutritional supplements is required.

• Per CSU Travel Policy, hospitality, airfare, hotel, and car rental expenses will always require an itemized receipt regardless of the amount. All these expenses require the complete itemized receipt/invoice.
• All other expenses (e.g., ground transportation, parking tolls, etc.) only require receipts with amounts of $75 or more. All transportation must have a comment stating the starting and ending destination (e.g., Uber from the airport to the hotel). If a receipt is not obtained by the vendor a Lost Receipt Affidavit needs to be attached.
• An itemized receipt demonstrates the cost (shows what was purchased and the cost breakdown) and provides proof of payment (shows how it was paid).
• If Concur does not recognize a missing reciept for a charge over $75, please fill out a Lost Receipt Form and attach it as backup.

• Complete the expense report.
• Review report totals from the expense report.
• Pay back the required amount to the Cashier’s Office. Show a screenshot of the report totals page.
• Attach the Cashier’s Office receipt to the expense line item.
• Submit the expense report.