Poly Travel

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Travel Tips

• Before Travel

  IN STATE	OUT OF STATE	INTERNATIONAL
  Request for authorization to travel Should be completed prior to making any arrangements Approved by Manager Travel Insurance Not required Hotel $275 maximum excluding taxes, itemized receipts required Note: Travel packages containing Air, Hotel and/or Car should not be purchased unless itemize receipts are obtainable. Personal Vehicle Must be authorized to drive by completing STD 261 and Defensive Driving Test Rental Vehicle Must rent from authorized vendors: Enterprise or National		Request for authorization to travel Should be completed prior to making any arrangements Approved by International Center High Risk Countries approved by Provost or VP Travel Insurance Required - Risk Management will purchase Hotel Actuals Up to Federal Per Diem Rate* Personal Vehicle Must be authorized to drive by completing STD 261 and Defensive Driving Test Rental Vehicle Must rent from authorized vendors: Enterprise or National

• During Travel

  IN STATE	OUT OF STATE	INTERNATIONAL
  Meals Actual expenses up to $55/day Incidentals $7/day Receipts Required for $40 or more	Meals Actual expenses up to $55/day (except Alaska, Hawaii & US Possessions) Incidentals $7/day Receipts Required for $40 or more	Meals/Incidentals Actuals "up to" Federal Per Diem Rate* Receipts Required for $40 or more (meal receipts are not required)

• After Travel

  IN STATE	OUT OF STATE	INTERNATIONAL
  Complete Expense Report Attach approved Request Attach all receipts $40 or more Attach proof of payments and Itemized receipts if applicable: Airfare, Hotel, Registration, Hospitality Mileage - use Concur's Google Map	Complete Expense Report Attach approved Request Attach all receipts $40 or more Attach proof of payments and Itemized receipts if applicable: Airfare, Hotel, Registration, Hospitality Mileage - use Concur's Google Map	Complete Expense Report Attach approved Request Attach all receipts $40 or more (except Hotel & Meals) Attach proof of payments and Itemized receipts if applicable: Airfare, Hotel, Registration, Hospitality Mileage - use Concur's Google Map Use OANDA showing currency conversion for actual date(s) or attach

  Non-Employee process is HERE

• Restrictions

  IN STATE	OUT OF STATE	INTERNATIONAL
  Subsistence expenses for travel within 25 miles of an employee's headquarters or residence will not be reimbursed. Transportation expenses will be reimbursed based on the most economical mode of transportation and the most commonly traveled route consistent with the purpose of the trip. Travel banned states: Alabama, Arkansas,, Florida, Iowa, Idaho, Kansas, Kentucky, Mississippi, Montana, North Carolina, North Dakota, Ohio, Oklahoma, South Carolina, South Dakota, Tennessee and Texas, West Virginia Mileage reimbursement will be for between home and the assignment location or between the normal work location and the assignment location, whichever is less. Meal reimbursements associated with trips without an overnight stay must be reported to the IRS as taxable income. The amount will be reported to Payroll and included in Box 1 of the employee's W-2 form. Under no circumstances will expenses for lunch be reimbursed for travel of less than 24 hours. *International travelers can choose to use the Per Diem rates and pay out of pocket for all expenses then be reimbursed based on the per diem rates for hotel and meals. OR travelers can choose to pay expenses with the Concur travel card and pay actuals up to the per diem rates for all travel expenses.

Travel Safety Guidelines During COVID-19

This information is specific to travel impacted as a result of the coronavirus (COVID-19). As the situation remains very dynamic, please check back for updates.

All international study abroad travel requests must start with the International Center.

IMPORTANT NOTE: For information on Concur and training, please email Travel Analyst, Stephanie Albright at polytravel@calpoly.edu in Strategic Business Services.