Poly Travel

(08/29/2022) REQUEST APPROVALS - Adding an approver option is not available at this time on Concur travel Requests. Concur is working on correcting this. Approvers have 10 calendar days to approve a Request.

For Request Approvals in your queue your options are to

  1. SEND BACK TO USER with the comment "cannot add additional approvers at this time please resubmit to start approval timeline over" or
  2. Send a Copy (Print/Share) of the Request to additional approvers and APPROVE the Request.

Cal Poly has implemented Concur Travel and Expense as our new travel management system. Concur must be used by all state employees traveling on university business, including CPC funded travel.

Concur is a comprehensive web based tool that integrates travel requests, travel reservations (air, hotel, and car rental) and expense reporting, including an automated approval workflow process all in one system.

To access Concur, log into your Campus Portal. Under Applications, select Concur Travel.

Instructions for all roles and activities in Concur are available under the appropriate tabs: Travel Request, Travel Policy, Concur Travel Card, Book Travel Expense Report, Cancelled Travel.


Trouble seeing expenses?

Concur has updated its user interface. Concur is aware we are having trouble seeing the list of Expenses and/or the details for approvals. Concur is working on this issue. In the meantime, please use this work-around to see all the expenses, so you can continue to approve travel.

Download Instructions

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
    1. Complete Expense Report
    2. Attach approved Request
    3. Attach all receipts $40 or more
    4. Attach proof of payments and Itemized receipts if applicable: Airfare, Hotel, Registration, Hospitality
    5. Mileage - use Concur's Google Map
    1. Complete Expense Report
    2. Attach approved Request
    3. Attach all receipts $40 or more
    4. Attach proof of payments and Itemized receipts if applicable: Airfare, Hotel, Registration, Hospitality
    5. Mileage - use Concur's Google Map
    1. Complete Expense Report
    2. Attach approved Request
    3. Attach all receipts $40 or more (except Hotel & Meals)
    4. Attach proof of payments and Itemized receipts if applicable: Airfare, Hotel, Registration, Hospitality
    5. Mileage - use Concur's Google Map
    6. Use OANDA showing currency conversion for actual date(s) or attach

    Non-Employee process is HERE

  • Restrictions
    IN STATE OUT OF STATE INTERNATIONAL
    1. Subsistence expenses for travel within 25 miles of an employee's headquarters or residence will not be reimbursed.
    2. 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.
    3. 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
    4. Mileage reimbursement will be for between home and the assignment location or between the normal work location and the assignment location, whichever is less.
    5. 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.
    6. *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.

These guidelines are intended to help all California State University (CSU) students, faculty, and staff stay informed and safe during business-related travel.

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Poly Travel Training

Please email polytravel@calpoly.edu for Concur training on an as-needed basis.

Recorded training sessions are now available on the website.

Each of these trainings are about 5-8 minutes long. Department or individual trainings can be scheduled with Poly Travel in addition to these trainings, if needed.

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.

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Concur Overview

Concur allows you to request, book, and expense travel all in one tool.

  • 3 Modules: Request, Travel, Expense Report
    • An approved Request is the key to a simplified and satisfactory experience; it will allow you to…
      • book your trip in Travel so you can book and reserve air, car, and/or hotel
      • submit an Expense Report (claim your travel)
Concur Overview Screenshot

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Travel Process

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Additional Information

Poly Travel Office

1 Grand Ave., Building 1 Room 128,
San Luis Obispo, CA 93407

Office Hours: Monday- Friday 8:00am-5:00pm

Service Status Dashboard

Up-to-the-minute service availability and performance information

Launch Dashboard

Travel Updates