Welcome to
University Travel
Guidance re: COVID-19 Travel Suspension
Information specific to travel impacted as a result of the coronavirus (COVID-19).
Cal Poly State University and its auxiliary organizations have suspended all international and non-essential domestic travel through July 31, 2020.
Pre-approval is required for all travel and must be approved by the President. All staff and faculty travel must be approved using Concur Request prior to booking a trip. For information on Concur and training polytravel@calpoly.edu in Strategic Business Services.
05-26-2020 - Steps to request essential domestic travel have been added
Travel Process
Traveling on university business can be easy if you follow the state and university policy, procedures and guidelines. Use the process below to stay on track.
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Step 1 — Request Travel Authorization BEFORE you make plans
All persons traveling on university business (University Traveler) must receive authorization to travel BEFORE booking any travel, including individual travelers or group travel.
Learn more about travel authorization - Step 2 — Know the Policies to avoid delays
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Step 3 — Get a Travel Card to simplify the paperwork
The travel card is secure and convenient:
Any hotel or rental car reservations will automatically be charged to your card and feed into your expense report. Please make sure you are trained before using your card or booking your first trip.
Learn More -
Step 4 — Book Travel with our partners to save time and money
Access preferred travel partners through Cal Poly’s preferred Travel Management Company. Charge air, car, hotel and rail expense directly to your department or funding source to eliminate paperwork and hassles by using the “direct bill” option.
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Step 5 — Travel safely
Be sure to carry checklist with you as it includes important information you may need while traveling.
Enjoy Your Trip!
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Step 6 — Create Expense Report quickly to avoid delays
The traveler is responsible for submitting travel claims not more than 30 days after the expenses were paid or incurred, even if no reimbursement is due to traveler.
Learn more -
Step 7 — Get Reimbursed quickly if you follow the rules
Once you have completed and submitted your travel claim through the proper method , Payment Services will issue payment within 10 business days.
Learn moreEnroll in Non-Payroll Direct DepositStaff and Faculty will only be reimburesed via direct deposit, checks will be sent out to all other travelers.