Coronavirus Information from Administration & Finance

To assist in this new remote working and learning environment. The latest information regarding Procure to Pay functions (Procurement, Payment and Distribution Services)

2020-2021 University Travel Guidelines

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.

Cal Poly has suspended all non-essential international and domestic travel for all faculty, staff, students and its auxiliary organizations, including Cal Poly Corporation, Associated Students Inc. and Cal Poly Foundation through June 30, 2021.

Authority has been given to the university president to approve exceptions to the travel suspension when there are compelling reasons that support the academic and co-curricular mission of the campus ("essential travel"). All travel must be approved prior to booking a trip or committing funds.

All international travel and study abroad 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.

Domestic Travel Request Process Steps for Travel Through June 30, 2021

  1. Select proper Request Form depending on type of travel
  2. Fill out proper Request Form, all campus development or advancement staff must get proper signatures on Request Form before submitting for approval
  3. Attach Request Form to the proper format (Concur Request or 1A form) and submit for approval
  4. Obtain proper approvals:
    1. Concur Request with attached Request Form must be approved by:
      1. Cost Object Approver
      2. Department Head or Chair/ Manager or Supervisor
      3. Dean/ AVP
      4. Provost/ VP
      5. President
    2. “1A” form with attached Request Form must be approved by:
      1. Department Head or Chair/ Manager or Supervisor
      2. Dean/ AVP
      3. Jeanne Scott, jscott29@calpoly.edu — add 'initial box' to sign before sending to the provost
      4. Provost/ VP — cp-provost@calpoly.edu
      5. Kelly Sebastian, ksebasti@calpoly.edu — add 'initial box' to sign before sending to the president
      6. President — jarmstro@calpoly.edu — add signature box on form
  5. Traveler should ensure all approvers have approved travel request as outlined above. Travel request or travel expense report/claim may be denied if proper approvals were not obtained prior to trip.

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Essential Domestic Travel Approval Request Form


Prior to committing funds or booking travel, all travelers must first obtain approval. To gain approval, travelers must fill out and submit a COVID-19 Travel Request Form.

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Travel Process Summary

Individual Travel

(when traveling as an individual and responsible for own travel expenses)

Traveler(s) Type Use Request Form for Submit with: Additional Instructions
Faculty Faculty and Staff Concur Request N/A
Staff Faculty and Staff Concur Request N/A
Auxilliary Staff Faculty and Staff "1A" Form N/A
Student Student and Group "1A" Form N/A

Group Travel

(when traveling with multiple people, may)

Traveler(s) Type Use Request Form for Submit with: Additional Instructions
Faculty or Staff as leader, only paying for self Student and Group Concur Request Must list all students or group travelers & have each traveler sign Acknowledgment of Risk
Faculty or Staff as leader, paying on behalf of others Student and Group "1A" form Must list all students or group travelers & have each traveler sign Acknowledgment of Risk
Student as group traveler (not leader) N/A Students will not submit 1A form, Not submitting Request Form, but is required to sign Acknowledgment of Risk that leader is submitting

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What is Considered Essential Domestic Travel?

Domestic travel may be deemed “essential” only when the travel demonstrably and significantly advances one or more of the following for:

Faculty, Staff, Researchers, and Grad students

  • Meet contractual obligations committed prior to COVID-19
  • Job required training/ certification/ professional development (e.g. tenure) that must be in person and cannot be postponed
  • University development activity that must be in person and cannot be postponed
  • University recruitment activity that must be in person and cannot be postponed
  • Preserve the safety of a research subject and which is not possible to be postponed
  • Preserve the result of a research activity and which is not possible to be postponed
  • Preserve continuity of grant funding or completion of grant required activities
  • Accompanying students on approved essential travel
  • Accreditation activity that must be in person and cannot be postponed
  • Clinical practice that must be in person and cannot be postponed
  • Educational requirement for student’s academic progress, degree completion or graduation, activity must be in person and cannot be postponed
  • Essential agriculture enterprise business operations
  • Approved professional leave, such as, but not limited to sabbatical or DIPs

Students

  • Continuity toward academic progress, degree completion, or graduation.
  • Does not include international group travel or study abroad. All international travel by faculty, staff, student, groups, or study abroad must start at the Cal Poly International Center

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Approval Flow During Travel Restriction

All approvers are responsible for reviewing all material including PDF before approving

1. Traveler Submits Request

Attaches all COVID-19 considerations

2. Cost Object/Budget Approver

Confirms Budget Approves

3. Manager/Dept Chair - Adds Dean

Verifies COVID-19 considerations, confirms travel is warranted - Adds Dean/AVP

4. Dean/AVP

Verifies COVID-19 considerations, confirms travel is warranted - Adds VP/Provost

5. VP/Provost Adds President

Verifies COVID-19 considerations

6. Presidents Office Previewer

Reviews all proper documentation - Send to President

7. President

Final review Submits "Approve or Deny" Travel Request

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2020-21 Travel Frequently Asked Questions

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Travel Updates