Poly Travel
Poly Travel is a managed travel program powered by Concur. It provides faculty and staff an easy way to efficiently arrange travel as well as complete and approve expense reports whether on the road or on campus. This program not only allows travelers to receive assistance while on the road but also simplifies the reimbursement process by reducing reconciliation burdens and improper payments with centrally billed procurement and travel cards.

Poly Travel is made up of 4 major components:
- The Concur Tool, an efficient web and mobile tool managing travel and expenses anytime and anywhere.
- A Concur Travel Card which conveniently pays travel vendors directly and feeds charges right into the expense tool for ease of expensing travel charges
- Christopherson’s Business Travel, a new travel management company supporting both individual and group travel through Concur and/or phone
- Updated Travel Policy guiding travelers and their managers through the process and compliance
Poly Travel Roll Out - suspended until 2021.
Please email polytravel@calpoly.edu for Concur training on an as-needed basis for 2020.
WAVE 1
April 5 - May 27
CLA
CAED
OCOB
WAVE 2
June 14- July 30
OFFICE OF THE VP
CAREER SERVICES
CAMPUS HEALTH
OFFICE OF DEAN OF STUDENTS
COMMENCEMENT
DRC
NEW STUDENT & TRANSITION PROGRAMS
PARENT FAMILY PROGRAMS
STUDENT ACADEMIC SERVICES
WAVE 3
August 2 - Sept 10
OFFICE OF THE REGISTRAR
UNIVERSITY MARKETING
UNIVERSITY ADVISING
GRAD ED
EQUAL OPPORTUNITY
LIBRARY
RESEARCH & ECON DEVELOPMENT
CTLT
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)
- An approved Request is the key to a simplified and satisfactory experience; it will allow you to…

Concur Approval Flow
Concur has a two-approver process; three for banned state and/or international travel
Based on… |
1. Cost Object Approver
Budget & chartfield string review |
2. Manager Business need & policy review |
3. Exception Approver Banned state and/or International travel only |
|||
---|---|---|---|---|---|---|
Approval for a(n) | Time in Queue | If no action from approver, the system will | Time in Queue | If no action from approver, the system will | Time in Queue | If no action from approver, the system will |
Request | 6 days | Automatically approve and it moves to HR manager | 6 days | Automatically move to the next in-line manager | 6 days | Automatically move to the next in-line manager |
Expense | 10 days | Automatically approve and it moves to HR manager | 10 days | Automatically move to the next in-line manager |
Poly Travel
Poly Travel empowers the user to manage their travel anytime, anywhere
There are 4 roles in Concur:
User | Role | Example |
---|---|---|
1. Traveler | person traveling | Faculty or Staff |
2. Approver/ Manager | person approving budget and/or time away from work | Dept. Heads or Chairs, Managers, Deans, AVPs, etc. |
3. Arranger | person booking Travel on behalf of Managers (could be same person as Delegate or other | Admins, Budget Analysts/Manager, Coordinators |
4. Delegate | person preparing, approving, and/or previewing Request and Expense on behalf of Managers | Admins, Budget Analysts/Manager, Coordinators |
International Travel
Staff and faculty international travel conducted as Cal Poly business now starts in Concur. Student international travel must start with the Cal Poly International Center. Travel abroad may include activities such as attending conferences, participating in tours, conducting funded research, or taking students on non-credit international field trips.
Travel requests for staff and faculty are started in Concur. The International Center will review the travel request as a part of the approval process in Concur.
Expenses related to international travel should not be incurred until you have completed the international travel request and received confirmation from Concur that your travel request has been approved.
Please note: there is no need to complete an international travel packet or purchase Cal Poly foreign travel insurance for U.S. Territories such as Puerto Rico, Guam, Northern Mariana Islands, the U.S. Virgin Islands or American Samoa.
https://abroad.calpoly.edu/index.cfm?FuseAction=Programs.ViewProgramAngular&id=10925
Concur Service Status Dashboard
Up-to-the-minute service availability and performance information
Guides and Tutorials
Travel Card
Traveler
Set Profile
Request
- Add A Corporation Or Grant CFS PDF
- Adding Attachments PDF
- Adding Expected Expenses PDF
- Allocations PDF
- Approve And Forward PDF
- Approved Requests PDF
- Approving A Request PDF
- Blanket Travel Request PDF
- Navigating Expected Expenses PDF
- User Recalling Request Guide PDF
- User Travel Request Guide PDF
- Viewing A Request PDF
Book Travel
Expense Report
- Hotel Itemization Tutorial PDF
- Alerts And Exceptions PDF
- Allocating Expenses PDF
- Allocations PDF
- Allowance Itinerary PDF
- Attaching Receipts PDF
- Available Expenses PDF
- Cash Advance PDF
- Create New Expense PDF
- Hospitality Adding Attendees PDF
- Hospitality Business Meals PDF
- Hotel Itemization PDF
- Itemizing Expenses PDF
- Menu Details PDF
- Missing Receipt Form PDF
- Personal Car Mileage PDF
- Report Library PDF
- Returned To User PDF
- Submitting Available Expenses PDF