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)

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 Bubbles

Poly Travel is made up of 4 major components:

  1. The Concur Tool, an efficient web and mobile tool managing travel and expenses anytime and anywhere.
  2. A Concur Travel Card which conveniently pays travel vendors directly and feeds charges right into the expense tool for ease of expensing travel charges
  3. Christopherson’s Business Travel, a new travel management company supporting both individual and group travel through Concur and/or phone
  4. Updated Travel Policy guiding travelers and their managers through the process and compliance

Poly Travel Roll Out

Poly Travel Rollout from August 2019 - August 2020 occuring in 4 waves
WAVE 1
1.1 1.2
9/16 - 10/4 10/7 - 10/18
  • ANTS
  • Strategic Business Services
  • Financial Services
  • International Center
  • Office of the Provost
  • A&F Office of the VP
  • Facilities Management & Development
  • Public Safety
  • Human Services

WAVE 2
2.1 2.2 2.3
1/27 - 2/7 2/10 - 2/28 3/2 - 3/20
  • College of Science & Mathematics
  • Performing Arts Center
  • University Development
  • Campus Health & Wellbeing
  • Information Technology Services
  • College of Agriculture, Food & Environmental Sciences
  • Orfalea College of Business
  • University Housing
  • Office of Equal Opportunity
  • International Graduate & Extended Education

WAVE 3
3.1 3.2 3.3
4/13 - 4/24 4/27 - 5/15 5/18 - 5/29
  • College of Architecture & Environmental Design
  • Academic Personnel
  • Disability Resource Center
  • Systems & Resources
  • New Student & Transition Program
  • Student Affairs Office of the VP
  • Dean of Students
  • College of Engineering
  • College of Liberal Arts
  • Career Services
  • Parent & Family Programs
  • Research & Economic Development
  • Institutional Research
  • University Advising
  • Office of the Registrar
  • Admissions/Recruitment/Financial Aid
  • University Marketing

WAVE 4
4.1 4.2 4.3
7/27 - 8/7 8/10 - 8/21 8/24 - 9/4
  • Library
  • Student Academic Services
  • Commencement
  • Academic Programs & Planning
  • Athletics Intercollegiate
  • President's Office
  • Center for Teaching, Learning & Technology
  • University Legal Counsel

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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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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

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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

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International Travel

All international travel conducted as Cal Poly business must go through 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 must be submitted to the International Center. The International Center will process the travel request and send the traveler a PDF of the packet to upload to 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

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Concur Service Status Dashboard

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

https://open.concur.com/#/us

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Guides and Tutorials

Delegate (person acting on behalf of someone else)

Traveler Arranger

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Travel Updates