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, please email Travel Analyst, Stephanie Albright at firstname.lastname@example.org in Strategic Business Services.
Essential Domestic Travel Request Process
IMPORTANT NOTE: Travelers new to Concur contact the Travel Office at email@example.com
Two Step Process: Memo approved first, then start Concur process
- Traveler completes Request to Travel memo (“RTM”) and routes to:
- Department Head/Chair (if approved moves forward, if denied stops at this point)
- Dean (if approved moves forward, if denied stops at this point)
- VP/Provost (if approved moves forward, if denied stops at this point)
- Upon final signature, traveler receives Approved RTM
- Route Request in Concur for final approvals and VP/Provost Memo:
- Traveler attaches Approved RTM to request & submits for review and approval
- Request is routed to:
- Cost Object Approver automatically (if approved moves forward, if denied stops at this point)
- Traveler’s manager/supervisor automatically (if approved moves forward, if denied stops at this point)
- Supervisor must add next approver
- Dean/ AVP
- Dean/AVP must add next approver
- VP adds Approval to VP Travel memo (if approved moves forward, if denied stops at this point)
- President reviews Approved Request to Travel memo and VP’s Approval memo
- If approved, President Armstrong hits “Approve” button in Concur
- If not approved, President Armstrong hits “Send Back” button in Concur
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
3. Manager/Dept Chair - Adds Dean
Verifies COVID-19 considerations, confirms travel is warranted - Adds 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
Final review Submits "Approve or Deny" Travel Request
Any approver can add required additional approvers.
Example: Budget Approver can add Dean/Provost/President to approval flow
Essential Domestic Travel Docs
Strategic Business Services made an announcement on May 7th, 2020 regarding CPSU Travel:
Due to the COVID-19 pandemic, the travel restriction has been extended for state and auxiliary organizations for all international and non-essential domestic travel to July 31, 2020.
Effective immediately, any travel exception must be routed to the appropriate vice president with final approval by the university president with all individual faculty or staff requests being submitted through Concur only for approval; group, student and guest travel may continue using the paper process. Travel exceptions will only be made in extenuating and compelling circumstances with consideration of the following factors:
- Necessity of the proposed travel, including consequences of postponing travel
- Needs and preferences of the individual
- Availability of safe and secure shelter at the destination
- Availability of appropriate medical care at the destination
- Availability of transportation, services, and other necessities at the destination
- Assessment of risks associated with traveling versus risks of remaining in place
The CSU Chancellor’s Office will re-evaluate this travel restriction by mid-June.
GUIDELINES FOR ESSENTIAL TRAVEL
Essential domestic travel is defined as travel that is required to further mission critical teaching and research. Essential domestic travel will only be approved upon consideration of related risks.
To request approval to engage in essential travel, faculty should contact their Dean in writing. If the Dean agrees that the proposed travel should be considered essential, the Dean will consult with the Interim Provost & Executive Vice President of Academic Affairs who will evaluate this recommendation and related risks before making a final determination. Risk factors that will be considered include but are not limited to:
- Low Risk: Imminent travel, minimal number of people traveling, personal vehicles utilized, travel to low-risk location with no known cases of the virus. Expectation is that common, preventative measures such as hand washing and social distancing will be implemented.
- High Risk: Higher occupancy events, commercial travel, locations under quarantine or with known or suspected cases of the virus.
- Unknown Risk: Travel requests beyond the immediate future where potential confirmed cases would be unknown at this time. Preliminary decisions can be made now, but contingency plans must be in place.
Staff travel is considered essential if it is mission critical, time-sensitive and cannot be postponed. Should travel be deemed essential, submit a written justification to your department head. Department heads should carefully review these requests with a focus on employee and community safety. The goal of this travel restriction is to minimize spread of the virus. Requests for domestic travel deemed essential by an employee’s department should be forwarded to the appropriate Dean or Associate Vice President for review. Vice Presidents (or their designee) maintain final approval for essential travel. Essential travel is not authorized until VP approval is obtained.
Student essential travel is defined as that which is necessary to meet a graduation requirement or a unique, time-sensitive educational experience.
To request approval to engage in essential travel, students (or their sponsor) should contact in writing the Dean of their respective college. If the Dean agrees that the proposed travel should be considered essential, the Dean will consult with the Interim Provost & Executive Vice President of Academic Affairs who will make a final determination.
For All Travelers:
A repository of all approved essential travel should be maintained by the appropriate Vice President/Provost.
REIMBURSEMENT OF EXPENSES RELATED TO CANCELLED TRAVEL
Cancelled or Suspended travel claims/ expense reports should be submitted via email to SBS-Payment@calpoly.edu by May 29, 2020
Requirements to submit cancelled travel claims/expense reports:
- Appropriate COV19 Travel Claim Form (paper) or Expense Report (Concur)
- All Receipts, regardless of value
- Documentation of refund request & response
- Itinerary (for international travel)
Reimbursement of Employee/Student-Incurred Expenses
Note: The below sections apply to expenses incurred by or on behalf of employees (faculty and staff) and students for university sponsored travel.
- The travel reimbursement process via a COV19 Travel Claim Form will be used to claim costs incurred for cancelled travel including any applicable cancellation/change fees.
- Travelers must make every effort to claim a refund. Many airlines, hotels and car rental companies are refunding or crediting individuals who personally prepaid these transactions.
- Travelers should collect and maintain documentation about the refund/credit request and outcome.
- Refund requests that were denied by the travel partner are eligible for reimbursement. These reimbursement requests will require supporting documentation showing the request for refund was denied. Please submit a Travel Claim Form to Payment Services.
- Refunds granted in the form of a voucher for later use will be treated as a travel advance and tracked by the department. The traveler may immediately submit a travel reimbursement claim for the expense. If the travel advance (airline voucher, etc.) is not applied to university-related business travel before it expires, the department will be report the amount to Payroll as income subject to payroll tax withholding per IRS regulations.
- For students on a CSU IP program, as opposed to a campus program, the Chancellor’s Office (CO) will process the reimbursement per their guidelines. CSU IP students should refer to firstname.lastname@example.org for assistance.
For Expenses Incurred by the Department via direct payment (Concur Travel Card, Travel Card, Procard, Direct Bill, etc.)
- Travelers/departments should make every effort to claim a refund. Many airlines, hotels and car rental companies are refunding or crediting individuals who personally prepaid these transactions.
- Proper method for University liability credit cards:
- Travel Card: use the COV19 Travel Card Claim Form to claim expenses paid via Travel Card
- Concur Travel Card: use the Expense Report in Concur to claim expenses paid via Concur Travel Card
- ProCard: use the regular ProCard reconciliation method
- Card holders should collect and maintain documentation about the refund/credit request and outcome.
- During the card reconciliation process, please attach any supporting documentation and code all COVID-19 related travel expenses with program number COV19. This will facilitate later reimbursement by the university. Credits on cards statements from travel partners should be coded the same way.
- Refunds granted in the form of a voucher for later use should be tracked by the department and used at the earliest opportunity.
- Reimbursements do not apply to club or club sport travel.
Departments should review prior card statements for costs incurred in previous months and enter an expenditure transfer to add program code COV19 to the transaction. While an extra step, it will best ensure departments receive reimbursement for costs associated with cancelled trips.
Travel Funded by External Sponsoring Agencies
In addition to guidelines stated in the CSU Travel Policy, sponsoring agencies also have their own travel guidelines. Travel funded by external sponsors must be related to project activity and must be allowable and reasonable.
In the event that travel plans must be cancelled, requests for reimbursement of travel-related expenses such as airfare, hotel, registration, and cancellation fees will be reviewed on a case by case basis. Requests must be approved by UCP or Sponsored Programs, and in some cases would also require sponsor approval.
Please reach out to your dedicated Payment Service Technician if you have any questions about this process.
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Covid-19 Canceled/Suspended Travel training (PAPER PROCESS)
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Covid-19 Canceled/Suspended Travel training (CONCUR PROCESS)
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