Expense Reports and Reimbursement
Staff / Faculty - Domestic Procedures
Submit Expense Report - Domestic
The traveler is responsible for submitting expense report not more than 30 days after the expenses were paid or incurred, even if no reimbursement is due to traveler.
Expense Report Checklist (Tips)
Launch Poly Travel
To ensure there are no delays in processing your Concur Expense Report, make sure to:
- Attach your Concur Request
- Add all meals, incidental, lodging, airfare, mileage and miscellaneous expenses (actuals only)
- Select Payment Type
- List advance amounts (if applicable)
- Allocate to chartfield string(s)
- SUBMIT Expense Report
- Approving Officials approve
And Provide the Required Back-up Documentation:, which may include:
- Attached Concur travel request
- Itinerary (Conference agenda)
- Itemized lodging and airfare expenses (if applicable)
- Itemized receipts for any meal and miscellaneous expenses over $40
- Additional justification memos (if necessary)
Travel Forms
Expense Report
- Concur Expense Reference Guide PDF
- Hotel Itemization Tutorial PDF
- Alerts And Exceptions PDF
- Allocating Expenses PDF
- Allocations PDF
- Allowance Itinerary PDF
- Attaching Approved Request PDF
- Attaching Receipts PDF
- Available Expenses PDF
- Canceled Trip with Expense and Credit PDF
- Cash Advance PDF
- Create New Expense PDF
- Fraudulent Charges PDF
- Grocery Meals 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
- Personal Expense PDF
- Report Library PDF
- Returned To User PDF
- Submitting Available Expenses PDF
Expense Report:
Video Tutorials
Reimbursement
All university business travel expenses shall be paid with the Concur Travel Card. Out of Pocket expenses (such as incidentals) can be added in Concur for reimbursement.
For all other reimbursements visit:
https://afd.calpoly.edu/procure-to-pay/how-to-pay/reimbursement