Expense Reports and Reimbursement


Traveling with and paying on behalf of students

Guest / Student

Travel without Cal Poly employee and will require reimbursement for expenses

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)

Expense Report:


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:


Staff / Faculty - International Procedures

Travel Updates