To assist in this new remote working and learning environment. The latest information regarding Procure to Pay functions (Procurement, Payment and Distribution Services)

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)
  • 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:


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


Staff / Faculty - International Procedures


Travel Updates