Traveling as Faculty or Staff

Cal Poly has implemented Concur Travel and Expense as our travel management system. Concur must be used by all state employees traveling on university business, including CPC funded travel.

Concur is a comprehensive web based tool that integrates travel requests, travel reservations (air, hotel, and car rental) and expense reporting, including an automated approval workflow process all in one system.


Traveling Solo or With Other Employees

When faculty or staff are traveling individually, either solo or with other employees, they must use the Concur process to Request and Expense travel.

View Process

Traveling with Students

Domestic

When faculty or staff are traveling with students and paying on their behalf, they must use the Concur process to Request and Expense travel. Students traveling without a Cal Poly employee will use a separate process.

International

Please start your travel process with the International Center for international travel with students.

View Process

Travel Updates

Faculty & Staff



Traveling Solo or with Other Employees

Each Staff/Faculty employee must complete their own travel process individually. Paying on behalf of other employees is prohibited unless sharing the expense (rideshare or lodging).

All domestic and international travel must be approved in Concur prior to booking a trip.

In Concur you will be able to complete the following tasks.

Step 1 (one time only)

Set up your employee profile

Step 2

Request approval to travel

Step 3

Book your hotel, car rental and airfare

Step 4

Submit expense reports for your trip

  • I need a Concur travel card

    The Concur Travel Card is the preferred method of payment for travel expenses.

    Concur Travel Card Application
    • Step 1. Fill out application
    • Step 2. Submit approved application to polytravel@calpoly.edu
    • Step 3. Receive card and training (at the same time)
    • Step 4. Sign Acknowledgement form
    • Step 5. Activate card
    • Step 6. Load card information in Concur profile
    • Step 7. Use Concur Travel Card during your business travel
    • Step 8. For revisions to your Concur card, fill out Revision Request Form (cardholder initiated); OR
    • Step 9. For Administrator's pre-filling revisions to Concur cards, fill out Revision Request Form (Pre-filled)

    The travel card is secure and convenient:

    • Cal Poly pays travel vendors directly
    • Charges feed right into Concur within a day or two of transaction
    • No additional reconciliation process, it automatically occurs during expensing process
    • Visibility to all your expenses in the Concur mobile app or online tool
    • Does not affect the cardholder's personal credit
    • Adjustable limits - overall or for a specific time frame
    • Travel insurance: $500,000 common carrier travel insurance for travel purchased for any scheduled air, land, or water conveyance (licensed for the transport of passengers for hire)
    • Fraud protection
    • Now, all individual hosted hospitality, regardless of location, can be paid via this card (local or while traveling)
  • I want to include personal travel

    While traveling on University business, travelers may add extra days of personal travel. The University does not cover costs for personal travel, therefore…

    You must identify personal dates at the time of Request.

    Request Header: Add Personal Dates of Travel in Request Header

    Lodging

    University Traveler must pay for personal travel days with their own personal credit card. You may only use University direct payment methods, such as direct bill or travel credit card for University expenses.

    Automobile

    University Traveler is encouraged to turn in any rentals upon completion of University Travel since university insurance is only applicable for business travel, not personal travel. Traveler should rent their own automobile using their personal credit card and insurance to ensure proper coverage for personal travel.

    Air

    University Traveler may extend their airfare dates to include personal travel as long as the traveler documents the cost of airfare for University Travel. Proper documentation includes a screenshot of airfare for University Travel taken on the same date actual flight is booked. Screenshot must include: university travel start date and end date, destination(s) and price. Traveler is responsible for the difference in airfare between the extended dates airfare and the University travel only airfare (e.g. to conference and back). Traveler is required to payback the University for the additional expense for personal travel. Please note, if personal travel is 1/3 or more of the duration of the trip the amount is subject to taxes.

  • I need to download the Concur mobile app

    The power of Concur, all in one app for Request, Trips, Expense, including capturing receipts and Approving. Click the link below to get started:

    https://www.concurtraining.com/toolkit/en/mobile/iphone/end-user
  • I am traveling with other employees

    Each University traveler is required to complete their own Concur Request and Expense Report, regardless if traveling by themselves or with other employees to the same event. The only allowable shared expenses are shared lodging (when sharing a room) and shared transportation (Uber or Lyft). All other expenses must be paid directly by each University Traveler. Shared meals must be expensed as Hospitality.

  • Know Before You Go
    • Before Travel
      IN STATE OUT OF STATE INTERNATIONAL
      Request for authorization to travel
      • Should be completed prior to making any arrangements
      • Approved by Manager
      Travel Insurance
      • Not required
      Hotel
      • $333 maximum excluding taxes, itemized receipts required
      • Note: Travel packages containing Air, Hotel and/or Car should not be purchased unless itemize receipts are obtainable.
      Personal Vehicle
      • Must be authorized to drive by completing Driver Safety Program
      Rental Vehicle
      • Must rent from authorized vendors: Enterprise or National
      Request for authorization to travel
      • Should be completed prior to making any arrangements
      • Approved by International Center
      • High Risk Countries approved by Provost or VP
      Travel Insurance
      • Required - Risk Management will purchase
      Hotel
      • Actuals Up to Federal Per Diem Rate*
      Personal Vehicle
      • Must be authorized to drive by completing Driver Safety Program
      Rental Vehicle
      • Must rent from authorized vendors: Enterprise or National
    • During Travel
      IN STATE OUT OF STATE INTERNATIONAL
      Meals & Incidentals
      Receipts
      • Required for $75 or more
      Meals
      Receipts
      • Required for $75 or more
      Meals/Incidentals
      • Federal Per Diem Rate , No receipts required
      • Actuals “up to” Federal Per Diem rate, receipts required
      Receipts
      • Required for $75 or more (meal receipts not required)
    • After Travel
      IN STATE OUT OF STATE INTERNATIONAL
      1. Complete Expense Report
      2. Attach approved Request
      3. Attach all receipts $75 or more
      4. Attach proof of payments and Itemized receipts if applicable: Airfare, Hotel, Registration, Hospitality
      5. Mileage - use Concur's Google Map
      1. Complete Expense Report
      2. Attach approved Request
      3. Attach all receipts $75 or more
      4. Attach proof of payments and Itemized receipts if applicable: Airfare, Hotel, Registration, Hospitality
      5. Mileage - use Concur's Google Map
      1. Complete Expense Report
      2. Attach approved Request
      3. Attach all receipts $75 or more (except International Hotel and Meals & Incidental per diem when receipts are not required)
      4. Attach proof of payments and Itemized receipts if applicable: Airfare, Hotel, Registration, Hospitality
      5. Mileage - use Concur's Google Map
      6. Use OANDA showing currency conversion for actual date(s) or attach
    • Restrictions
      IN STATE OUT OF STATE INTERNATIONAL
      1. Subsistence expenses for travel within 25 miles of an employee's headquarters or residence will not be reimbursed.
      2. Transportation expenses will be reimbursed based on the most economical mode of transportation and the most commonly traveled route consistent with the purpose of the trip.
      3. Travel banned states: Alabama, Arkansas,, Florida, Iowa, Idaho, Kansas, Kentucky, Mississippi, Montana, North Carolina, North Dakota, Ohio, Oklahoma, South Carolina, South Dakota, Tennessee and Texas, West Virginia
      4. Mileage reimbursement will be for between home and the assignment location or between the normal work location and the assignment location, whichever is less.
      5. Meal reimbursements associated with trips without an overnight stay must be reported to the IRS as taxable income. The amount will be reported to Payroll and included in Box 1 of the employee's W-2 form. Under no circumstances will expenses for lunch be reimbursed for travel of less than 24 hours.
      6. *International travelers can choose to use the Per Diem rates and pay out of pocket for all expenses then be reimbursed based on the per diem rates for hotel and meals. OR travelers can choose to pay expenses with the Concur travel card and pay actuals up to the per diem rates for all travel expenses.

When traveling outside the United States most of the travel process is managed in the Cal Poly travel program called Concur and other portions are managed by you. Ideally you should begin the international travel process 60 days before you are scheduled to leave.

To start your international travel process you will be required to complete the following powerforms

International Forms

The traveler will complete required forms for individual international travel. Export Compliance form will be available in your Adobe Sign once signed. Convert the form to pdf then attach to Concur Request.

Depending on the types of international travel.

After the above required forms have been completed you can finish the rest of the process in concur.

  • Request approval to travel
  • Book your hotel, car rental and airfare
  • When you return you will enter your expenses

  • I want to include personal travel

    While traveling on University business, travelers may add extra days of personal travel. The University does not cover costs for personal travel, therefore…

    You must identify personal dates at the time of Request.

    Request Header: Add Personal Dates of Travel in Request Header

    Lodging

    University Traveler must pay for personal travel days with their own personal credit card. You may only use University direct payment methods, such as direct bill or travel credit card for University expenses.

    Automobile

    University Traveler is encouraged to turn in any rentals upon completion of University Travel since university insurance is only applicable for business travel, not personal travel. Traveler should rent their own automobile using their personal credit card and insurance to ensure proper coverage for personal travel.

    Air

    University Traveler may extend their airfare dates to include personal travel as long as the traveler documents the cost of airfare for University Travel. Proper documentation includes a screenshot of airfare for University Travel taken on the same date actual flight is booked. Screenshot must include: university travel start date and end date, destination(s) and price. Traveler is responsible for the difference in airfare between the extended dates airfare and the University travel only airfare (e.g. to conference and back). Traveler is required to payback the University for the additional expense for personal travel. Please note, if personal travel is 1/3 or more of the duration of the trip the amount is subject to taxes.

  • I would like to bring my family with me

    If for some reason you will be taking family with you on your University Approved travel. All persons not employed by Cal Poly will need to sign a release of liability form. Travel expenses are paid for by you.




Traveling with Students

Each Staff/Faculty employee must complete their own travel process individually. Paying on behalf of other employees is prohibited unless sharing the expense (rideshare or lodging).

In Concur you will be able to complete the following tasks.

Step 1 (one time only)

Set up your profile

Step 2

Request approval to travel
View Resources

Step 3

Book your hotel, car rental and airfare

Step 4

Expense your trip within 30 days from trip end date

  • I need a Concur travel card

    The Concur Travel Card is the preferred method of payment for travel expenses.

    Concur Travel Card Application
    • Step 1. Fill out application
    • Step 2. Submit approved application to polytravel@calpoly.edu
    • Step 3. Receive card and training (at the same time)
    • Step 4. Sign Acknowledgement form
    • Step 5. Activate card
    • Step 6. Load card information in Concur profile
    • Step 7. Use Concur Travel Card during your business travel
    • Step 8. For revisions to your Concur card, fill out Revision Request Form (cardholder initiated); OR
    • Step 9. For Administrator's pre-filling revisions to Concur cards, fill out Revision Request Form (Pre-filled)

    The travel card is secure and convenient:

    • Cal Poly pays travel vendors directly
    • Charges feed right into Concur within a day or two of transaction
    • No additional reconciliation process, it automatically occurs during expensing process
    • Visibility to all your expenses in the Concur mobile app or online tool
    • Does not affect the cardholder's personal credit
    • Adjustable limits - overall or for a specific time frame
    • Travel insurance: $500,000 common carrier travel insurance for travel purchased for any scheduled air, land, or water conveyance (licensed for the transport of passengers for hire)
    • Fraud protection
    • Now, all individual hosted hospitality, regardless of location, can be paid via this card (local or while traveling)
  • I want to include personal travel

    While traveling on University business, travelers may add extra days of personal travel. The University does not cover costs for personal travel, therefore…

    You must identify personal dates at the time of Request.

    Request Header: Add Personal Dates of Travel in Request Header

    Lodging

    University Traveler must pay for personal travel days with their own personal credit card. You may only use University direct payment methods, such as direct bill or travel credit card for University expenses.

    Automobile

    University Traveler is encouraged to turn in any rentals upon completion of University Travel since university insurance is only applicable for business travel, not personal travel. Traveler should rent their own automobile using their personal credit card and insurance to ensure proper coverage for personal travel.

    Air

    University Traveler may extend their airfare dates to include personal travel as long as the traveler documents the cost of airfare for University Travel. Proper documentation includes a screenshot of airfare for University Travel taken on the same date actual flight is booked. Screenshot must include: university travel start date and end date, destination(s) and price. Traveler is responsible for the difference in airfare between the extended dates airfare and the University travel only airfare (e.g. to conference and back). Traveler is required to payback the University for the additional expense for personal travel. Please note, if personal travel is 1/3 or more of the duration of the trip the amount is subject to taxes.

  • I need to download the Concur mobile app

    The power of Concur, all in one app for Request, Trips, Expense, including capturing receipts and Approving. Click the link below to get started:

    https://www.concurtraining.com/toolkit/en/mobile/iphone/end-user
  • Know Before You Go
    • Before Travel
      IN STATE OUT OF STATE INTERNATIONAL
      Request for authorization to travel
      • Should be completed prior to making any arrangements
      • Approved by Manager
      Travel Insurance
      • Not required
      Hotel
      • $333 maximum excluding taxes, itemized receipts required
      • Note: Travel packages containing Air, Hotel and/or Car should not be purchased unless itemize receipts are obtainable.
      Personal Vehicle
      • Must be authorized to drive by completing Driver Safety Program
      Rental Vehicle
      • Must rent from authorized vendors: Enterprise or National
      Request for authorization to travel
      • Should be completed prior to making any arrangements
      • Approved by International Center
      • High Risk Countries approved by Provost or VP
      Travel Insurance
      • Required - Risk Management will purchase
      Hotel
      • Actuals Up to Federal Per Diem Rate*
      Personal Vehicle
      • Must be authorized to drive by completing Driver Safety Program
      Rental Vehicle
      • Must rent from authorized vendors: Enterprise or National
    • During Travel
      IN STATE OUT OF STATE INTERNATIONAL
      Meals & Incidentals
      Receipts
      • Required for $75 or more
      Meals
      Receipts
      • Required for $75 or more
      Meals/Incidentals
      • Federal Per Diem Rate , No receipts required
      • Actuals “up to” Federal Per Diem rate, receipts required
      Receipts
      • Required for $75 or more (meal receipts not required)
    • After Travel
      IN STATE OUT OF STATE INTERNATIONAL
      1. Complete Expense Report
      2. Attach approved Request
      3. Attach all receipts $75 or more
      4. Attach proof of payments and Itemized receipts if applicable: Airfare, Hotel, Registration, Hospitality
      5. Mileage - use Concur's Google Map
      1. Complete Expense Report
      2. Attach approved Request
      3. Attach all receipts $75 or more
      4. Attach proof of payments and Itemized receipts if applicable: Airfare, Hotel, Registration, Hospitality
      5. Mileage - use Concur's Google Map
      1. Complete Expense Report
      2. Attach approved Request
      3. Attach all receipts $75 or more (except International Hotel and Meals & Incidental per diem when receipts are not required)
      4. Attach proof of payments and Itemized receipts if applicable: Airfare, Hotel, Registration, Hospitality
      5. Mileage - use Concur's Google Map
      6. Use OANDA showing currency conversion for actual date(s) or attach
    • Restrictions
      IN STATE OUT OF STATE INTERNATIONAL
      1. Subsistence expenses for travel within 25 miles of an employee's headquarters or residence will not be reimbursed.
      2. Transportation expenses will be reimbursed based on the most economical mode of transportation and the most commonly traveled route consistent with the purpose of the trip.
      3. Travel banned states: Alabama, Arkansas,, Florida, Iowa, Idaho, Kansas, Kentucky, Mississippi, Montana, North Carolina, North Dakota, Ohio, Oklahoma, South Carolina, South Dakota, Tennessee and Texas, West Virginia
      4. Mileage reimbursement will be for between home and the assignment location or between the normal work location and the assignment location, whichever is less.
      5. Meal reimbursements associated with trips without an overnight stay must be reported to the IRS as taxable income. The amount will be reported to Payroll and included in Box 1 of the employee's W-2 form. Under no circumstances will expenses for lunch be reimbursed for travel of less than 24 hours.
      6. *International travelers can choose to use the Per Diem rates and pay out of pocket for all expenses then be reimbursed based on the per diem rates for hotel and meals. OR travelers can choose to pay expenses with the Concur travel card and pay actuals up to the per diem rates for all travel expenses.

Employees Traveling with Students

When traveling outside the United States most of the travel process is managed in the Cal Poly travel program called Concur and other portions are managed by you. Ideally you should begin the international travel process 60 days before you are scheduled to leave.

Employees and students traveling internationally must check-in with the International Center

To start your international travel process you will be required to complete the following powerforms. Students must complete forms with the International Center

International Forms

The traveler will complete required forms for individual international travel. Export Compliance form will be available in your Adobe Sign once signed. Convert the form to pdf then attach to Concur Request.

Depending on the types of international travel.



After the above required forms have been completed you can finish the rest of the process in concur.

  • Request approval to travel
  • Book your hotel, car rental and airfare
  • When you return you will enter your expenses


  • I want to include personal travel

    While traveling on University business, travelers may add extra days of personal travel. The University does not cover costs for personal travel, therefore…

    You must identify personal dates at the time of Request.

    Request Header: Add Personal Dates of Travel in Request Header

    Lodging

    University Traveler must pay for personal travel days with their own personal credit card. You may only use University direct payment methods, such as direct bill or travel credit card for University expenses.

    Automobile

    University Traveler is encouraged to turn in any rentals upon completion of University Travel since university insurance is only applicable for business travel, not personal travel. Traveler should rent their own automobile using their personal credit card and insurance to ensure proper coverage for personal travel.

    Air

    University Traveler may extend their airfare dates to include personal travel as long as the traveler documents the cost of airfare for University Travel. Proper documentation includes a screenshot of airfare for University Travel taken on the same date actual flight is booked. Screenshot must include: university travel start date and end date, destination(s) and price. Traveler is responsible for the difference in airfare between the extended dates airfare and the University travel only airfare (e.g. to conference and back). Traveler is required to payback the University for the additional expense for personal travel. Please note, if personal travel is 1/3 or more of the duration of the trip the amount is subject to taxes.

  • I would like to bring my family with me

    If for some reason you will be taking family with you on your University Approved travel. All persons not employed by Cal Poly will need to sign a release of liability form. Travel expenses are paid for by you.