Travel Policy

REQUEST AUTHORIZATION FOR TRAVEL

Before committing any funds for university travel, including conference fees, etc. all University Travelers must receive authorization to travel. To receive approval, the University Traveler must:

• Request authorization via Concur Request or a Travel Pre-Authorization form or “1A form”
• Clearly identify the University Traveler (name) and traveler type (student, faculty or staff, guest, partner or other non-employee)
• Sign the "Certification of Minimum Liability Insurance" section in the form if a private vehicle will be used
• Include an itinerary (such as conference agenda, etc.) explaining purpose of travel
• Provide a budget breaking down travel expenses (air, car, hotel, conference fees, meals, etc.)
• Include a Cash Advance request, if needed, see below
• Get proper signatures for international travel, see below.

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CASH ADVANCES

Cal Poly provides multiple payment solutions for the University including the Concur Travel card, a university liability credit card, for faculty and staff, therefore cash advances are limited to the following situations….

• Travel to remote locations where payment cards are not commonly accepted
• Group and student travel requiring cash for incidental expenses (E.g. meals, shuttles, taxis, tips, etc). Group travel is defined as a group leader, usually a faculty, paying on behalf of students.
• Other instances as authorized by Travel Manager and traveler's Approving Official

Since university liability credit cards are not issued to students. Departments should pay on behalf of students whenever possible, to limit cash advances for incidental expenses (see above).

Cash Advances may only be given to faculty, staff or students.

Cash Advances must be requested and approved by approving official in advance of the travel dates. Advances are paid via EFT only, to faculty and staff and via check to students. Students are responsible for picking up their check (with proper ID) at the Cashier's office in the Administration building.”

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BUNDLED TRAVEL PACKAGES

Travel packages purchased from internet vendors typically do not itemize expenses. Therefore, no business-related travel should be booked through such vendors unless the traveler has confirmed that each aspect of the package will be separately itemized (e.g. itemized hotel charges, airfare, etc.) to assure appropriate documentation for reimbursement. Traveler must show cost savings when purchasing bundle travel package.

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INTERNATIONAL TRAVEL

Any person traveling on University business or representing Cal Poly, whether travel is paid by University funds or not, MUST register with the International Center. This will ensure proper duty of care, including insurance is in place for the University Traveler. Not doing so may restrict your future University Travel.

Employees traveling with students on University business must register with the International Center. Employees traveling without students register through the Concur process.

All expenses must be in US Dollars. If the travel expense tool does not automatically calculate foreign currency to US Dollars, than the traveler will need to do so. Please use The Currency Site for proper currency conversion and print and submit website conversion along with the receipts.

FTIP Insurance Application Powerform

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TRAVEL LESS THAN 24 HOURS

Meals and incidental expenses are not reimbursed by the University when the start time and end time of a trip are within 24 hours of each other (for benefit beyond a doubt, the entire trip is less than 24 hours), unless an overnight stay is included and supported by a lodging receipt. In the event a lodging receipt cannot be provided (e.g. the traveler lodged with a friend or relative, stayed overnight at the airport, or took alternative transportation that required the traveler to be away overnight), a statement explaining the lack of lodging receipt must be submitted along with the travel expense.

An exception to the overnight stay requirement may be granted by the approving authority. In this case, the amount of breakfast and/or dinner and incidentals reimbursed by the University are taxable, therefore 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.

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LODGING

Traveler will be reimbursed for actual lodging expenses and a receipt is required. Any published amounts referenced as per diem are considered a do not exceed amount by Cal Poly.

Lodging is the only expense you may share with another individual traveler. If you share lodging with another University Traveler, only one traveler need expense the cost of the shared hotel room.

The cost of shared lodging must follow as such:

When sharing a hotel room, it shall not exceed the nightly hotel allowance

When sharing an entire apartment or house (e.g. AirBnB) the entire rental cost, including all fees (service, cleaning, non-taxes, etc.) shall not exceed the nightly hotel allowance multiplied by the number of University Travelers. For further clarity, see the below calculation to determine the reimbursable amount:

In-state hotels may provide a tax discount or waive taxes for University Travelers. The hotel needs an approved Tax Waiver Fee form as proof of traveling on University business. Waving of such fees is at the hotel's discretion.

The International lodging nightly amounts are determined by the US Office of Allowances. For lodging nightly allowance, select the appropriate location and see the Maximum Lodging Rate column. When expensing, actual expenses require receipts, per diem do not require receipts.

Cash advances are not allowed, please see Cash Advance sections for details.

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AUTOMOBILES

All travelers must confirm they followed Driver Safety program when submitting their travel claim/Expense Report. It is the traveler's responsibility (and their department) to adhere to this program.

Rental of 15 passenger vans is prohibited by Cal Poly. Enterprise & National are the CSU preferred vendors for rental cars.

Personal Vehicle Usage

Employees may use their personal vehicle for business purposes when:

• It is more economical or logical than renting a car or using other ground transportation services; justification should be provided in the comment section of request or expense report
• As an alternative to air travel only when it is more economical or other ground transportation is unavailable. It is good practice to always provide a cost comparison, it is required at 250 miles or more from Cal Poly.

When personal vehicle use is deemed necessary and is the best option for University business, it is the responsibility of the driver to abide by all state and local laws and all campus policy and procedures, including but not limited to, carrying a valid driver’s license, having adequate liability and physical damage insurance, and only operating a vehicle that is adequate for the work to be performed, equipped with safety belts in operating condition, and is in safe mechanical condition as required by law. Authorization to drive a personal vehicle on university business can only be granted through the Driver Safety process.

Cal Poly will not be held responsible should an employee be involved in an accident resulting in damage to the personal vehicle while being driven for company business. The employee must, however, notify their Manager and Risk Management within 24 hours of an accident occurring. The use of personal vehicles for long-distance trips of 250 miles or more is not recommended. Any long-distance trip requires Manager approval and should only be approved in special circumstances. Whenever personal vehicle use is deemed necessary, mileage is reimbursable at the approved mileage rates. Mileage reimbursement covers all auto costs (e.g., fuel/gasoline, oil, repairs, tires, maintenance, insurance, deductibles depreciation, etc.).

Concur’s Google Maps feature must be used to calculate the mileage expense for it to be reimbursable. Mileage is non-reimbursable for round-trip commuting mileage to and from the employee’s Cal Poly office.

Traveling more than 200 miles: Car rental and airfare is the recommended transportation type when traveling more than 200 miles for Cal Poly business. When driving a personal car, you must include justification in the Comments section.

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AIR

Concur may be used to book and pay for employee business travel only, travel insurance is not allowable. The airfare receipt must include the itinerary and payment method.

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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…

Lodging

University Traveler must pay with your own personal credit card for the days on personal travel. You may only use University payment methods, such 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 on their own 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 traveler documents the cost of airfare for University Travel only (e.g. to conference and back) since this will be the reimbursement amount. Proper documentation includes a screenshot of air fare for University Travel, which must include university travel start date and end date, destination(s) and price. Any additional costs above reimbursement amount for personal travel is the traveler's responsibility and will have to pay the University back.

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MEALS AND INCIDENTALS

Domestic

Domestic meals and incidentals are combined and a per diem based on federal rates. This daily per diem ranges from $68 - $92 based on the location of travel. Per diems do not require receipts.

Only 75% of per diem will be given for the first and last day of travel.

Traveler must claim all meals provided to them. Per Diem will be reduced based on meal type and number of meals provided.

Employee individual travel daily per diem for domestic meals ranges from $68 - $92 based on the location of travel. The daily per diem is determined by the U.S. General Services Administration (GSA).

Non-employee travel daily per diem is a flat rate of $68, regardless of location.

International

The daily meal allowance for international travel is determined by the US Office of Allowances. For meals and incidental daily allowance (1 rate), select the appropriate location and see the M & IE Rate column. When expensing, actual expenses require receipts, per diems do not require receipts.

Cash advances are not allowed, please see Cash Advance sections for details.

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HOSPITALITY

Hospitality, hosting a guest or group of guests, is acceptable while traveling on University business. Travelers must follow the Hospitality Policy when doing so.

The hospitality meal will reduce the traveler's daily meal & incidental per diem.

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CLAIM TRAVEL EXPENSES

Travel expenses shall be claimed via a Travel Expense Report (replacing Travel Claim forms). Expense Reports must...

• Be submitted by the person who incurred the expense, which must be the traveler. See CSU Travel Procedures
• Be submitted within thirty (30) days upon the return of your travel, therefore from the last day of your trip.
• Be accompanied by an approved travel Request
• Include itemized receipt for all required transactions, see Travel Expense Documentation Requirements section.
• Clearly identify personal expenses, if any, that may have been charged to a university charge account or credit card. Traveler is responsible for all personal expenses/ charges
• Claim actual costs incurred. Only International travel allows per diem for lodging and meals and incidentals based on the US Office of Allowances. Starting January 1, 2024: Domestic travel allows per diem for meals and incidentals, also based on the US Office of Allowances..
• Clearly identify any cash advances given to traveler
• Follow Hospitality policy, if hospitality is included in trip

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TRAVEL EXPENSE DOCUMENTATION REQUIREMENTS

Travel Expense Reports require the proper documentation to back up the expenses incurred while traveling on University business. The proper documentation, such as a receipt must:

• Include transaction itemization for both domestic and international travel; including receipts listing what was purchased -vs- credit card receipt with total only. Receipts are not required for meals and incidentals covered by per diems.
• Be provided for individual travel expenses over $75.00 to obtain reimbursement; a Lost Receipt Form (and any additional proof, such as a credit card bill) must be submitted if a receipt is not available. Amounts not supported by a receipt or a Lost Receipt Form will be reported to the I.R.S. as income.

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Missing Receipt Form

Can be used for missing receipts of $75 or more. Cannot be used for airfare, car rental, hotel, or Hospitality expenses. Receipts are required for these expenses.

Learn how

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Group Travel

Defined as traveling with and paying on behalf of others (students or guests).

Group travel expense types:

• Other Accommodations (Group Only)- used when purchasing multiple hotel rooms or other lodging for group travel.
• Team/Group Meals - to be used for Team/Group meals only. When paying on behalf of other employee travelers or guests, use HOSPITALITY expense type.
• Entry Fee - used for team/group entry fee.

Learn more about group travel

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Guest Travel

Guests can include, but are not limited to: recruitments, donors, and/or volunteers.

Guests are not vendors (third party entities or individuals providing services in exchange for payment) including independent contractors and guest lecturers.

• A request is not required for guest travel
• Guest travel must follow the travel and/or hospitality policies
• Only 1 expense report may be submitted per guest trip
  • All expenses related to a trip should be on one expense report, therefore do not submit until all expenses are claimed. Multiple expense reports are not allowed for the same guest trip
• Summary of limits - for your convenience, below is a summary of limits of allowable guest expenses, this does not replace reviewing and understanding the policy.

Allowable Expenses

Allowable expense line items for guest travel, must follow appropriate policy:

Travel

The following expenses may be paid directly by the university on behalf of the guest or incurred by the guest and reimbursed by the university. These expenses must follow the Travel policy.

• Hotel - a Concur Travel Card and credit card authorization form are required
• Airfare
• Car Rental - reimbursement only
• Mileage
• Parking
• Meals and Incidentals

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TRAVEL INSURANCE

Travel Insurance for domestic travel is not allowed. Cal Poly will not pay for or reimburse travel insurance. See International Travel section for International travel insurance.

• Cal Poly highly recommends booking travel through its travel management company. They gives us visibility to cancelled travel and allows us to manage our unused tickets, which lets the University better manage its travel spend.

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Other Expense Types

When using Other Expense type a detailed explanation including business justification is required. Receipts required for expenses $75+

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