Travel Request
Traveling with and paying on behalf of students
Travel without Cal Poly employee and will require reimbursement for expenses
Faculty / Staff - Domestic Procedures
The Concur Travel Request is required for all Cal Poly Staff and Faculty travel. The Travel Pre-Authorization Form (1A form) cannot be used.
Are you new to the Concur Travel Tool?
Staff / Faculty - International Procedures
Faculty and staff international travel conducted as Cal Poly business must go through the Concur.
Travel abroad may include activities such as:
- attending conferences,
- participating in tours,
- conducting funded research.
Please note - there is no need to complete an international travel request or purchase Cal Poly foreign travel insurance for U.S. Territories such as Puerto Rico, Guam, Northern Mariana Islands, the U.S. Virgin Islands or American Samoa.
Travel requests must be submitted in Concur by the deadline and follow the required steps
Steps to start the your international travel request process:
Step 1:
Step 2:
The traveler will begin their CONCUR travel Request and ATTACH the pdf forms (Insurance and Export Compliance) by clicking the “Attachment” tab.
Attaching Documents in Concur
Concur will only accept PDF, PNG, JPG, JPEG, HTML, TIF, of TIFF. The PDF’s cannot be in a SECURED format. To get it out of a secured format you must Microsoft Print to PDF and save the file under a new name. You will then be able to upload.
Step 3:
Traveler will complete the remainder of the international travel request in Concur and hit SUBMIT to begin the approval process.
Please review the Guides and Video tutorials or contact polytravel@calpoly.edu if you have questions pertaining to the Concur Travel Request process.
Individual Travel Request Deadlines
Sixty (60) days in advance for ALL international travel.
Please visit the Department of State website for country information on each of your destinations. Your travel request will need to include thorough safety and security measures that you will take while abroad. In addition, review the High Hazardous Countries List to find out if your destination is deemed high hazardous. Foreign travel insurance rates may be higher for high hazardous countries.
It is recommended that travelers submit requests early to allow additional time for internal deadlines. This process requires some information gathering on your part—we encourage you to start early!
Expenses
Expenses related to international travel should not be incurred until you have completed the international travel request and received confirmation from Concur that your travel request has been approved.
Questions?
