Administration & Finance

menu
A&F Services    my CalPoly login

Poly Travel

Traveling Students

Students must be university volunteers before they may travel on University business. Whenever possible, students traveling on University Business should travel with University faculty or staff, who can directly pay for their expenses.

Traveling Solo

A student traveling on University Business must receive authorization before travel. Follow the steps and complete the forms for domestic travel.

View Process

Traveling with Cal Poly Employees

Students traveling with a Cal Poly employee is considered “Group Travel” and should follow the Group Travel policy and process (faculty traveling with students)

View Process
View How To GuidesSchedule a TrainingTravel Policy

Travel Updates

PER DIEM GUIDES

Employee Per Diem
Non-employee Per Diem

TRAVEL POLICY UPDATES

Clean Up Presentation
Training Recording - VIDEO
Travel Updates Presentation - Powerpoint
Travel Updates Presentation - VIDEO

REAL ID

A new form of identification will be required for air travel within the US starting May 7, 2025:
Visit the DMV for more info

TRAVEL BANS

Travel bans have been lifted - Learn More

MILEAGE RATES 2024
Business $0.67 per mile
Moving $0.21 per mile

MILEAGE RATES JULY 2023
Business $0.655 per mile
Moving $0.22 per mile

Quarterly Newsletter

Winter 2024
Summer 2023
Spring 2023

Service Status Dashboard

Up-to-the-minute service availability and performance information

Launch Dashboard

Students



Students Traveling Solo

Travel Authorization and Forms for Student Travelers

This is for Domestic Travel Only

Students traveling on university business must receive authorization to travel BEFORE booking any travel, including individual or group travel.

For Field Trips, please visit the Risk Management website: https://afd.calpoly.edu/risk-management/field-trips

Individual student travelers must complete a Preauthorization form and have their approving official sign. The approving official must have signature authority on the chartfields listed and hold employment classification of MPP, Dept Head, Dept Chair, or Confidential.

Steps:

Step 1

Complete Preauthorization Form and route for signatures.
  • May request Cash Advance on this form.

Step 2

Book hotel, car rental, airfare (whenever possible, department should pay directly).

Step 3

Submit Travel Claim form with all expenses and receipts.

Forms for student travelers:

View How To GuidesSchedule a TrainingTravel Policy
  • 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

      Non-Employee process is HERE

    • 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.
International travel for student travelers must go through the Cal Poly International Center.


Students Traveling with Cal Poly Employees

View the Employees traveling with Students for the latest procedures and information.

View How To Guides Schedule a Training Travel Policy
  • 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

      Non-Employee process is HERE

    • 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.
View How To GuidesSchedule a TrainingTravel PolicyInternational Center
  • 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.

    Liability forms

  • 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

      Non-Employee process is HERE

    • 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.