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College of Liberal Arts Professional Travel Funds Procedures and Policies

Ay24/25 travel.

For anticipated funding requests for travel that would occur in the 24/25 academic year (e.g., after July 1, 2024).

HOW TO BEGIN

In order to be eligible for CLA Professional Travel Funding, faculty must complete the appropriate travel projection request (see links below) that helps in the planned assessment and distribution of available funds from the college. Requests may be submitted by any tenured/tenure-track or lecturer faculty. Once submitted, faculty will receive an email with next step instructions and may move directly to initiate a Concur Travel Request.  Please be aware, the Concur Travel Request is required for all Cal Poly Faculty and Staff prior to any travel or travel purchases. 

AY2024/25 CLA Travel Professional Travel Funding Projection Request

AY24/25 - For planning purposes, all projection requests for any anticipated travel via CLA Professional Travel Funds for the entire fiscal year (June 14, 2024 through June 13, 2025) should be submitted no later than Friday, October 25, 2024. Any travel that would be completed after June 15, 2024, should be submitted for and processed in the next fiscal year.

AVAILABLE FUNDING

In-person travel [≤$1,500].

Up to $1,500 in total funding for full-time faculty to participate in one (1) authorized trip (e.g., exhibits, plays, recitals, conference and/or workshop presentations, research).  Requested travel funding REQUIRES direct participation (e.g., a refereed art exhibit; participate in planned/organized research essential to your field/scholarship; to present a play, a musical, or a dance recital; to present a paper; chair a session; provide substantive comments on a session; participate in a roundtable; make a poster presentation; play some other official role at a meeting of a national, international, regional, state-recognized professional association. Funding is NOT available for merely attending a conference, exhibit, play, recital.

Please note:  travel funds cannot be used for membership fees for professional organizations, even if those fees also cover conference attendance.

Lecturer, FERP, and PRTB faculty are eligible for both funding options at a percentage of their annual time base for AY23/24. Additionally, departments may augment faculty travel from discretionary funds  only  and are encouraged to develop and apply their own policies for this additional support, consistent with college and university policies.

CONCUR PROCESS FOR ALL TRAVEL  •  the  BASICS

STEP #1 • BEFORE YOU PURCHASE ANYTHING —   Travelers need to initiate  Concur Travel Request   before   any purchases (e.g., airfare, lodging). We recommend 30 days prior to anticipated travel (60 days for international & 90 days for high-hazard travel).

NOTE:   ALL travel related to Cal Poly business, no matter the funding source, MUST go through the Concur request process. This includes individual and group travel. Failure to do so will result in faculty responsibility to pay for any incurred expenses and the denial of any personal reimbursements. More information can be found at  https://afd.calpoly.edu/travel/policy/ .

STEP #2 • AFTER CONCUR APPROVAL —   After request approval, travelers may proceed with travel purchases (either through their Concur Travel Card or with their personal card).

STEP #3 • AFTER COMPLETING YOUR TRAVEL —   After travel is complete, the traveler is responsible for submitting their expense report not more than 30 days after the expenses were paid or incurred, even if no reimbursement is due to traveler. More information can be found at  https://afd.calpoly.edu/travel/expense-report/ .

DOMESTIC TRAVEL PROCEDURES (POLY TRAVEL)

As of July 1, 2021, the process for all domestic and foreign travel for Cal Poly will officially switch to Poly Travel and the Concur Travel Card. 

Poly Travel is a managed travel program powered by Concur. It provides faculty and staff an easy way to efficiently arrange travel as well as complete and approve expense reports whether on the road or on campus. This program not only allows travelers to receive assistance while on the road but also simplifies the reimbursement process by reducing reconciliation burdens and improper payments with centrally billed procurement and travel cards. Poly Travel is made up of 4 major components:

• The Concur Tool, an efficient web and mobile tool managing travel and expenses anytime and anywhere.
• A Concur Travel Card which conveniently pays travel vendors directly and feeds charges right into the expense tool for ease of expensing travel charges.  Please note: the Concur Travel Card is the required method of payment for travel expenses.
• Christopherson’s Business Travel, a new travel management company supporting both individual and group travel through Concur and/or phone.
• Updated Travel Policy  guiding travelers and their managers through the process and compliance.

The Concur Travel Request is required for all Cal Poly Staff and Faculty travel. The Travel Pre-Authorization Form (1A form) cannot be used.  Overview training  for staff and faculty is  REQUIRED  prior to receiving a Concur Travel Card and  is a prerequisite to any further Poly Travel and Concur trainings . Overview training includes an overview of Concur, credit card training, travel management company information, and video training of setting your Profile Settings in Concur.

INTERNATIONAL TRAVEL PROCEDURES

Faculty and staff international travel conducted as Cal Poly business must go through Concur, meeting the minimum requirement of sixty (60) days prior to departure for standard international travel, and needs to follow the required steps:

Step 1:  The traveler will first need to complete the required forms for individual international travel:

• FTIP – Foreign Travel Insurance
• Release of Liability
• FORM Export Compliance

Step 2:  The traveler will begin their Concur travel Request and  attach  the pdf forms (FTIP and Export Compliance) by clicking the “Attachment” tab. 

Step 3:  The 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  [email protected]  if you have questions pertaining to the Concur Travel Request process.

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.  

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 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.   

• Concur Travel Request
• Book Travel
• Expense Reports and Reimbursements  (Domestic & International)
• CSU Travel Policy
• Cancelled Travel

CLA Dean’s Office Contacts

Josh Machamer, Associate Dean for Operations [email protected] • 805-756-5732

CLA Professional Travel Funds Melissa Bodin, Evaluations Process Analyst [email protected] • 805-756-2337

All other travel   (e.g., unfunded and other Cal Poly professional travel, students, speakers, candidates, relocation):  Joy Sisler, Finance and Budget Analyst [email protected] • 805-756-5755

Concur travel process     Stephanie Albright, Poly Travel/ Strategic Business Services [email protected] • 805-756-1717

Previous Years' Policies (for reference only)

Cla travel policy (2021-22), professional travel funds.

In anticipation of travel restrictions easing up for the coming 2021/2022 academic year, the college has set aside pre-2020/2021 funding for professional travel support at $1,500 and $500.

Instructions

In order to utilize the CLA Professional Travel Funds, you must first complete and submit the CLA Travel Pre-Authorization Form: AY2021/22 CLA Travel Pre-Authorization for Professional Travel Funds.

Requests for these funds may be submitted by any tenured/tenure-track/lecturer* faculty. You will receive an email approving/declining the request or a request for further information. If approved, you will then move to initiate the process in Concur. For planning purposes, all requests for any anticipated travel via CLA Professional Travel Funds for the entire fiscal year (June 15, 2021 through June 15, 2022) should be submitted no later than Friday, October 29, 2021.

Any travel that would be completed after June 15, 2022, should be submitted for and processed in the next fiscal year. Available Funding Options*

Option 1 – In-Person Travel [≤$1,500]

Up to $1,500 in total funding for full-time faculty to participate in one (1) authorized trip (e.g., exhibits, plays, recitals, conference, workshop presentations and/or archival research). Requested travel funding REQUIRES direct participation (e.g., a refereed art exhibit; to present a play, a musical, or a dance recital; to present a paper; chair a session; provide substantive comments on a session; participate in a roundtable; make a poster presentation; play some other official role at a meeting of a national, international, regional, state-recognized professional association; and/or archival research used to enhance the professional objectives related to your current assignment at Cal Poly). Funding is NOT available for merely attending an exhibit, play, recital.

Option 2 – Virtual Conference(s) [≤$500]

Up to $500 in total funding for full-time faculty for attending or presenting at up to three (3) virtual conferences. The funds are designated as travel funds and can be used for registration and other approved conference-related fees.

Please note: for both options, travel funds cannot be used for membership fees for professional organizations, even if those fees also cover conference attendance.

Lecturer, FERP, and PRTB faculty are eligible for both funding options at a percentage of their annual time base for AY21/22. Additionally, departments may augment faculty travel from discretionary funds only and are encouraged to develop and apply their own policies for this additional support, consistent with college and university policies. *Faculty may choose only one (1) of the presented options; options may not be combined together

CLA Travel Policy (2020-21 - Virtual Conferences for reference only)

• The college has set aside $75,000 for professional travel support to attend or present at virtual conferences in 2020-21. Requests for travel are to be submitted for planning purposes in the fall (by Monday, November 16) for the entire fiscal year ( JUNE 15, 2020 through JUNE 15, 2021 ), and shall be part of the department’s travel projections for the year. Typically, travel that will be completed after JUNE 15, 2021, will be submitted for and processed in the next fiscal year. Requests for CLA-funded travel may be submitted for any tenured/tenure-track/lecturer faculty. Departments may augment faculty travel from discretionary funds only. Departments are allowed to develop and apply their own policies for this additional support, consistent with college and university policies.
• Due to COVID-related travel restrictions (see https://afd.calpoly.edu/travel/ ), up to $500 for full-time faculty is available in the 2020-21 AY for attending or presenting at up to three (3) virtual conferences. The funds are designated as travel funds and can be used for registration and other approved conference-related fees. Travel funds cannot be used for membership fees for professional organizations, even if those fees also cover conference attendance.
• Requesting travel: Complete the Virtual Conference Request Form and submit it to the department ASC at least 10 days in advance. Your ASC will route it through AdobeSign. Coordinate with your ASC about how the conference registration fee will be handled. In general there are three ways to pay for virtual conferences: reimbursement to the faculty member via a reimbursement form processed through the department ASC, direct charge to the department procard (coordinated with the department ASC), or use of the Concur travel card through the Concur process (only for those who already have a Concur travel card).
• Essential travel: Currently, Cal Poly has suspended all non-essential international and domestic travel for all faculty, staff, students and its auxiliary organizations, including Cal Poly Corporation, Associated Students Inc. and Cal Poly Foundation through June 30, 2021. Authority has been given to the university president to approve exceptions to the travel suspension when there are compelling reasons that support the academic and co-curricular mission of the campus ("essential travel"). All travel must be approved prior to booking a trip or committing funds. Strategic Business Services (SBS) will not be ordering Concur travel cards for CLA faculty and staff until July 1, 2021 . However, for anyone requesting to go on essential travel this fiscal year (2020-21), up to $1,500 or funding for one authorized trip (whichever is less; see 2019-20 travel for general guidelines) is still available (NOTE: this is NOT in addition to the $500). All such travel, if approved, will need to go through the new Concur process. SBS can order a card and mail the card to the traveler. Stephanie Albright (CLA Poly Travel Program Analyst) in SBS will conduct the Concur training. Essential travel for new users of the Concur travel card and process, will need to be initiated at least 30 days prior to the employee's departure so SBS can order the card and mail it to the employee.
• See https://afd.calpoly.edu/travel/ for any updates to university travel policy.

Dean's Office Contacts: 

• CLA-funded faculty travel Melissa Bodin, CLA [email protected] 805-756-2337  
• All other travel (e.g., unfunded and other professional travel, students, speakers, candidates, relocation):  Joy Sisler, CLA [email protected] 805-756-5755
• Concur travel process   Stephanie Albright, Strategic Business Services [email protected] 805-756-1717

30 Days Prior to Travel Date (for foreign travel) or 10 Days Prior to Travel Date (for domestic travel)

NOTE: Failure to submit forms listed below by these deadlines may result in denial of travel request.  

Domestic (in-state) Travel

• CLA Travel Pre-Authorization Form (XLS)
• CLA Travel Pre-Authorization Addendum​ Form (XLS)
• CLA  Computer Use Form  (if taking state-issued equipment on In-State, Domestic (U.S.) travel)
• CLA Virtual Conference Request Form (XLS)

International Travel

• CLA  Computer Use Form  (if taking state-issued equipment on International travel)
• CLA Travel Budget Form
• CLA Travel Itinerary Form 
• Submit completed International Travel forms including signatures 

Within 10 Days of Return Travel Date

For travel after January 1, 2021

• CLA Travel Expense Claim Form 2021 (XLS)  

Additional Travel Information

• Corporation Travel
• Authorization to Use Privately Owned Vehicles (PDF)
• Foreign Travel 

Instructions for Completing Travel Forms

• Download the form to your local computer desktop.
• Fill out all information requested (including pull down options).
• Print form, sign, date and obtain appropriate approval signatures.
• Retain a copy for your files.
• If traveling internationally, submit forms here .

Guiding Principles

Support for professional travel must be related to the faculty member’s assignment at the university and/or scholarly interests. There will be no priorities with respect to the categories of professional travel listed above. International, national, regional and state trips will be given equal weight.

Faculty who are on sabbatical (or difference-in-pay leaves) are eligible. Faculty who are on other professional leaves and who do not have access to other funds for professional travel provided by another institution or agency may also be eligible.

Lecturer, FERP and PRTB faculty are eligible for funding as a percentage of annual time base.

CLA Travel Policy (2019-20 - for reference only)

• The college has set aside $150,000 for professional travel support in 2019-20. Requests for travel are to be submitted for planning purposes in the fall (by Thursday, October 31) for the entire fiscal year ( JUNE 15, 2019 through JUNE 15, 2020 ), and shall be part of the department’s travel projections for the year. Typically, travel that will be completed after JUNE 15, 2020, will be submitted for and processed in the next fiscal year. Requests for CLA-funded travel may be submitted for any tenured/tenure-track/lecturer faculty. Departments may augment faculty travel from discretionary funds only. Departments are allowed to develop and apply their own policies for this additional support, consistent with college and university policies.
• Up to $1,500 or funding for  one  trip (whichever is less) is available in the 2019-20 AY for the following:
• If travel funding is requested for direct participation at a conference/event that does not fit this definition, the faculty member must provide information about the significance of the conference/event, its sponsors, purpose, and the process by which participants were chosen as part of the application process. This information will be used to determine if travel funding will be awarded.  
• Service to the Profession: Faculty may request travel funding to serve in an official capacity on a professional committee, as an officer in a professional organization, and/or on an editorial board of a journal. Other services will also be considered with appropriate documentation.
• Research:  Faculty may request travel funding in order to conduct research. In this case, the supporting documentation must state the type of research proposed, discuss its methods, and explain both its significance and expected outcomes (scholarly presentation and/or publication, for example). A clear rationale for travel must be included, and a post-trip report must be submitted by the end of the quarter during which the travel took place.
• CLA-funded faculty travel Melissa Bodin [email protected] 805-756-2337  
• All other travel (e.g., unfunded and other professional travel, students, speakers, candidates, relocation):  Joy Sisler [email protected] 805-756-5755

Application Process for  ALL  Faculty Travel

Please note: all information must be typed onto the forms. All forms are available as preformatted, typeable Excel (XLS) files. Please always use the CLA forms, downloading them from the CLA website at the time of each trip. BECAUSE TRAVEL REIMBURSEMENTS CHANGE CONSTANTLY, DO NOT REUSE OLD FORMS .

• Complete the CLA Travel Pre-Authorization Form (XLS) . All faculty MUST file a pre-authorization form for any professional travel, whether funded or unfunded. If a faculty member must be on leave from campus for reasons other than professional travel (e.g., sick leave, personal holiday, other), please see your department chair and administrative coordinator for proper procedures and forms.  PLEASE NOTE: Academic Year Faculty DO NOT have vacation/personal time for use during the academic term, except for the one (1) Personal Holiday. Personal travel or absences during the academic term may be subject to docked pay.   As state employees, travelers may be eligible for special rates on airfares and lodging. Please see  Fiscal Services’ complete travel guidelines  with this detailed information. IMPORTANT INFORMATION ON CAR RENTALS: Car rentals must be done through Enterprise Rent A Car, the university’s primary vendor. According to university policy, “In the event that the primary vendor is unable to provide service the secondary vendor must be used.” To book with National, call   Giselle's Travel.  Employees must use one of the commercial car rental companies currently under contract with the State of California when renting a vehicle for Official State business travel. The University will not pay for the rental of a vehicle from a company that does not have a contract with the State. Unlimited mileage, insurance and airport fees are included in the State contract rates. In the event that employees rent from a company that does not have a contract with the State, their department or agency may be legally responsible for all damages (bodily injury, death and property damage) sustained by others as well as property damage to the rental vehicle. In addition, please realize that that the State contract rates are guaranteed statewide, and that liability insurance (up to $500,000 per occurrence for bodily injury and property damage combined) is included in the rate. Non-State rates do not include insurance and Cal Poly will not reimburse you for adding insurance. Please also see Fiscal Services’ rental car guidelines.
• Complete and attach the CLA Travel Pre-Authorization Addendum Form (XLS) ,  which documents class coverage and laptop computer use information. Acceptable arrangements for class coverage include having a guest lecture given by a colleague, having a film shown by a colleague or graduate student, having a test proctored by a colleague or eligible graduate student, or having students complete a relevant library or other extra assignment. Office staff and/or undergraduate students cannot be asked to provide class coverage. Graduate students eligible to proctor tests are those who have been trained to deal with possible cheating and plagiarism. Contacts are available through the Dean’s Office. Payment to graduate students for class coverage services is the responsibility of the department. Canceling class is not an option. Faculty should also be aware of procedures involving travel with state-issued laptops. Please indicate on the  CLA Travel Pre-Authorization Addendum Form (XLS)   whether you are taking your state-issued laptop with you (see Section C). For in-state and other domestic travel you should have a current CLA Computer Use Form filed with the CLA Dean’s Office (via CLA Techs) and carried with the laptop; no additional form is required. For international travel, you will need to complete an on-line  CLA Computer Use Form: International Travel for  each  international trip; however, it is highly recommended that you use a checkout laptop instead. Please refer to the CLA Computer Use Policies and Procedures for the types of information that  CANNOT  be on your computer when you travel and procedures to follow to help the information on your state-issued laptop remain secure and virus-free.  
• Submit the completed and signed Travel Pre-Authorization Form (XLS) and the CLA Travel Pre-Authorization Addendum Form (XLS)  to the CLA Dean’s Office (not your department office)  at least 10 days in advance of travel in the U.S. and at least 30 days (45 days preferred) in advance of international travel.  The Travel Pre-Authorization Form and the CLA Travel Pre-Authorization Addendum MUST be submitted on time or the travel risks not being approved or funded.  
• If  NOT Requesting CLA Funds , signatures of the traveler, the department chair, and the Dean’s Office will be required. State account information should not be included and the totals should be listed as zeroes, unless other state funds are being requested. Please have your administrative coordinator review the request for accuracy and completeness, including the dates and times of departure and return.
• If  Requesting CLA Funds , the request must be signed by the traveler and approved by the department chair and the Dean’s Office. Please have your administrative coordinator review the request, especially the dates and times of departure and return and the account numbers. Account numbers and totals should be filled out.
• A short statement indicating the intended professional objectives of the particular trip.
• Supporting documentation, such as a confirmation of paper acceptance, with the form. The CLA Travel Pre-Authorization Addendum Form (XLS) also asks travelers to indicate other sources of support, if any, for the trip.
• Within 10 days of your return, complete the CLA Travel Expense Form 262 (XLS) 2019  for travel prior to January 1, 2020 or the CLA Travel Expense Form 262 (XLS) 2020 for travel after January 1, 2020  for all professional travel, no matter what the funding source (state, discretionary, or a combination of the two). Please see your department coordinator for information on allowable expenses and reimbursement rates. The CLA Travel Expense Claim​ Form 262 (XLS)  must be completed and submitted  within 10 days of returning from the trip  or the traveler risks the loss of reimbursement. Do  not  include any personal address information on the forms or the receipts (this may mean thoroughly crossing out personal address information on airline, car rental, hotel and other receipts). Do not  attach boarding passes or Google maps. Please include original receipts for air, lodging, parking, and auto rental. Receipts must be affixed with tape (on edges only — not covering the text of the receipt), not staples, to the back of the expense form and/or on a separate 8.5” X 11” sheet of white paper, if necessary. Please see your department coordinator for special instructions involving foreign travel and reimbursement rates. NOTE: The completed form and attachments MUST be sent through your department coordinator so they can include the correct funding information, check the form for overall accuracy (including dates and times of departure and return and claims for meals), and obtain needed signatures prior submitting to the Dean’s Office. Forms will be sent back if any information is missing, left blank or incorrect, or if personal address information is included.  

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Cal Poly Alumni has partnered with  AHI Travel  to bring you trips all over the globe including professional instruction, unique excursions, opportunities for cultural immersion and more. 

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Make new connections, rekindle old ones and delight in the enduring bond of your fellow Mustangs throughout your trip. You'll also have the opportunity to meet alumni from colleges nationwide on these intimate excursions.

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Alumni are eligible to purchase travel insurance through USI Travel Insurance Services. Whether your next trip will take you across the state or across the globe, travel with the protection of Travel Insurance Select. With three plan levels, there are options for different needs and budgets.

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Poly Travel is Made Up of 4 Major Components

Cal Poly Administration and Finance

Feb 28, 2022

Poly travel is a travel program for staff and faculty that allows them to easily and efficiently request, book, and expense travel using the Concur Mobile App .This program will simplify the reimbursement process and allow travelers to receive assistance while on the road.

Poly Travel is made up of 4 major components:

1. The Concur Tool, an efficient web and mobile tool managing travel and expenses anytime and anywhere.

2. A Concur Travel Card which conveniently pays travel vendors directly and feeds charges right into the expense tool for ease of expensing travel charge.

3. Christopherson’s Business Travel, a new travel management company supporting both individual and group travel through Concur and/or phone, email [email protected].

4. Updated Travel Policy guiding travelers and their managers through the process and compliance

To learn more about this program click here and for assistance, please contact Stephanie Albright at [email protected]

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Biological Sciences Department

Bailey college of science and mathematics.

Faculty and staff   travel must be processed via Concur. 

Biological Science students and volunteers must follow the following steps if they plan to travel on university business. This includes traveling to conferences, participating in field research, or leading field trips. The approval process for travel should start at least 30 days in advance .

STEP 1 - Understand Travel Policies

If you aren't familiar with the department and university travel policies schedule a meeting with the Bio Dept Budget Analyst, Katie Doctor. Meetings can be scheduled via Zoom using Calendly  or email her at [email protected] to schedule an in-person appointment.

STEP 2 - Conference Travel Funding (students ONLY)

If requesting funding from Biological Sciences for Conference Travel you must complete a Funding Request for Conference Attendance and Travel . Students may request funding for one (1) conference trip while a Cal Poly undergrad (or grad student). Presenting at the conference is preferred. Travel must be completed within 1 quarter after graduation (summer is considered a quarter). A response to your funding request will be sent via email. Allowable expenses include the following.

• Lodging - Book moderate-priced lodging. When students travel together, rooms are expected to be shared when appropriate. Airbnb/VRBO may be booked. 
• Airfare - Seat upgrades are not reimbursable and baggage fees are only covered if traveling with required supplies/equipment
• Rental cars must be booked through Cal Poly and with an approved vendor
• Fuel can be reimbursed if driving a state or rental vehicle
• Mileage can be paid if driving a personal vehicle
• Uber/Lyft/Car Service can be reimbursed
• Meals are not reimbursable using department funds. If secondary funding is available, it can cover per diem meal expenses. The pier rates are $44.25 on the first and last day of travel and $59 on all other days. Meals are not reimbursable for any trip that is less than 24 hours.
• Conference Registration 
• Poster printing expenses can be reimbursed for those presenting at a conference

STEP 3 (students and volunteers) - Driver Safety, if applicable

If your travel will include driving a state or privately-owned vehicle you must be an Approved Driver. The Driver Safety Program must be completed, and approval documentation must be uploaded before a Travel Information Form can be submitted.

If you have not received an approval to driver letter from Risk Management visit the  Driver Safety website  and review the required steps. When you initiate the driver safety approval process and get to STEP TWO enter [email protected] in the Driver’s Supervisor field and [email protected] in the Department Admin field. The  Detailed Instructions for Students, Volunteers, and CPC Employees  may be helpful when completing the Driver Safety Program.

STEP 4 (students and volunteers) - Pre-Authorization

Complete a  Travel Information Form  for conference travel, field research, and field trip support. The information submitted will be used to determine which University's required forms are required. This includes driver safety, volunteer, release, and pre-authorization forms.

If traveling internationally your travel approval must be processed through the International Center. Complete a Travel Information Form   AND visit the International Center's web page.

STEP 5 (students and volunteers) - Reimbursement

After travel is complete a Travel Reimbursement Request Form should be submitted within 30 days of your return. Travel must have been pre-approved.

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Clubs & Organizations

Student life starts now..

Except for international travel and for travel with club sports, club members no longer need to submit travel paperwork for travel inside the U.S.

Transportation

• California law restricts drivers for non-profits and certain other entities from the use of any vehicle that is built or designed to carry more than 10 passengers unless they have the appropriate Class B license.
• Drivers of vehicles of that class have a great deal of additional liability for the safe operation and maintenance of the vehicle and safety for all passengers on board as well as several other responsibilities.
• The use of any vehicle within that particular class of passenger vehicles will not be approved.
• When clubs travel by chartered air, Air Travel Release forms must be completed.

Incidents during Travel

Should an incident or injury occur during travel, an Incident Report Form must be filled out and submitted to Cal Poly Clubs & Organizations within 48 hours of returning to campus. If a problem develops off-campus, call appropriate law enforcement or medical agencies in the area. If the personal safety of any club member, participant, or spectator is endangered, professional assistance should be requested immediately. All problems must be reported directly and promptly to the Office of the Dean of Students at 805-756-0327.

Travel Outside of the Country

For information on international travel, visit the Cal Poly International Center.

• International Travel
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International Students and Scholars

Travel outside the u.s..

Traveling abroad including Canada and Mexica plus re-entry information.

If you are traveling abroad, including short trips to Mexico and Canada, you must meet the entry requirements of the country you wish to visit in addition to the U.S. requirements for re-entry. You should check with the embassy/consulate of the country you plan to visit as early as possible to see if that country requires you to apply for a visa.

General Information

Trips solely to canada and mexico for 30 days or less.

• Students are eligible to travel with an expired visa or a change of visa status using Automatic Revalidation as long as they do not apply for a new visa during the visit and are not a citizen or national of a country that has been designated as a state sponsor of terrorism.
• Students are expected to bring all the travel documents listed under “Documents for Re-Entry to the USA”

Documents for Re-Entry to the USA

To re-enter the U.S. while in active F-1 or J-1 status, you will need:

• If you are on OPT, a travel signature must be no older than 6 months
• Only a staff member in the International Center who is a Designated School Official can issue a travel signature
• Unexpired Passport
• Unexpired F-1/J-1 Visa
• Proof of payment for the I-901 SEVIS fee
• Cal Poly ID
• Copy of current class schedule

In addition to your Cal Poly ID, if asked about your current enrollment, we recommend you have access to your Poly Profile or bring a copy of your current class schedule.

See the U.S. Immigrations and Customs Student and Exchange Visitor Program page for more information.

Requesting a Travel Signature

If your travel signature will be over a year old when you return to the U.S. (or six months old if you are on post-completion or STEM OPT) then you will need a new signature. Note that travel signatures may be used multiple times, and you do not need a new signature for every trip outside the U.S. unless your curent travel signature has expired. 

To request a new travel signature:

• Log in to your International Student Hub , click “Student Requests”, then “Travel Signature Request”
• Travel signatures can typically be issued within 2-3 business days and your new I-20 will be emailed to you
• If traveling over a break, you should be enrolled in at least one class at Cal Poly for the following quarter

Increased Security at Ports of Entry

• Due to increased scrutiny at the Ports of Entry into the U.S., you may be asked by an CBP Officer to hand over your electronic devices or asked to access your social media accounts

Inspection of Electronic Devices

• ACLU article, “Can Border Agents Search Your Electronic Devices? It’s Complicated.”

Re-Entry After Program End Date

If you have questions about traveling after the program end date listed on your I-20 or DS-2019 form, please email [email protected] .

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The expertise and knowledge to put your mind at ease., when you join us, your job is to enjoy yourself. our experts are trained to make your trip as seamless and carefree as possible. whether it’s a key ready for you as soon as you walk into a hotel or a beginner lesson in the local dialect, we go the extra mile to make sure you have every need met along your journey., who is ahi.

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The CSU has a new policy on freedom of expression.  Learn more.

SAP Concur connects the entire travel program – from the travel authorization, to booking, to the expense report and reimbursement – so travelers get a complete paperless workflow. Concur helps guide travelers to make in-policy travel decisions while delivering a simpler, better traveler experience.

Please note that you must first request the  Concur State Travel Card  and take the associated training before a live Concur link will be given.

Concur Drop In Office Hours

NOTE: This is a Concur Q&A session and different from Concur Training for New Cardholders (training link will be emailed to you after card application submission).

Click this Link to access DROP IN TRAINING on any of the times/days below:

2:30 p.m. - 3:30 p.m., Tuesdays 

11:00 a.m. - 12:00 p.m., Wednesdays

10:00 a.m. - 11:00 a.m., Thursdays

Concur Travel and Expense

Step 1: Obtain State Travel Card  

Business Services will assist you in obtaining a  State Travel Card . Any hotel or rental car reservations will automatically be charged to your card and feed into your expense report.  The travel card should never be used unless you have an approved trip in Concur.

Step 2: Request Trip  

With Concur Request, you can budget for employee expenses before they’re incurred using a customizable pre-spend control, request and approval process. Concur Request integrates with the travel and expense solutions creating an easy workflow. Automating the travel and expense processes is the simplest way to reduce paper, add a few hours back to everybody's day and cut costs. Once you request your trip, the workflow will automatically route to your chart field approver and administrator for approval. Once approved, travelers can easily book flights, hotels and cars from a desktop or mobile device while staying compliant with CSU Travel Policy. SAP Concur delivers travel tools designed to give you visibility, efficiency and savings, while allowing travelers to book where and how they want.

Step 3: Take your Trip

Don’t forget your State Travel Card! Remember, if the state is paying for 100% of your travel, you must use the Concur State Travel Card. During your trip, streamline your business travel planning and itinerary management with partnered apps such as Trip It, and Uber. Enterprise Rent-A-Car and most major hotel chains are already partnered with Concur so any required receipt will be automatically fed to your expense report if you sign up for e-receipts in your profile. If not, you can use the Concur app to snap a photo of your receipt and assign it to a line item in your expense report.

Step 4: Expense Report  

Move away from paper receipts and spreadsheets. This isn’t just about expenses, it’s about making sure everything is taken care of. From capturing data accurately and staying compliant with regulations and policies, to seeing all of your spending in one place with the tools to manage expenses wherever business takes you. When using the State Travel Card, data flows automatically into Concur Expense, so employees save time and can quickly submit an accurate, in-policy expense report. Once the expense report is submitted and goes through the chart field and administrator approval workflow, the traveler will be reimbursed for any out of pocket expenditures. 

Have questions or need help creating or submitting a report?  Please reach out to [email protected] .

Travel Management Company

Our campus utilizes Christopherson Business Travel as our Travel Management Company. Information about who Christopherson Business Travel (CBT) is and the advantages of using CBT  Christopherson Intro Flyer .

If you are not able to complete your booking online through Concur, and/or you have questions regarding your individual or group travel needs, you can call the full-service travel advisor team, whose contact information is available on your home page in Concur.

Concur Videos

• Set Up a Profile in Concur
• Ongoing Local Mileage
• Personal Car Profile Set Up
• How to Create a Request in Concur
• Non-Employee Concur Travel Zoom Recording

Mobile Apps

• SAP Concur App Guide
• Trip It Pro Guide
• Uber for Business Guide

Concur Guides

• Concur FAQs
• Concur Overview
• Concur Essentials
• User Profile Setup
• Workflow Overview - Quick Reference Guide
• Request & Expense Workflow
• Using ADV Funds
• Using ASB Funds
• Booking Travel
• Expense Reports
• Employee Recruitment Guide
• Non-Employee Guide
• Booking Guest Travel
• International Travel Guide
• Expensing a Cash Advance
• Expensing Hospitality
• Approving Requests
• Fraudulent Transactions  
• Unintended Personal Transaction
• Allocating Funds
• Personal Car/Local Mileage
• Documents for Third Party Reimbursements
• Trip Cancellation Guide
• Concur Unused Tickets  

Coronavirus Information from Administration & Finance

Administration & Finance

Menu transportation & parking services.

• Parking Lot Closures
• Safety Programs

Parking on Campus

Knowing where to park, how to park and when to park has never been easier.

• Parking Permit Fees
• Commuter Parking
• Residential Student Parking
• Faculty & Staff parking
• Business Permits
• Motorcycle parking

Parking Permits

Getting a permit to park on campus is easy.

Parking Regulations

Following these simple regulations will keep you safe and informed.

Parking Lots

Want to know where to park? View our parking lot pages to learn everything you need to know.

Pay stations and meters are conveniently located throughout campus.

Pay Stations

Conveniently located at the entrances of campus and in major parking lots.

Visiting the Campus

Visiting the campus shouldn't be frustrating. We are here to help.

Commuting to Campus

With limited parking on campus and the many alternatives to driving alone, it is not necessary to bring a car to Cal Poly.

Local transit is safe and reliable and best of all it´s FREE for staff and students!

There are over 6,500 bike rack spaces and 254 secure bike lockers available on campus.

• Employee Vanpool

Cal Poly currently has 9 employee vanpools in operation, with over 115 vanpool riders.

Bus Service

Affordable. Convenient. Less stressful. Local and regional transit to get you throughout the city, to the beach, shopping, or the areas in the county. Get on the bus and rest your mind.

9 Zipcars are at convenient locations throughout campus and are available to rent by the hour or day.

Rideshare ??Include??

Looking for carpool options? IRideshare can help match you with an existing carpool or individual looking to carpool. Additional incentives and rewards are available to all faculty and staff who are "registered" at iRideshare .

Cal Poly students receive a 15% discount from Amtrak through the Amtrak Student Discount Program.

Electrical Vehicle Charging

Charging stations are located on campus in the Grand Avenue Parking Structure as well as the parking lot across from the Kennedy Library.

License Plate Recognition (LPR) is Here! Link your permit to your vehicle.

• A&F Home
• Transportation & Parking Services
• Current: Mustang Express
• Mustang Express

Looking for a safe and convenient ride home? Transportation & Parking Services offers motorcoach service to Cal Poly students to many California regions before and after fall breaks. The full size buses have reclining seats, air conditioning, onboard restrooms, and power outlets so you can bring your own entertainment. Each student is allowed one large suitcase and one carry-on bag that can fit in an overhead bin.

Download the Mustang Express Flyer to your mobile device for your reference.

Fall 2023 Trip Details coming soon.

Fall 2023 Service Dates & Times

Trips are scheduled in the following California regions for the following academic breaks:

• Winter Break

NOTE: There is no Spring Break or Move-Out Mustang Express Service.

Book Your Trip

A link to purchase tickets will be available Monday, September 16, 2024 at 12:00PM PST.

Spring Break Trip Availability - Updated 3/12/2024 at 12:00PM

Route Availability - Departure

Route Availability - Return

Seats for 2024 trips are $74 per one-way ticket.

For processing refunds, please contact the Cal Poly Ticket Office.

2024/2025 Mustang Express tickets will be available at the Cal Poly Ticket Office website September 16, 2024.

Please note all times are estimated and subject to change based on traffic and weather. ALL routes, stops, and times will be the same for each of the three Mustang Express trips. See below.

Mustang Express will be servicing a multitude of locations in Northern and Southern California with multiple routes in Academic Year 2024-2025 for the Thanksgiving, Winter, and Spring Breaks. All shuttles will depart Cal Poly from the PAC loop. The routes and locations are as follows:

Departing Cal Poly 8:00am

Returning to Cal Poly, 4:00pm arrival

Stop 1: San Rafael Transit Center 3rd & Hetherton, San Rafael, CA, 94901, 9:00am departure Stop 2: Millbrae Intermodal Station 100 California Dr, Millbrae, CA 94030, 10:35am departure Stop 3: Tasman Light Rail Station N 1st St, San Jose, CA 95134, 11:35am departure

Stop 1: Warm Springs / South Fremont Bart Station 45193 Warm Springs Blvd, Fremont, CA 94539, 11:30 arrival. Stop 2: Concord BART Station 1451 Oakland Avenue, Concord, CA 94520, 12:45 arrival.

Returning to Cal Poly, 2:30pm arrival

Stop 1: Concord BART Station 1451 Oakland Avenue, Concord, CA 94520, 9:00am departure Stop 2: Warm Springs / South Fremont Bart Station 45193 Warm Springs Blvd, Fremont, CA 94539, 10:15am departure

Route 3: Sacramento

Route 4: Oxnard, Los Angeles, Anaheim

Departing Cal Poly 9:00am

Returning to Cal Poly, 4:15pm arrival

Route 5: Oceanside

Returning to Cal Poly, 4:30pm arrival

Thank you for your interest in Mustang Express!

A link to purchase tickets will be available Monday, September 16, 2024.

Spring Break

Depart: Saturday, 3/23/24. Return: Monday, 4/1/24

Seats for 2023 trips are $74 per one-way ticket.

Cancellation Policy – 90% refund for cancellation up to 26 days before trip departure (Total refunded amount will be $66.60 per $74 ticket) No refunds for cancellations within 25 days of trip departure Thanksgiving Break trips final cancellation date: 10/23/23 by 2:00PM for the 11/18/23 departure and 10/30/2023 by 2:00PM for the 11/26/23 return trip.

• Commuter Permits
• Residential Student Permits
• Faculty & Staff Permits
• Sponsored Guest Permits
• Motorcycle Permits
• Pay stations
• Visitor Information Center
• Enforcement Hours
• Parking Regulations???
• SLO Airport Shuttle
• Bus services
• Electrical vehicle charging
• Campus Traffic and Parking Impacts
• Violation rates
• Event Hosts

Parking Today

Lot/street closures.

• C3 (Permanently Closed)
• C4 (Permanently Closed)
• K1 (Permanently Closed)
• K2 (Permanently Closed)
• R1 (Permanently Closed)

Permits Required

7:00 am - 5:00 pm Resident Areas require permit 24/7

Upcoming Closures

We update our social feeds with lot closures and commuting tips.