Travel

Faculty and staff travel must be processed via Concur. 

Biological Science students and volunteers must follow the steps below 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. Zoom meetings can be scheduled using Calendly or by emailing kdoctor@calpoly.edu to schedule an in-person appointment.

STEP 2 - Conference Travel Funding (students ONLY)

Disregard this step if your travel is for field research.

If requesting funding from Biological Sciences for Conference Travel, you must complete a Funding Request for Conference Attendance and Travel. Bio Sci majors may request funding for one (1) conference trip while enrolled at Cal Poly. Ungrads may request up to $750, and Grads may request up to $1,500. Requesting funds does not guarantee they will be awarded. 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
• Ground Transportation
  • 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. Meals are not reimbursable for any trip that is less than 24 hours, regardless of funding source.
• 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 mblack@calpoly.edu in the Driver’s Supervisor field and kdoctor@calpoly.edu 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 if your travel includes any of the following. 

• There is a possibility you (the traveler) will need to be reimbursed for any expenses
• A faculty or staff member is paying for any of your expenses
• You will be driving a University/Department-owned vehicle

The information submitted on the Travel Information Form will be reviewed. If needed, a Travel Pre-Auth (1A) will be initiated and sent to the traveler and their approvers via Adobe Sign.

International travel must be processed through and approved by 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.