Travel

Faculty and Staff Travel
All faculty and staff travel must be processed via Concur.

Student and Volunteer Travel
Biological Sciences students and volunteers must follow the steps below when traveling on university business. This includes travel for conferences, field research, or leading field trips. Begin the approval process at least 30 days before your planned travel.

STEP 1 – Understand Travel Policies

If you are unfamiliar with department or university travel policies, schedule a meeting with the Biological Sciences Department Budget Analyst, Katie Doctor.

• Schedule a Zoom meeting via Calendly, or
• Email kdoctor@calpoly.edu to request 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 form.

• Bio Sci majors may request funding for one (1) conference trip while enrolled at Cal Poly.
• Undergraduates may request up to $750; graduate students may request up to $1,500.
• Requesting funds does not guarantee an award.
• Presenting at the conference is preferred.
• Travel must be completed within one quarter after graduation (summer counts as a quarter).
• You will receive a response to your funding request via email.

Allowable Expenses

• Lodging – Book moderately priced accommodations. When students travel together, rooms should be shared when appropriate. Airbnb/VRBO may be used.
• Airfare – Basic economy only. Seat upgrades are not reimbursable. Baggage fees are covered only if traveling with required supplies or equipment.
• Ground Transportation –
  • Rental cars must be booked through Cal Poly using an approved vendor.
  • Fuel may be reimbursed for state or rental vehicles.
  • Mileage may be reimbursed for personal vehicle use.
  • Uber/Lyft/car services may be reimbursed.
• Conference Registration – Fees are reimbursable.
• Poster Printing – Reimbursable for those presenting at a conference.

Non-Allowable Expenses

• Meals are not reimbursable using Biological Sciences department funds.
  • If secondary funding is available, it may cover per diem meal expenses.
• Meals are not reimbursable for any trip less than 24 hours, regardless of funding source.
• Travel insurance.
• Seat upgrades.

STEP 3 – Driver Safety (If Applicable)

If your travel includes driving a state or privately owned vehicle, you must be an Approved Driver.

• Complete the Driver Safety Program. You will be prompted to attach your approval documentation to your Travel Information Form.
• If you have not received an “Approved to Drive” letter from Risk Management, visit the Driver Safety website and follow the required steps.

STEP 4 – Pre-Authorization

Complete a Travel Information Form if any of the following apply:

• You may need to be reimbursed for travel expenses.
• A faculty or staff member is paying for any of your expenses.
• You will be driving a University- or Department-owned vehicle.

The information submitted will be reviewed, and if necessary, a Travel Pre-Authorization (1A) will be initiated and sent via Adobe Sign to the traveler and required approvers.

International Travel:
Must be processed and approved through the International Center.

• Complete a Travel Information Form and visit the International Center's website for further instructions.

STEP 5 – Reimbursement

After travel is complete, submit a Travel Reimbursement Request within 30 days of  your return. Travel must have been pre-approved to qualify for reimbursement.