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. Students experiencing financial insecurity can schedule a call to discuss the department's direct payment of expenses.
- Schedule a Zoom meeting via Calendly, or
- Email kdoctor@calpoly.edu to request an in-person appointment.
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 2 – Conference Travel Funding (Students Only)
If requesting funding from Biological Sciences for conference travel, student travelers 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.
STEP 3 – Driver Safety (If Applicable)
If your travel includes driving a state or privately owned vehicle, you must be an Approved Driver.
- If you aren't an approved driver, complete the Driver Safety Program.
- When completing the "Request to Operate a Vehicle on University Business Application," enter kdoctor@calpoly.edu into the Department Admin field.
- If you have not received an “Approved to Drive” letter from Risk Management, visit the Driver Safety website and follow the required steps.
- You will be prompted to attach your approval documentation to your Travel Information Form.
- If you drive your personal vehicle, you will be prompted to attach your "Request to Operate a Vehicle on University Business Application" to your travel reimbursement request.
STEP 4 – Pre-Authorization
- Complete a Travel Information Form if you are traveling alone and will not be sharing expenses with another student.
- Complete a Group Travel Information Form if you will be traveling with other students (1 or more) and/or sharing expenses. One form is needed per group.
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.
