Domestic State Travel

Overview 

On April 14, 2021, the Chancellor’s Office (CO) released a communication confirming that a modification to travel restrictions would be implemented, effective June 1, 2021. The memo stated that each campus would have the authority to establish travel guidelines for their campus and the process for approval of travel while continuing to adhere to the latest travel guidance from the Centers for Disease Control and Prevention (CDC) and U.S. State Department’s Travel Advisory for international travel.

The approval of essential in-person travel, domestic and international, for Cal Poly Pomona is delegated to the respective Vice President for each division.

Provost Review of Domestic Travel Requests 

In the Division of Academic Affairs, domestic travel requests must be routed through the Provost's office for approval when they involve the following: 

• Administrators reporting directly to the Provost and VP for Academic Affairs.
• Faculty/staff requesting approval for domestic travel with anticipated expenses of $3,000 or more (to be reviewed and approved by Lisa Rotunni, Executive Director, Academic Resources).
• Faculty/staff traveling with students.
• Students traveling overnight—with or without a faculty or staff member—for academically related purposes, including, but not limited to, field trips, study abroad programs, conferences to present research findings, or to act in some other like capacity on behalf of the University.

1. Prepare a Domestic Travel Request Memo to the Provost; see SAMPLE memo (pdf).
2. Have the memo reviewed and approved by the appropriate parties, e.g., dean, AVP, etc. If signed by a designee, include a record of designation, such as an Administrator-in-Charge email.
3. Attach supporting documentation, including:
   • Agenda/itinerary, invitation, or notification of accepted paper.
   • For travel with/by students: An Academic Field Trip Participant List (pdf) with participant names and emergency contact information, and a Release of Liability Form (pdf) completed and signed by each student participant.
4. Create a service ticket in the Provost's Office Portal to submit the Travel Request Memo and supporting documentation in a single PDF file.
5. After your service ticket has been resolved and the approved memo has been returned to you, submit a Travel Request in Concur and include the memo and supporting documentation as an attachment.

Note: A Travel Request must be submitted and approved in Concur prior to booking travel arrangements and departure.

1. Within 60 days after the end of your trip, submit a Concur Travel Report to request reimbursement of expenses. The Travel Report must include all required receipts and appropriate supporting documentation (e.g., conference program or meeting itinerary).

For additional information on domestic state travel:

• CSU Travel and Business Expense Payments Policy
• CPP Travel Checklist (pdf)
• Per diem allowances for meals and incidental expenses:
  • Continental United States
  • Outside the continental United States (Alaska, Hawaii, US possessions)
• Concur Information and Training Resources
  • Creating a Travel Request with Travel Allowance (pdf)
  • Creating an Expense Report with Travel Allowance (pdf)
• Student Travel Guidelines
• Risk Management Forms (for Release of Liability and Academic Field Trip Participant List forms)
• Submitting Your Travel Expense Report

Travel Designees:

Below is a list of the travel designees in the Division of Academic Affairs. All travel requests and travel expense claims should be reviewed by the travel designee, before they are forwarded to the Provost and Vice President for Academic Affairs for review and approval.

Academic Affairs Travel Designees & Back-Up Designees List

Questions?
For questions about State-side travel, please contact University Accounting Services at travel@cpp.edu.
For questions about provost review and approval of travel requests, please contact John Rodriguez, Administrative Analyst, at johnr3@cpp.edu.