International 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 International Travel Requests 

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

• All faculty and staff, whether traveling with or without students.
• Students traveling 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.

PRIOR TO TRAVEL

1. Prepare an International 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.
3. Attach supporting documentation, including:
   • Agenda/itinerary, invitation, or notification of accepted paper.
   • U.S. Department of State Travel Advisory information for the destination country. Please also indicate whether the destination country is included on the CSURMA High Hazardous and War Risk Country List (pdf).
   • 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. 

AFTER TRAVEL IS COMPLETED

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 more information on international travel, see:

• CSU Travel and Business Expense Payments Policy
• University Accounting Services International Travel page
• Planning Your Trip (pre-travel)
• CPP Travel Checklist (pdf)
• Concur Information and Training Resources
• U.S. Department of State Foreign Per Diem Rates by Location and Meal and Incidental Expenses Allocations
• Submitting Your Travel Expense Report (post-travel)
• Student Travel Guidelines
• CPP International Center Study Abroad Programs
  
  

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

Student Success Cluster:
Strategic Initiatives for Student Success - Marisofi Molina-Ambriz
Learning Resource Center - Patty Moses

Questions?
For questions about 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.