Welcome to CPP University Travel
The UAS Accounts Payable Unit is responsible for the accurate and timely processing of travel reimbursements for official University business travel conducted on behalf of the California State University; in accordance with CSU and University policies and procedures, collective bargaining agreements and sound accounting practices. Individuals traveling on University business must familiarize themselves with, and adhere to, the policies and procedures, and obtain documented authorization to travel prior to their trip.
CSU Travel and Business Expense Payments Policy - Effective April 18, 2024 (PDF)
Announcements
Travel Policy Update - Meals & Incidental Expenses Per Diem Rates Adjusted (October 25, 2024)
Effective October 1, 2024, the CSU Travel and Business Expense Payments policy has been updated to align with the latest U.S. General Services Administration (GSA) per diem standards. With this change, the flat Meal & Incidental Expense (M&IE) rate for non-employee travelers has increased from $59 to $68. Additionally, location-based per diem now ranges from $68 to $92, up from the previous $59 to $79. The Concur system has been updated to reflect the new rates, which are automatically applied based on the travel location. These updated rates are effective for travel beginning on or after October 1, 2024.
Travel Policy Update - Lodging Expense Limit Increase (April 30, 2024)
Effective April 18, 2024, the nightly lodging expense limit has been increased from $275 to $333, excluding taxes and other related charges, to adjust for inflation and align with other state public higher education institutions. The updated rate of $333 per night applies to travel on or after April 18, 2024. In addition, if the traveler is attending an approved conference where the prearranged conference lodging rate exceeds the $333 per night limit, they may stay at the conference hotel without additional approval.
Travel Policy Update - Domestic Meals & Incidental Expenses Move from "Actuals" to Per Diem (April 30, 2024)
Effective January 1, 2024, the CSU travel policy has changed to location-based per diem for domestic meals & incidental expenses (M&IE) to comply with federal guidelines. With the policy change, travelers will be reimbursed for a set amount per travel day, where the first and last day of travel is set to 75% of the per diem value. Concur has been configured for location-based M&IE per diem, with per diem rates automatically calculated for the traveler based on the location of travel. Travelers are required to use location-based M&IE per diem for travel that starts on or after June 1, 2024, however earlier use is encouraged.
Travel & Moving/Relocation Mileage Rate Updates for 2024 (December 21, 2023)
Effective January 1, 2024, the mileage reimbursement rate for 2024 business related travel will increase; while the relocation mileage rate will decrease from 2023. For additional information, please visit the resource below:
CSU Mileage Reimbursement Rate for 2024 (PDF)
Repeal of AB 1887 - Travel Ban (September 14, 2023)
On September 13, 2023, Governor Newsom signed SB 447, which repeals AB 1887, the travel ban. Effective immediately, state funds may be used for travel to all states. If the travel occurred prior to the repeal, non-state funds must be used for reimbursement, however, if the travel occurred September 14, 2023, or later, state funds may be used.
Travel & Moving/Relocation Mileage Rate Updates for 2023 (January 3, 2023)
Effective January 1, 2023, the mileage reimbursement rate for 2023 business related travel will increase; while the relocation mileage rate will remain unchanged from 2022. For additional information, please visit the resource below:
CSU Mileage Reimbursement Rate for 2023 (PDF)
Assembly Bill No. 1887 – Updated July 17, 2023 (July 17, 2023)
On July 14, 2023, California Attorney General Robert Bonta announced that Missouri, Nebraska, and Wyoming would be added to the list of banned travel states. The effective date of this ban varies by state. For additional information related to this update, please visit the Travel Ban States (AB 1887) website and the resource below:
Assembly Bill No. 1887 – Updated August 31, 2022 (August 31, 2022)
On August 19, 2022, California Attorney General Robert Bonta announced that Georgia would be added to the list of banned travel states, effective immediately. For additional information related to this update, please visit the Travel Ban States (AB 1887) website and the resource below:
CSU Travel Ban Memo - August 31, 2022 (PDF)
Assembly Bill No. 1887 – Updated July 5, 2022 (July 19, 2022)
On June 30, 2022, California Attorney General Robert Bonta announced that Arizona, Indiana, Louisiana, and Utah would be added to the list of banned travel states. The effective date of this ban varies by state. For additional information related to this update, please visit the Travel Ban States (AB 1887) website and the resource below:
CSU Travel Ban Memo - July 5, 2022 (PDF)
Travel & Moving/Relocation Mileage Rate Adjustment for Remainder of 2022 (June 14, 2022)
Effective July 1, 2022, the IRS announced an increase in the mileage reimbursement rate for the final six (6) months of 2022. For additional information, please visit the resource below:
CSU Mileage Reimbursement Rate for Remainder of 2022 (PDF)
New CPP Travel Checklist (January 4, 2022)
A new Travel Checklist has been developed to assist individuals traveling on official University business to adhere to the CSU Travel and Business Expense Reimbursement Procedures. The checklist contains the most common travel requirements for the preparation and submission of a Travel Request and Expense Report in Concur and should be used in conjunction with the State-side travel policy. Travelers can access the new Travel Checklist on the UAS Forms webpage, in the Quick Links section above, or at the link below.
Travel & Moving/Relocation Mileage Rate Increase for 2022 (January 3, 2022)
Effective January 1, 2022, the mileage reimbursement rate for 2022 will increase. For additional information, please visit the resource below:
Assembly Bill No. 1887 – Updated September 27, 2021 (September 29, 2021)
On September 24, 2021, California Attorney General Robert Bonta announced that Ohio would be added to the list of banned travel states, effective September 30, 2021. For additional information related to this update, please visit the Travel Ban States (AB 1887) website and the resource below:
CSU Travel Ban Memo - September 27, 2021 (PDF)
Essential Travel During the Pandemic (August 27, 2021)
As the campus responds to the COVID-19 Pandemic, essential in-person domestic and international travel continues to evolve. Travelers should follow the guidance and procedures outlined in Finance and Administrative Services Operations Detail #12-02 - Essential Travel During the Pandemic (PDF) when requesting essential travel during the Pandemic. Visit the Planning Your Trip (PDF) website for additional details to follow prior to booking travel arrangements and departure.
Assembly Bill No. 1887 – Updated July 2, 2021
On June 28, 2021, California Attorney General Robert Bonta announced that Arkansas, Florida, Montana, North Dakota, and West Virginia would be added to the list of banned travel states. The effective date of this ban varies by state. For additional information related to this update, please visit the Travel Ban States (AB 1887) website and the resource below:
CSU Travel Ban Memo - July 2, 2021 (PDF)
Modification to Travel Restrictions
Beginning June 1, 2021, essential in-person domestic and international travel will be allowed. All travelers must continue 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 will be delegated to the respective Vice President for each division. Visit the Planning Your Trip (PDF) website for additional details and steps to follow to request essential in-person travel.
Travel & Moving/Relocation Mileage Rate Decrease for 2021
Effective January 1, 2021, the mileage reimbursement rate for 2021 will decrease. For additional information, please visit the resource below:
Assembly Bill No. 1887 – Updated June 26, 2020
On June 22, 2020, California Attorney General Xavier Becerra announced that Idaho would be added to the list of banned travel states, effective July 1, 2020. For additional information related to this update, please visit the resource below:
CSU Travel Ban Memo - June 26, 2020 (PDF)
Travel Suspension Extended Through June 30, 2021
Cal Poly Pomona and our auxiliary organizations will extend the suspension of all international and non-essential domestic travel through June 30, 2021 due to the COVID-19 pandemic. The campus President may provide an exception for travel when there are compelling reasons that support the academic and co-curricular mission of the campus. Those exceptions will be granted on a very limited basis.
Travel Suspension Extended
Cal Poly Pomona and our auxiliary organizations will extend the suspension of all international and non-essential domestic travel to July 31, 2020 due to the COVID-19 pandemic. The campus President may extend the travel restriction beyond this date based on local circumstances. In addition, the campus President may provide an exception in extenuating and compelling circumstances; however, this authority shall not be delegated.
Reimbursement of State-Side Canceled Travel
If you are canceling plans for state-side travel, you should make every effort to recover payments that have already been made. If you are unable to obtain a refund, or will incur cancellation fees, please follow the Procedures for Reimbursement of State-Funded Canceled Travel (PDF) to request reimbursement using University Funds.
Travel Restrictions
Effective immediately, Cal Poly Pomona and our auxiliary organizations will suspend all international and non-essential domestic travel from now through May 31, 2020. Vice presidents and deans will make determinations on what constitutes nonessential domestic travel for their respective units and colleges and have the authority to make exceptions accordingly.
International Travel Ban - Update
Effective January 31, 2020, travel to the entire country of China is not authorized. For additional information related to this update, please visit the resource below:
Travel Ban to China - January 31, 2020 Update (PDF)
International Travel Ban
Effective January 30, 2020, travel to the Peoples' Republic of China (PRC) is not authorized due to the Coronavirus outbreak. For additional information related to this update, please visit the resouce below:
Travel Ban to China - January 30, 2020 (PDF)
Travel & Moving/Relocation Mileage Rate Decrease for 2020
Effective January 1, 2020, the mileage reimbursement rate for 2020 will decrease. For additional information, please visit the resource below:
Assembly Bill No. 1887 – Updated September 19, 2019
On September 13, 2019, California Attorney General Xavier Becerra announced that Iowa would be added to the list of banned travel states, effective October 4, 2019. For additional information related to this update, please visit the resource below:
CSU Travel Ban Memo - September 19, 2019 (PDF)
Assembly Bill No. 1887 – Updated April 4, 2019
On April 2, 2019, California Attorney General Xavier Becerra announced that South Carolina would be added to the list of banned travel states, effective April 15, 2019. For additional information related to this update, please visit the resource below:
CSU Travel Ban Memo - April 4, 2019 (PDF)
Concur Implementation
Cal Poly Pomona has adopted Concur as our electronic travel request and expense management system. Concur will streamline the workflow associated with processing travel related activity; including the configuration of checks and balances in the system to ensure completeness and policy enforcement, as well as a quicker approval and processing time for travel reimbursements to University personnel. Implementation of the system will begin to take place during the 2018/19 fiscal year; with all end users fully functional on the system, and reimbursement of travel related expenses will be a fully automated and paperless process targeted for January 2020. For more details, please visit our Concur site.
CPP Travel Procedures Alignment with the CSU Travel Procedures
A side-by-side comparison of the CPP travel procedures and how it compares to the CSU Travel Procedures was completed to identify restrictive measures that are not valuable to the CPP traveler. A summary of the changes approved by the University Cabinet can be viewed at:
CPP Travel Procedures Alignment Summary (PDF)
Transition to Corporate Travel Credit Cards with US Bank
To minimize out of pocket expenses for faculty and staff traveling on University business, approval was granted at the June 2018 Cabinet meeting to transition the University to a new corporate travel card program with US Bank. The University will discontinue the current Individual Liability Credit Card, and begin to transition cardholders to the new card platform in July 2019. For more details, please visit our US Bank Travel Card site.
Implementation of Automated Clearing House (ACH) for Accounts Payable
With the implementation of ACH payment processing, or direct deposit, the campus will be able to offer a convenient, reliable and safe payment option to vendors and employees. Payees will generally have their deposit posted to their account within three business days; and the risk of payments being lost in the mail, misplaced, or stolen is eliminated. This payment method will be available to the campus community for all employee related reimbursements in July 2019.