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 who report directly to the Provost and VP for Academic Affairs (any dollar amount).
• Faculty/staff whose travel exceeds an estimated expense of $3,000 or more (to be reviewed and approved by Lisa Rotunni, Executive Director, Academic Resources).
• Faculty/staff who are 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.

PRIOR TO TRAVEL

1. Prepare a Domestic Travel Request Memo to the Provost (see SAMPLE memo).
2. Make sure the memo is signed by the appropriate parties, e.g., dean, AVP, etc.
3. Email the Travel Request Memo and supporting documentation in a single PDF file to provosts_docs@cpp.edu.
4. After the approved memo has been returned to you, submit a Travel Request in Concur and include the memo 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 additional information on domestic state travel:

• Travel and Business Expense Reimbursements
• CPP Travel Checklist
• Concur
• 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 provosts_docs@cpp.edu.