Safer Return at Cal Poly Pomona

Travel Restrictions

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.  Vice President approval for essential in-person travel will be requested outside of Concur, using the Pre-Approval for Travel Form, if additional justification is needed a memo should be attached to the Pre-Approval for Travel Form, during the period of modified travel restrictions due to COVID-19.  The Pre-Approval for Travel Form is required for all state side faculty and staff requesting essential in-person travel funded by state side and auxiliary organization funding sources, prior to booking travel arrangements and departure.

Travel requests should be approved on a limited basis and should support the academic and co-curricular mission of the campus. Requests for travel, effective June 1, 2021, should follow these steps:

  1. The traveler should contact their immediate supervisor (HEERA manager) to determine if the travel is essential and will be supported for submission and approval.
  2. If the travel is deemed essential by the employee’s supervisor, the Pre-Approval for Travel Form (and other documentation requested by the supervisor) should be submitted by the employee to the immediate supervisor.
  3. The immediate supervisor will then route the Pre-Approval for Travel Form to the College Dean or Executive Director/Associate Vice President for approval. The College Dean or Executive Director/Associate Vice President will review and, if approving, forward to the applicable division Vice President for review and approval.
  4. Once approved by the division Vice President, the Pre-Approval for Travel Form (and any additional documents) will be returned to the traveler.
  5. Once written approval is received from the divisional Vice President, the traveler can then proceed to submit their Travel Request in Concur using the established campus process. A copy of the approved Pre-Approval for Travel Form (and any additional documents) should be attached to the Travel Request and Expense Report in Concur for audit purposes.

Travel Requests Prior to June 1, 2021

Requests for travel submitted before the June 1, 2021 travel modification effective date must continue to follow the guidelines established under the travel suspension, by obtaining exception approval from the University President for in-person travel.  To request an exception, the following steps should be followed:

    1. The traveler should contact their immediate supervisor to determine if the travel is essential and will be approved.
    2. If the travel is deemed essential by the employee’s supervisor, a memo request should be routed to the travelers College Dean or Executive Director/Associate Vice President for approval and then forwarded to the applicable division Vice President for approval.  The memo should outline the travel details, including estimated cost and also the review of state/county/city health guidelines for the destination, certifying adherence to the guidelines.
    3. Once approved by the division Vice President, the memo will be routed to the President’s Office for review.
    4. Once written approval to travel is received from the President, the traveler can then proceed to submit their Travel Request in Concur using the established campus process. A copy of the travel approval from the President should be attached to the Travel Request and Expense Report in Concur for audit purposes.

Visit the Travel website for more information.  If you have questions about state-side travel, please contact University Accounting Services at travel@cpp.edu.