Steps to Take After Your Trip

When the traveler returns from his/her trip, the following items must be prepared and submitted to the Provost’s office for review and approval:

  • Travel Expense Claim Form
  • Original memorandum to the Provost requesting International Travel
  • Original 1A with all required signatures
  • Required documentation – Conference agenda, itemized paid receipts, boarding passes, currency converters for receipts, printed per diem rates, copy of any pre-paid expenses related to the travel (direct pays), etc.

Completing the Travel Expense Claim Form

The following sections on the travel expense claim form must be filled out correctly, before the Provost will approve any expenses.

  • Top portion of form
    • Travelers name, position, residence address, bronco ID, department, and phone number, must be complete. 
    • Division of Bureau, indicate Cal Poly Pomona. 
    • Headquarters Address is 3801 W. Temple Ave. Pomona, CA 91768.  Index Number, leave blank.
  • (1) Month/Year

Indicate the month and year of travel.

  • (2) Date/Time

Enter the date and time of departure on the departure line.  Show time of departure on date of departure.  Show time of return on date of return.   If departure and return are on the same date, enter departure time above and return time on the same line below.

  • (3) Location

Indicate location(s) where the expense was incurred.

  • (4) Lodging

Indicate the room rate the traveler was charged, per night, including taxes. (Internet, room service and parking fees, should not be included in this amount)

    • Hotel folio/receipt with the payment method used must be included in travel packet. 
  • (5) Meals - Breakfast/Lunch and Dinner
    AND
    (6) Incidentals

Per diem rates for meals and incidentals for international travel should be calculated using the rates on the Defense Travel Management Office website. 

This website provides you with the maximum dollar amount you can claim for meals per day, http://www.defensetravel.dod.mil/site/perdiemCalc.cfm.  

Once you have your total daily amount, the U.S. Department of State website should be used to determine the amount you can claim for each meal, http://aoprals.state.gov/content.asp?content_id=114&menu_id=78.

NOTE:  Receipts for meals and incidentals do not need to be included in travel packet.

EXAMPLE: How to Calculate Per Diem and Incidentals 

Here is an example for travel to Toronto, Canada.  Using the Defense Travel Management Office website, http://www.defensetravel.dod.mil/site/perdiemCalc.cfm, the maximum daily per meal rate is $97 and the maximum local incidentals are $24 per day.  This totals $121 ($97 + $24).

Locality Seasons
(Beg-End)
Maximum
Lodging
Local Meals Proportional
Meals
Local
Incidental
Footnote Footnote
Rate
Maximum
Per
Diem
Effective
Date
Toronto 01/01-12/31 203 97 56 24 324 06/01/2015

Once you have your daily meal and incidental per diem rate (in this example, $119), go to the U.S. Department of State website, http://aoprals.state.gov/content.asp?content_id=114&menu_id=78 for the breakdown of the maximum dollar amount for each meal and incidental amount per day.

M & IE Rate Breakfast Lunch Dinner Incidentals
$121 $18 $30 $49 $24
  • (7) Transportation

 (A)  Cost of Transportation – Must indicate the total cost of the transportation purchased.

      • A printed copy of the electronic purchase with the payment method used, must be included in travel packet.
      • If using a third party, such as Expedia, Travelocity, etc., to purchase airfare, please provide a copy of your bank statement so the Provost’s office can verify the expense was paid for by the traveler.  (Please black out any personal information and unrelated charges before submitting your bank statement.)

(B)  Type Used – Indicate what method of transportation was used, i.e. air, personal vehicle, taxi.

(C) Carfare, Tolls, Parking – Traveler must include all receipts for transportation in the travel packet.  Payment method must be indicated for each receipt.  If the traveler used valet parking you will be reimbursed for the amount for self-parking and if self-parking was not available, provide supporting documentation and include this in travel packet.

(D) Private Car Use – Must indicate total miles traveled to and from destination.  The form will auto calculate the amount for you. 

    • Include a printout of how total miles were calculated, such as a printout from MapQuest or Google Maps.  

  • (8) Business Expense

Include the dollar amounts for expenses such as:

    • Internet fees 
    • Baggage fees
    • Conference or registration fees
    • Misc. expenses (i.e. printing cost for conference, business meal, etc.)
  • (9) Total Expenses for Day

This box is an auto calculated formula.

  • (10) Subtotals

This box is an auto calculated formula.

  • (11) Purpose of trip, remarks and details

Include the purpose of the trip, additional remarks about the travel and specific details about expenses, if needed in this area. 

  • (12) Normal Working Hours

Indicate traveler’s work schedule.

  • (13) Private Vehicle License Number

If traveler is claiming mileage for travel, the license plate number of the vehicle being used during travel must be included.

  • (14) Mileage Rate

The current mileage rate is 53.3 cents per mile.

  • (15) Claimant’s Signature

The traveler must sign the travel expense claim certifying that all expenses claimed are correct and proper documentation has been submitted to approving authority. 

  • (16) Signature of Officer Approving Travel and Payment

For faculty, the following signatures are required in the order listed below:

    1. HEERA manager
    2. Dean, if different than HEERA manager
    3. Provost & Vice President for Academic Affairs

For administrators who directly report to the Provost, the following signature is required:

    1. Provost & Vice President for Academic Affairs
  • (17) Special Expense Authorization

Not applicable.  Leave blank.

Once the Provost has reviewed the traveler’s expenses and insured that proper documents has been submitted, the Provost will approve the traveler’s claim.  Once signed, the Provost’s office staff will forward the travel claim to University Accounting Services for reimbursement.