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Embark on another learning adventure

Explore travel opportunities

The world is calling

The expertise and knowledge to put your mind at ease., when you join us, your job is to enjoy yourself. our experts are trained to make your trip as seamless and carefree as possible. whether it’s a key ready for you as soon as you walk into a hotel or a beginner lesson in the local dialect, we go the extra mile to make sure you have every need met along your journey., who is ahi.

Group exploring an Indonesian temple.

We've mastered the "must-see" destination.

Are you a travel insider yet.

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A look at our legacy.

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  • Current Students
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  • Faculty & Staff

Clubs & Organizations

Student life starts now..

Except for international travel and for travel with club sports, club members no longer need to submit travel paperwork for travel inside the U.S.

Travel Restrictions for Clubs

updated August 14, 2023

The California legislature passed Assembly Bill No. 1887 (AB 1887), which prohibits state agencies from requiring, funding, or sponsoring travel to certain states.

To clarify, AB 1887 does not apply to funds that are raised by students. Specifically, monies that are procured by the students through dues, charitable contributions, fundraising, or sales of goods or services are not subject to the limitations of AB 1887. Members of RSOs may use these funds to be reimbursed for expenses incurred traveling to or within states itemized in AB 1887.

However, members of RSOs may not be reimbursed for expenses incurred traveling to or within states itemized in AB 1887 from any State funding sources, including ASI Club Funding and ASI Club Sports Funding. As of the time of this writing, the state of California prohibits state-funded travel to the following states:

  • Mississippi
  • Missouri (effective August 28, 2023)
  • Nebraska (effective October 1, 2023)
  • North Carolina
  • North Dakota
  • South Carolina
  • South Dakota
  • West Virginia
  • Wyoming (effective July 14, 2023)

The travel restriction applies to employees, officers, or members of the California State University System, with limited exceptions. CSU Travel Policy 3601.01 has been amended to satisfy the new law and is available for review at https://afd.calpoly.edu/travel/policy/#restricted-travel

Transportation

  • California law restricts drivers for non-profits and certain other entities from the use of any vehicle that is built or designed to carry more than 10 passengers unless they have the appropriate Class B license.
  • Drivers of vehicles of that class have a great deal of additional liability for the safe operation and maintenance of the vehicle and safety for all passengers on board as well as several other responsibilities.
  • The use of any vehicle within that particular class of passenger vehicles will not be approved.
  • When clubs travel by chartered air, Air Travel Release forms must be completed.

Incidents during Travel

Should an incident or injury occur during travel, an Incident Report Form must be filled out and submitted to Cal Poly Clubs & Organizations within 48 hours of returning to campus. If a problem develops off-campus, call appropriate law enforcement or medical agencies in the area. If the personal safety of any club member, participant, or spectator is endangered, professional assistance should be requested immediately. All problems must be reported directly and promptly to the Office of the Dean of Students at 805-756-0327.

Travel Outside of the Country

For information on international travel, visit the Cal Poly International Center.

  • International Travel
  • Group Travel Request
  • Cal Poly Abroad - Before you go with students
  • Cal Poly Abroad - Know before you go

Related Content

Organizations.

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Cabo Spring Break 2024 LVIN logo

CAL POLY SLO

Join 188+ Cal Poly SLO students from March 24th-29th in Cabo San Lucas, Mexico for the Ultimate Spring Break Experience!

JUMP TO: TRIP INCLUDES > HOTELS >   DIPLO CONCERT >   ITINERARY >   ADD ONS >   FAQS

Cabo spring break, get ready for the best college trip of the year check out 2023's recap video below..

Dive in and watch our Cabo Spring Break 2023 trip recap video! Highlighted by performances from Gryffin, Lil Jon, Fisher, Whethan, and John Summit. From LVIN Day Parties at Mango Deck, partying for hours on a Booze Cruise, to Open Bar Night Parties at Squid Roe, Mandala, La Vaquita, and Senor Frogs.

Cabo Spring Break is a 4 or 5 Night Trip, starting at $849.

4 nights starting at $849

All of our trips include all of this and more!

YOUR TRIP INCLUDES

Artist performance.

On Tuesday, March 26th, experience Diplo Live!

4 OR 5 NIGHT STAY

5 days and 4 nights or 6 days and 5 nights at a partner hotel

ENTRANCE TO TOP CLUBS

Exclusive access to some of the top clubs in Cabo!

DAILY BREAKFAST

Wake up and enjoy daily breakfast before a day of partying.

OPEN BAR HOURS

Party & enjoy unlimited drinks at our Day & Night Open Bar parties.

DAY & NIGHT PARTIES

Access to day & night clubs, open bar opportunities, booze cruise upgrades and more!

ONSITE LVIN STAFF

LVIN staff can be found throughout the trip at any one of our hotels, venues, and events.

USA BASED SECURITY TEAM

We will have Security and Safety team members at all hotels and venues that are a part of the LVIN Itinerary.

THE HOTELS IN CABO

We're partnered with the best.

cal poly group travel

MARINA FIESTA

Marina Fiesta Hotel is 3 minutes walk from the beach. This Cabo San Lucas resort offers a central downtown, waterfront location and is walking distance to Medano Beach. It features a full-service spa, outdoor pool and spacious suites with private balcony.

cal poly group travel

Medano Hotel is a 6-minute walk from the beach. Located in Cabo San Lucas in the Baja California Sur Region, 2,300 feet from Marina Cabo San Lucas, Medano Hotel and Suites features an outdoor pool and fitness center. Medano Hotel and Suites features free WiFi throughout the property.

March 26th - Cabo San Lucas

Your entrance to this concert is included when traveling with lvin. see you and all the mustangs there.

Cabo Spring Break 2024 Diplo Concert LVIN

TRIP ITINERARY

Check out what's in store for your upcoming trip to cabo spring break 2024. a more detailed itinerary to be available at a later time..

Cabo Spring Break 2024 Sample Itinerary

Want more experiences? Take a look at our Add-Ons!

cal poly group travel

Round-Trip Transportation

Arrive in Cabo with a Concierge to Shuttle to take you directly to your Hotel.

When leaving, you’ll be picked up and taken to the Cabo Airport (SJD).

cal poly group travel

Booze Cruise

Enjoy a 2-hour Open Bar Booze Cruise around the Bay of Cabo San Lucas.

cal poly group travel

Travel Protection

Starting at $69

CFAR (Cancel for any Reason).

Coverage is up to 75% of the nonrefundable trip cost (subject to $10,000 maximum). For more information and terms, please click here .

Available at Step 3: Complete Booking a Hotel Package

Cabo Spring Break Jet Skis Excursion Add On LVIN

Get out and enjoy some of the fun excursion add-ons we offer, like Jet Skis, Private Yacht Rentals, ATVs, Stand Up Paddling, and Private Transportation.

Available in early 2024

STRESS FREE

14-day refund policy.

No explanation needed. If you have to cancel your trip within 14 days of booking your trip you are eligible for a full refund. Except, if you book within 60 days of your trip. Within 60 days you will NOT receive a refund.

Payment Plans

$20 Deposit secures your LVIN Trip. Pay the rest in equal monthly installments.

Up to 120 Days from your Trip

 You can transfer your trip to a friend or change your trip to any other LVIN trip, you will be charged any difference in trip prices.

Travel Protection Packages

Protect your travel package with one of our trip protection offers. Click here to learn more.

Group Travel Made Easy

Travel as a group and receive $100 Off! REGISTER YOUR GROUP >

Cabo Spring Break Hotels and Clubs Map LVIN

FREQUENTLY ASKED QUESTIONS

You've got questions about spring break in cabo, we've got answers, how old do you have to be to travel to cabo with lvin.

18 years of age

How do I select my roommates for Cabo Spring Break?

When booking your trip, you will be asked who you would like to room with. Your Ambassador is responsible for assigning rooms and is something that will be final 30 days before your trip departure date.

If I can't make it to Cabo anymore, can I get a refund?

If you have to cancel your trip within 14 days of booking your trip you are eligible for a full refund. Except, if you book within 60 days of your trip. Within 60 days you will NOT receive a refund.

After January 17th, 2024, because the trip is then within 60 days, a refund is not available. Please email [email protected] if you have any questions.

Do I need a passport to go to Cabo San Lucas?

Yes, to travel to Mexico you will need a passport.

What artist will we see in Cabo at the Live Performance?

Our Travelers will get to experience Diplo performing live on Tuesday, March 26th, 2024!

What are LVIN's Add-On options for Cabo Spring Break?

Trip Protection : Starting at $69 CFAR (cancel for any reason). Coverage is up to 75% of the nonrefundable trip cost (subject to $10,000 maximum). For more information and terms, please  click here .

Booze Cruise :  Click to view Booze Cruises.

Round-Trip Transportation :  Click to view Round-Trip Transportation.

How long will open bars be in Cabo during Spring Break?

Open Bars will begin at 8pm and go until 11pm, a total of 3 hours.

Is Cabo Safe? Will we have security?

Cabo is a safe destination to travel to. According to the US Travel Advisory website , there are currently no travel restrictions or warnings in Cabo. In addition, we will have LVIN Staff onsite for any healthy, safety & security needs.

If I cannot go to Cabo anymore, can I sell my trip to a friend?

Unfortunately, you can’t transfer a trip to a friend. However, if requested in time, we may be able to secure you credit for a future trip. For more information, please email us at [email protected].

Can I book my main trip/land package to Cabo San Lucas now and pay for my flight and other add-ons later?

Yes! To add experience to your trip (flights, etc) after booking a trip, please email us at [email protected] and we’ll be happy to help.

When is Spring Break for Cal Poly SLO?

Spring Break 2024 for Cal Poly SLO Students is Week 5, March 24th-29th.

cal poly group travel

Study Abroad

Expand your horizons.

Studying abroad is a great way to learn about the world and yourself while expanding your resume and career possibilities and experiencing new adventures. 

explore the World

Last year, more than 1300 Cal Poly students studied in Australia, Brazil, Italy, Spain, Thailand and other areas around the world. With more than 500 approved study abroad programs in 75 countries, there are opportunities that will fit almost everyone’s academic and personal preferences. In fact, 23 percent of Cal Poly students study abroad, one of the highest percentages in the CSU system.

Featured Programs

Landscape view of Machu Picchu

a variety of programs

There are a variety of study abroad programs available. Cal Poly Global Programs offers Cal Poly courses taught by our own faculty members. Cal Poly and CSU International Exchange and Partner Programs are more immersive and allow you to study at partner universities for up to one year.

There are also opportunities to participate in the National Student Exchange and study at partner universities across the United States and its territories.

Find a Study Abroad Program

Monk exploring Angkor Wat

Plan Your Travel

Study abroad programs range in length from weeklong spring break trips to yearlong immersive experiences, and many allow you to use financial aid to fund most or all of your travel. Most of the classes you take are able to fulfill major, minor and general education requirements and with careful planning, should not affect the time it takes you to graduate. Our International Center is here to help with your planning.

Cal Poly Study Abroad

View of the jungle in Costa Rica

International Center

Study abroad.

The International Center offers nearly 500 approved programs in over 75 different countries (including multi-country programs).

Approved program types include faculty-led Cal Poly Global Programs, bilateral Cal Poly International Exchanges, Cal Poly International Trips, systemwide exchanges through CSU International Programs, approved Partner Programs, and National Student Exchange. Students may also opt to study abroad independently on non-Cal Poly approved programs through our Non-Affiliated process.

FEATURED PROGRAMS

Cal Poly Study Abroad values inclusivity and diversity, and aims to give all students access to study abroad opportunities in a variety of traditional and non-traditional locations.

Saint Louis arch and skyline reflecting on the Mississippi river

International

Study Abroad is available for as little as one week and as long as one full academic year, and includes a multitude of quarter, semester, and summer options.

student typing on laptop

Study Away programs are offered throughout the United States and US territories through Cal Poly affiliated partners National Student Exchange (NSE) and Wildlands Studies . NSE is a consortium of nearly 200 colleges and universities in the United States, Canada, Guam, Puerto Rico and the U.S. Virgin Islands providing affordable domestic exchange opportunities. Wildlands Studies offers academic field programs throughout the US that provide opportunities to work with educators and field researchers in remarkable ecosystems, studying wildlife habitat, conservation initiatives, environmental impact assessment, environmental policy, geologic and climatic factors, and the relationship between culture and environment.

Learn more about domestic Study Away programs

Denmark

International internships offer you a unique experiential learning opportunity where you will explore an international work culture, gain professional experience, and develop valuable insights on potential career fields.

Learn more about internships

Fall 2022 – Summer 2023 Away Numbers

Total number of study away participants, affiliated (cea, usac, etc), international travel (internship for academic credit), cal poly global programs, national student exchange, non-affiliated, top majors abroad, participation by college, destinations, getting started.

Where do you want to Study Abroad?

Contact Information

(805) 756-1477

[email protected]

Building 52, Room E-32

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  • Faculty & Staff

College of Liberal Arts

Arts, humanities, communications and social sciences at the heart of cal poly, cla faculty & staff resources.

  • Fall Conference 2023
  • RPT Policies & Procedures
  • CLA Professional Travel Funding
  • Communications Guidelines
  • Curriculum Review
  • Quarterly Faculty Memo
  • Dean's Office Staff Directory
  • Technical Support
  • Advising Center
  • Faculty and Staff Awards 2023
  • Nominations
  • Past Recipients
  • Faculty Research

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For help with publicity and promotions, please fill out a CLA Communications form .

Calendar

College of Liberal Arts Professional Travel Funds Procedures and Policies 2023-24

For anticipated funding requests for travel that would occur in the 23/24 academic year (e.g., after july 1, 2023)., how to begin.

In order to be eligible for CLA Professional Travel Funding, faculty  must  complete the 23/24 travel  projection request   that helps in the planned assessment and distribution of available funds from the college. Requests may be submitted by any tenured/tenure-track or lecturer faculty.  Once submitted, faculty will receive an email with next step instructions and may move directly to initiate a Concur Travel Request. Please be aware, the Concur Travel Request is  required  for all Cal Poly Faculty and Staff prior to any travel or travel purchases.  

AY2023/24 CLA Travel Professional Travel Funding Projection Request

Available funding, in-person travel [≤$1,500].

Up to $1,500 in total funding for full-time faculty to participate in one (1) authorized trip (e.g., exhibits, plays, recitals, conference and/or workshop presentations, research).  Requested travel funding REQUIRES direct participation (e.g., a refereed art exhibit; participate in planned/organized research essential to your field/scholarship; to present a play, a musical, or a dance recital; to present a paper; chair a session; provide substantive comments on a session; participate in a roundtable; make a poster presentation; play some other official role at a meeting of a national, international, regional, state-recognized professional association. Funding is NOT available for merely attending a conference, exhibit, play, recital.

Please note:  travel funds cannot be used for membership fees for professional organizations, even if those fees also cover conference attendance.

Lecturer, FERP, and PRTB faculty are eligible for both funding options at a percentage of their annual time base for AY23/24. Additionally, departments may augment faculty travel from discretionary funds  only  and are encouraged to develop and apply their own policies for this additional support, consistent with college and university policies.

CONCUR PROCESS FOR ALL TRAVEL  •  the  BASICS

STEP #1 • BEFORE YOU PURCHASE ANYTHING —   Travelers need to initiate  Concur Travel Request   before   any purchases (e.g., airfare, lodging). We recommend 30 days prior to anticipated travel (60 days for international & 90 days for high-hazard travel).

NOTE:   ALL travel related to Cal Poly business, no matter the funding source, MUST go through the Concur request process. This includes individual and group travel. Failure to do so will result in faculty responsibility to pay for any incurred expenses and the denial of any personal reimbursements. More information can be found at  https://afd.calpoly.edu/travel/policy/ .

STEP #2 • AFTER CONCUR APPROVAL —   After request approval, travelers may proceed with travel purchases (either through their Concur Travel Card or with their personal card).

STEP #3 • AFTER COMPLETING YOUR TRAVEL —   After travel is complete, the traveler is responsible for submitting their expense report not more than 30 days after the expenses were paid or incurred, even if no reimbursement is due to traveler. More information can be found at  https://afd.calpoly.edu/travel/expense-report/ .

DOMESTIC TRAVEL PROCEDURES (POLY TRAVEL)

As of July 1, 2021, the process for all domestic and foreign travel for Cal Poly will officially switch to Poly Travel and the Concur Travel Card. 

Poly Travel is a managed travel program powered by Concur. It provides faculty and staff an easy way to efficiently arrange travel as well as complete and approve expense reports whether on the road or on campus. This program not only allows travelers to receive assistance while on the road but also simplifies the reimbursement process by reducing reconciliation burdens and improper payments with centrally billed procurement and travel cards. Poly Travel is made up of 4 major components:

  • The Concur Tool, an efficient web and mobile tool managing travel and expenses anytime and anywhere.
  • A Concur Travel Card which conveniently pays travel vendors directly and feeds charges right into the expense tool for ease of expensing travel charges.  Please note: the Concur Travel Card is the required method of payment for travel expenses.
  • Christopherson’s Business Travel, a new travel management company supporting both individual and group travel through Concur and/or phone.
  • Updated Travel Policy  guiding travelers and their managers through the process and compliance.

The Concur Travel Request is required for all Cal Poly Staff and Faculty travel. The Travel Pre-Authorization Form (1A form) cannot be used.  Overview training  for staff and faculty is  REQUIRED  prior to receiving a Concur Travel Card and  is a prerequisite to any further Poly Travel and Concur trainings . Overview training includes an overview of Concur, credit card training, travel management company information, and video training of setting your Profile Settings in Concur.

INTERNATIONAL TRAVEL PROCEDURES

Faculty and staff international travel conducted as Cal Poly business must go through Concur, meeting the minimum requirement of sixty (60) days prior to departure for standard international travel, and needs to follow the required steps:

Step 1:  The traveler will first need to complete the required forms for individual international travel:

  • FTIP – Foreign Travel Insurance
  • Release of Liability
  • FORM Export Compliance

Step 2:  The traveler will begin their Concur travel Request and  attach  the pdf forms (FTIP and Export Compliance) by clicking the “Attachment” tab. 

Step 3:  The traveler will complete the remainder of the international travel request in Concur and hit  submit  to begin the approval process. 

Please review the Guides and Video tutorials or contact  [email protected]  if you have questions pertaining to the Concur Travel Request process.

Please note:  there is no need to complete an international travel request or purchase Cal Poly foreign travel insurance for U.S. Territories such as Puerto Rico, Guam, Northern Mariana Islands, the U.S. Virgin Islands or American Samoa.  

Individual Travel Request Deadlines: Sixty (60) days in advance for ALL international travel. 

Please visit the Department of State website for country information on each of your destinations. Your travel request will need to include thorough safety and security measures that you will take while abroad. In addition, review the High Hazardous Countries List to find out if your destination is deemed high hazardous. Foreign travel insurance rates may be higher for high hazardous countries. It is recommended that travelers submit requests early to allow additional time for internal deadlines. This process requires some information gathering on your part—we encourage you to start early! 

Expenses related to international travel should not be incurred until you have completed the international travel request and received confirmation from Concur that your travel request has been approved.   

  • Concur Travel Request
  • Book Travel
  • Expense Reports and Reimbursements  (Domestic & International)
  • CSU Travel Policy
  • Cancelled Travel

CLA Dean’s Office Contacts

Josh Machamer, Associate Dean for Operations [email protected] • 805-756-5732

CLA Professional Travel Funds Melissa Bodin, Evaluations Process Analyst [email protected] • 805-756-2337

All other travel   (e.g., unfunded and other Cal Poly professional travel, students, speakers, candidates, relocation):  Joy Sisler, Finance and Budget Analyst [email protected] • 805-756-5755

Concur travel process     Stephanie Albright, Poly Travel/ Strategic Business Services [email protected] • 805-756-1717

Previous Years' Policies (for reference only)

Cla travel policy (2021-22), professional travel funds.

In anticipation of travel restrictions easing up for the coming 2021/2022 academic year, the college has set aside pre-2020/2021 funding for professional travel support at $1,500 and $500.

Instructions

In order to utilize the CLA Professional Travel Funds, you must first complete and submit the CLA Travel Pre-Authorization Form: AY2021/22 CLA Travel Pre-Authorization for Professional Travel Funds.

Requests for these funds may be submitted by any tenured/tenure-track/lecturer* faculty. You will receive an email approving/declining the request or a request for further information. If approved, you will then move to initiate the process in Concur. For planning purposes, all requests for any anticipated travel via CLA Professional Travel Funds for the entire fiscal year (June 15, 2021 through June 15, 2022) should be submitted no later than Friday, October 29, 2021.

Any travel that would be completed after June 15, 2022, should be submitted for and processed in the next fiscal year. Available Funding Options*

Option 1 – In-Person Travel [≤$1,500]

Up to $1,500 in total funding for full-time faculty to participate in one (1) authorized trip (e.g., exhibits, plays, recitals, conference, workshop presentations and/or archival research). Requested travel funding REQUIRES direct participation (e.g., a refereed art exhibit; to present a play, a musical, or a dance recital; to present a paper; chair a session; provide substantive comments on a session; participate in a roundtable; make a poster presentation; play some other official role at a meeting of a national, international, regional, state-recognized professional association; and/or archival research used to enhance the professional objectives related to your current assignment at Cal Poly). Funding is NOT available for merely attending an exhibit, play, recital.

Option 2 – Virtual Conference(s) [≤$500]

Up to $500 in total funding for full-time faculty for attending or presenting at up to three (3) virtual conferences. The funds are designated as travel funds and can be used for registration and other approved conference-related fees.

Please note: for both options, travel funds cannot be used for membership fees for professional organizations, even if those fees also cover conference attendance.

Lecturer, FERP, and PRTB faculty are eligible for both funding options at a percentage of their annual time base for AY21/22. Additionally, departments may augment faculty travel from discretionary funds only and are encouraged to develop and apply their own policies for this additional support, consistent with college and university policies. *Faculty may choose only one (1) of the presented options; options may not be combined together

CLA Travel Policy (2020-21 - Virtual Conferences for reference only)

  • The college has set aside $75,000 for professional travel support to attend or present at virtual conferences in 2020-21. Requests for travel are to be submitted for planning purposes in the fall (by Monday, November 16) for the entire fiscal year ( JUNE 15, 2020 through JUNE 15, 2021 ), and shall be part of the department’s travel projections for the year. Typically, travel that will be completed after JUNE 15, 2021, will be submitted for and processed in the next fiscal year. Requests for CLA-funded travel may be submitted for any tenured/tenure-track/lecturer faculty. Departments may augment faculty travel from discretionary funds only. Departments are allowed to develop and apply their own policies for this additional support, consistent with college and university policies.
  • Due to COVID-related travel restrictions (see https://afd.calpoly.edu/travel/ ), up to $500 for full-time faculty is available in the 2020-21 AY for attending or presenting at up to three (3) virtual conferences. The funds are designated as travel funds and can be used for registration and other approved conference-related fees. Travel funds cannot be used for membership fees for professional organizations, even if those fees also cover conference attendance.
  • Requesting travel: Complete the Virtual Conference Request Form and submit it to the department ASC at least 10 days in advance. Your ASC will route it through AdobeSign. Coordinate with your ASC about how the conference registration fee will be handled. In general there are three ways to pay for virtual conferences: reimbursement to the faculty member via a reimbursement form processed through the department ASC, direct charge to the department procard (coordinated with the department ASC), or use of the Concur travel card through the Concur process (only for those who already have a Concur travel card).
  • Essential travel: Currently, Cal Poly has suspended all non-essential international and domestic travel for all faculty, staff, students and its auxiliary organizations, including Cal Poly Corporation, Associated Students Inc. and Cal Poly Foundation through June 30, 2021. Authority has been given to the university president to approve exceptions to the travel suspension when there are compelling reasons that support the academic and co-curricular mission of the campus ("essential travel"). All travel must be approved prior to booking a trip or committing funds. Strategic Business Services (SBS) will not be ordering Concur travel cards for CLA faculty and staff until July 1, 2021 . However, for anyone requesting to go on essential travel this fiscal year (2020-21), up to $1,500 or funding for one authorized trip (whichever is less; see 2019-20 travel for general guidelines) is still available (NOTE: this is NOT in addition to the $500). All such travel, if approved, will need to go through the new Concur process. SBS can order a card and mail the card to the traveler. Stephanie Albright (CLA Poly Travel Program Analyst) in SBS will conduct the Concur training. Essential travel for new users of the Concur travel card and process, will need to be initiated at least 30 days prior to the employee's departure so SBS can order the card and mail it to the employee.
  • See https://afd.calpoly.edu/travel/ for any updates to university travel policy.

Dean's Office Contacts: 

  • CLA-funded faculty travel Melissa Bodin, CLA [email protected] 805-756-2337  
  • All other travel (e.g., unfunded and other professional travel, students, speakers, candidates, relocation):  Joy Sisler, CLA [email protected] 805-756-5755
  • Concur travel process   Stephanie Albright, Strategic Business Services [email protected] 805-756-1717

30 Days Prior to Travel Date (for foreign travel) or 10 Days Prior to Travel Date (for domestic travel)

NOTE: Failure to submit forms listed below by these deadlines may result in denial of travel request.  

Domestic (in-state) Travel

  • CLA Travel Pre-Authorization Form (XLS)
  • CLA Travel Pre-Authorization Addendum​ Form (XLS)
  • CLA  Computer Use Form  (if taking state-issued equipment on In-State, Domestic (U.S.) travel)
  • CLA Virtual Conference Request Form (XLS)

International Travel

  • CLA  Computer Use Form  (if taking state-issued equipment on International travel)
  • CLA Travel Budget Form
  • CLA Travel Itinerary Form 
  • Submit completed International Travel forms including signatures 

Within 10 Days of Return Travel Date

For travel after January 1, 2021

  • CLA Travel Expense Claim Form 2021 (XLS)  

Additional Travel Information

  • Corporation Travel
  • Authorization to Use Privately Owned Vehicles (PDF)
  • Foreign Travel 

Instructions for Completing Travel Forms

  • Download the form to your local computer desktop.
  • Fill out all information requested (including pull down options).
  • Print form, sign, date and obtain appropriate approval signatures.
  • Retain a copy for your files.
  • If traveling internationally, submit forms here .

Guiding Principles

Support for professional travel must be related to the faculty member’s assignment at the university and/or scholarly interests. There will be no priorities with respect to the categories of professional travel listed above. International, national, regional and state trips will be given equal weight.

Faculty who are on sabbatical (or difference-in-pay leaves) are eligible. Faculty who are on other professional leaves and who do not have access to other funds for professional travel provided by another institution or agency may also be eligible.

Lecturer, FERP and PRTB faculty are eligible for funding as a percentage of annual time base.

CLA Travel Policy (2019-20 - for reference only)

  • The college has set aside $150,000 for professional travel support in 2019-20. Requests for travel are to be submitted for planning purposes in the fall (by Thursday, October 31) for the entire fiscal year ( JUNE 15, 2019 through JUNE 15, 2020 ), and shall be part of the department’s travel projections for the year. Typically, travel that will be completed after JUNE 15, 2020, will be submitted for and processed in the next fiscal year. Requests for CLA-funded travel may be submitted for any tenured/tenure-track/lecturer faculty. Departments may augment faculty travel from discretionary funds only. Departments are allowed to develop and apply their own policies for this additional support, consistent with college and university policies.
  • Up to $1,500 or funding for  one  trip (whichever is less) is available in the 2019-20 AY for the following:
  • If travel funding is requested for direct participation at a conference/event that does not fit this definition, the faculty member must provide information about the significance of the conference/event, its sponsors, purpose, and the process by which participants were chosen as part of the application process. This information will be used to determine if travel funding will be awarded.  
  • Service to the Profession: Faculty may request travel funding to serve in an official capacity on a professional committee, as an officer in a professional organization, and/or on an editorial board of a journal. Other services will also be considered with appropriate documentation.
  • Research:  Faculty may request travel funding in order to conduct research. In this case, the supporting documentation must state the type of research proposed, discuss its methods, and explain both its significance and expected outcomes (scholarly presentation and/or publication, for example). A clear rationale for travel must be included, and a post-trip report must be submitted by the end of the quarter during which the travel took place.
  • CLA-funded faculty travel Melissa Bodin [email protected] 805-756-2337  
  • All other travel (e.g., unfunded and other professional travel, students, speakers, candidates, relocation):  Joy Sisler [email protected] 805-756-5755

Application Process for  ALL  Faculty Travel

Please note: all information must be typed onto the forms. All forms are available as preformatted, typeable Excel (XLS) files. Please always use the CLA forms, downloading them from the CLA website at the time of each trip. BECAUSE TRAVEL REIMBURSEMENTS CHANGE CONSTANTLY, DO NOT REUSE OLD FORMS .

  • Complete the CLA Travel Pre-Authorization Form (XLS) . All faculty MUST file a pre-authorization form for any professional travel, whether funded or unfunded. If a faculty member must be on leave from campus for reasons other than professional travel (e.g., sick leave, personal holiday, other), please see your department chair and administrative coordinator for proper procedures and forms.  PLEASE NOTE: Academic Year Faculty DO NOT have vacation/personal time for use during the academic term, except for the one (1) Personal Holiday. Personal travel or absences during the academic term may be subject to docked pay.   As state employees, travelers may be eligible for special rates on airfares and lodging. Please see  Fiscal Services’ complete travel guidelines  with this detailed information. IMPORTANT INFORMATION ON CAR RENTALS: Car rentals must be done through Enterprise Rent A Car, the university’s primary vendor. According to university policy, “In the event that the primary vendor is unable to provide service the secondary vendor must be used.” To book with National, call   Giselle's Travel.  Employees must use one of the commercial car rental companies currently under contract with the State of California when renting a vehicle for Official State business travel. The University will not pay for the rental of a vehicle from a company that does not have a contract with the State. Unlimited mileage, insurance and airport fees are included in the State contract rates. In the event that employees rent from a company that does not have a contract with the State, their department or agency may be legally responsible for all damages (bodily injury, death and property damage) sustained by others as well as property damage to the rental vehicle. In addition, please realize that that the State contract rates are guaranteed statewide, and that liability insurance (up to $500,000 per occurrence for bodily injury and property damage combined) is included in the rate. Non-State rates do not include insurance and Cal Poly will not reimburse you for adding insurance. Please also see Fiscal Services’ rental car guidelines.
  • Complete and attach the CLA Travel Pre-Authorization Addendum Form (XLS) ,  which documents class coverage and laptop computer use information. Acceptable arrangements for class coverage include having a guest lecture given by a colleague, having a film shown by a colleague or graduate student, having a test proctored by a colleague or eligible graduate student, or having students complete a relevant library or other extra assignment. Office staff and/or undergraduate students cannot be asked to provide class coverage. Graduate students eligible to proctor tests are those who have been trained to deal with possible cheating and plagiarism. Contacts are available through the Dean’s Office. Payment to graduate students for class coverage services is the responsibility of the department. Canceling class is not an option. Faculty should also be aware of procedures involving travel with state-issued laptops. Please indicate on the  CLA Travel Pre-Authorization Addendum Form (XLS)   whether you are taking your state-issued laptop with you (see Section C). For in-state and other domestic travel you should have a current CLA Computer Use Form filed with the CLA Dean’s Office (via CLA Techs) and carried with the laptop; no additional form is required. For international travel, you will need to complete an on-line  CLA Computer Use Form: International Travel for  each  international trip; however, it is highly recommended that you use a checkout laptop instead. Please refer to the CLA Computer Use Policies and Procedures for the types of information that  CANNOT  be on your computer when you travel and procedures to follow to help the information on your state-issued laptop remain secure and virus-free.  
  • Submit the completed and signed Travel Pre-Authorization Form (XLS) and the CLA Travel Pre-Authorization Addendum Form (XLS)  to the CLA Dean’s Office (not your department office)  at least 10 days in advance of travel in the U.S. and at least 30 days (45 days preferred) in advance of international travel.  The Travel Pre-Authorization Form and the CLA Travel Pre-Authorization Addendum MUST be submitted on time or the travel risks not being approved or funded.  
  • If  NOT Requesting CLA Funds , signatures of the traveler, the department chair, and the Dean’s Office will be required. State account information should not be included and the totals should be listed as zeroes, unless other state funds are being requested. Please have your administrative coordinator review the request for accuracy and completeness, including the dates and times of departure and return.
  • If  Requesting CLA Funds , the request must be signed by the traveler and approved by the department chair and the Dean’s Office. Please have your administrative coordinator review the request, especially the dates and times of departure and return and the account numbers. Account numbers and totals should be filled out.
  • A short statement indicating the intended professional objectives of the particular trip.
  • Supporting documentation, such as a confirmation of paper acceptance, with the form. The CLA Travel Pre-Authorization Addendum Form (XLS) also asks travelers to indicate other sources of support, if any, for the trip.
  • Within 10 days of your return, complete the CLA Travel Expense Form 262 (XLS) 2019  for travel prior to January 1, 2020 or the CLA Travel Expense Form 262 (XLS) 2020 for travel after January 1, 2020  for all professional travel, no matter what the funding source (state, discretionary, or a combination of the two). Please see your department coordinator for information on allowable expenses and reimbursement rates. The CLA Travel Expense Claim​ Form 262 (XLS)  must be completed and submitted  within 10 days of returning from the trip  or the traveler risks the loss of reimbursement. Do  not  include any personal address information on the forms or the receipts (this may mean thoroughly crossing out personal address information on airline, car rental, hotel and other receipts). Do not  attach boarding passes or Google maps. Please include original receipts for air, lodging, parking, and auto rental. Receipts must be affixed with tape (on edges only — not covering the text of the receipt), not staples, to the back of the expense form and/or on a separate 8.5” X 11” sheet of white paper, if necessary. Please see your department coordinator for special instructions involving foreign travel and reimbursement rates. NOTE: The completed form and attachments MUST be sent through your department coordinator so they can include the correct funding information, check the form for overall accuracy (including dates and times of departure and return and claims for meals), and obtain needed signatures prior submitting to the Dean’s Office. Forms will be sent back if any information is missing, left blank or incorrect, or if personal address information is included.  

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Office of Research & Sponsored Programs

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Travel is frequently necessary to complete the requirements of a project, whether you are claiming mileage to drive to a nearby town to collect data samples or are traveling across the country for a conference essential to your project. SPF wants to ensure you are reimbursed quickly and efficiently.

Process & Forms

Prior to travel ensure your project has the budget and the expected expenses are within the funder, SPF, and CSU guidelines. You can verify this by contacting your  Grant Analyst . While traveling be sure to save all receipts and supporting documentation, which you will need to request reimbursement.

SPF related travel expenses can be submitted through a DocuSign PowerForm located here .

Are you submitting the Travel Reimbursement on behalf of your PI or someone else? If yes,   use this version instead !

Once you begin signing, you will be prompted to attach the 'SPF Travel Expense Claim' along with receipts and supporting documentation for all expenses listed in your reimbursement. In the case of mileage, you'll also be asked to attach a ‘Google Map’ or equivalent demonstrating the number of miles claimed.

Please be sure to have all three items completed in advance and ready to upload BEFORE starting the DocuSign PowerForm.

Once completed, the packet will be automatically routed to Humboldt Accounts Payable for processing. If you have any questions while completing either of these forms, please reach out to your Post-Award Grant Analyst.

* Please Note - the signature fields have been removed from the SPF Travel Expense Claim (PDF). All approvals and certifications will be obtained through DocuSign when you upload this completed form at the time of submission.

SPF processing of travel reimbursements are parallel to  Cal Poly Humboldt’s travel policy  with minor exceptions:

  • SPF does not require pre-approval of travel (travel authorizations) due to the nature of grants and contracts, with the exception of International travel or travel to high hazard countries.
  • Reimbursements will be made for meal expenses for travel up to $75 per day + $7 per day of incidentals (including first & last day of travel). Per diem rates are as follows and receipts are not required for meal expenses: Breakfast - $20.00; Lunch - $25.00; Dinner - $30.00 

(* Please note – previous/lower per diem rates will continue to be accepted due to grant budget constraints as necessary)

Reimbursements can be made for mileage to secure field equipment and supplies for remote work/installations, as allowed by the funding agency. Overnight stay is not required to claim mileage reimbursement.

Overnight lodging expenses exceeding $275 per night (not including taxes and other related charges) need special approval from the SPF Executive Director. Please work with your Post-Award Grant Analyst to obtain approval in advance of traveling.  A traveler who attends an approved conference where the prearranged conference lodging rate exceeds the $275 per night limit may stay at the conference hotel without additional approval .

All other guidelines set forth in  Cal Poly Humboldt’s travel manual  will be followed.

If you travel with your personal vehicle, you must be reimbursed for mileage,  not fuel receipts . Effective 1/1/2024 the  mileage reimbursement  rate changed to $0.67 per mile.

Travel Advances

Please keep in mind, the following information, when obtaining a travel advance:

  • Are you submitting the Travel Advance Request on behalf of your PI or someone else? If yes,  use this version instead !
  • Travel advances should be cleared by the traveler within 60 days after their trip is completed.
  • If the traveler does not clear their travel advance within 120 days of the trip completion, the University is obligated under IRS regulations to consider the travel advance amount as income to the traveler.
  • As a result, the amount of unsubstantiated expenses and unrecovered advances will be reported through the payroll system as additional wages to the traveler no later than the first payroll period following the end of the 120-day period.
  • The income and applicable employment taxes on the additional wages will be withheld from the traveler’s regular earnings. No refund of such taxes or any adjustment to gross income will be made with respect to any substantiation or reimbursement received from the traveler after the 120-day period.

Group Travel 

Pre-approval for 'Group Travel Reimbursement'  must be obtained before you leave on your trip.  Typically, travelers would not be reimbursed for expenses paid on behalf of other persons, except in the case of co‐travelers who are sharing a room. Exceptions to this rule, such as supervised group trips, must be approved in advance. If you are requesting a Group Travel Exception, please reach out to your Grant Analyst to discuss the logistics and obtain the SPF Director's Approval. 

Group Leaders requesting group travel will need to include the following information with their request:

  • List of Names of all Travelers
  • Dates & Location of Travel
  • Confirmation that Group Leader is paying for all expenses (not partial)
  • Confirmation that Group Leader will actually be traveling with them

As Group Leader, you will be responsible for submitting a single travel reimbursement for all expenses associated with your group travel (meals, lodging, transportation, etc.) No other member of your group should be submitting any claims separately for this trip.

If approved , Group Leaders will be asked to utilize our ‘ SPF AP Drop in hours ’ to complete/submit your group travel paperwork when you return. Since Group Travel Claims are a little more complicated/processes rapidly evolve, they do have a higher tendency to be rejected during AP processing for errors/missing information.

By leveraging our SPF Drop-In hours, we can make sure everything gets submitted correctly. Our Front Office holds these everyday M-F from 2:00-3:00pm via zoom . Or if that time doesn’t work, you can schedule an appointment with them by emailing [email protected]

Enterprise Rent-a-Car

SPF projects are now eligible to receive state discounts at  Enterprise Rent-A-Car . In addition to discounted pricing, an advantage of booking a rental car through Enterprise using the CSU account is that the CSU’s insurance will cover you so long as you do not take the vehicle off paved roads. 

Click Here for instructions and rates  regarding booking a rental car through Enterprise. Please contact your appropriate Grant Analyst to obtain SPF's Enterprise Account Number.

Tips & Tricks

Coming soon...

International Travel

When Do I Need to Purchase Travel Insurance?

If your grant will be funding international travel, you are  required by the Chancellor’s Office  to purchase travel insurance for all of your travelers prior to your trip.

CSURMA offers coverage to SPF travelers through their Foreign Travel Insurance Program. Our office will work directly with our insurance provider to obtain information regarding your options for liability and accident insurance.

Before you travel, review the  high hazard list  and the  U.S. Department of State website to determine if the country you intend to travel has a travel warning restriction. (Lists are subject to change at any time.)

Approval from the Chancellor's office is required for travel to both high hazard and travel warning countries. The Chancellor's office requests that all travel authorizations which need approval be received in their office at least 30 days in advance of travel. Please factor in the additional time for obtaining Humboldt approvals and the Chancellor's approval when submitting your Request for International Travel form. Requests received in the Chancellor's office with five business days or less from the date of travel will  not  be considered.

You should contact your Grant Analyst no later than  30 days  prior to your trip to make sure you and your staff are covered.

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Office of Research & Sponsored Programs 1 Harpst St. Arcata, CA 95521 Phone: (707) 826-4189 [email protected]

Welcome to CPP University Travel

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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 Reimbursement Procedures - Effective September 14, 2023 (PDF)

Announcements

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:

CSU Travel Ban Memo - July 17, 2023 (PDF)

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.

CPP Travel Checklist (PDF)

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:

CSU Mileage Reimbursement Rate for 2022 (PDF)

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:

CSU Mileage Reimbursement Rate for 2021 (PDF)

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:

CSU Mileage Reimbursement Rate for 2020 (PDF)

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.

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CENG Connection

Today’s news, tomorrow’s impact, apply for student travel funding.

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  • March 5, 2024
  • Internal News , Student Opportunities , Student Travel Awards

Students can now apply for a second round of student travel awards.

The application is due Tuesday, March 26, and we anticipate that award decisions will made by Tuesday, April 2. Approximately $40,000 in funds has been raised to support this effort, and individual student awards will be up to $1500.

Students must be nominated by a sponsoring faculty member   who submits the application.

Students must indicate all funding sources explored including club/IRA funds and departmental funding. Student travel associated with clubs and IRAs should first be accommodated within the club/IRA budget. Only travel which exceeds those budgets will be considered with a clear explanation of why this travel should be supported above and beyond the normal budget. Teams wishing to travel together should submit one form with all names.

Priority will be given to (in order):

• Students who are co-authors on a faculty research paper and who will give a presentation at a technical conference (including engineering/CS education conferences).

• Students who are co-authors on a faculty research paper and who will present a poster at a technical conference (including engineering/CS education conferences).

• Student researchers and/or club/IRA/senior capstone students competing in an international/national level competition.

• Student attendance at a professional organization national conference

• Student attendance at a research conference

• Other types of student travel

The funding application is below as a PDF. Please submit all applications to Laurie Hartwell at  [email protected]  by 5 p.m. on Tuesday, March 26.

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Poly Travel Reminders

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Cal Poly Administration and Finance

Sep 14, 2021

Poly Travel Reminders Graphic

As the campus community comes back from summer break, the university wants to remind Cal Poly staff of the new university travel guidelines. These guidelines have changed since last academic year but are necessary to ensure that the campus population stays safe and healthy when the fall rolls around. To get you back in the groove for all things travel, please see below.

  • Cal Poly has lifted the suspension of non-essential international and domestic travel for all faculty, staff, students . This means that staff and faculty are now able to continue their business and educational trips.
  • Cal Poly will be following the latest travel guidance from the Center for Disease Controls and Prevention (CDC). This means that faculty, staff and approving officials should review each travel destination and consider the health and safety of the traveler before departing.
  • Plan before you go. Please assess your own health and identify the current State Travel Restrictions and local health clinics of your destination before making travel plans.
  • All international travel and study abroad requests must be reviewed by the  International Center .  For now, students must follow the traditional paper process with international travel. If you’ve got any comments, questions or concerns please direct them to the experts! Remember that high-hazard locations will also need approval from the provost.
  • Cal Poly has implemented Concur Travel and Expense as our new travel management system. Concur is a comprehensive web-based tool that integrates travel requests, travel reservations and expense reporting, including an automated approval workflow process all in one system. To access Concur, log into your Campus Portal under applications. Within the comments section of the Concur Request please enter your attestation of vaccination and book all travel with the Travel Concur Card if possible.
  • After traveling, talk with your supervisor and follow Cal Poly departmental guidelines for health and safety to return to the office. This includes unvaccinated travelers getting a test 3-5 days after travel and reducing nonessential activities for seven days, even if your test is negative.

This information is specific to travel impacted by coronavirus (COVID-19). As the situation remains very dynamic, please keep continue to keep up to date with all Cal Poly travel guidelines. Additionally, always remember to wear your mask to protect your community! The university looks forward to having a healthy fall.​

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San Luis Obispo Tribune

DA charges Pro-Palestine protesters after clash with police outside Cal Poly career fair

M ar. 5—On Monday, the San Luis Obispo County District Attorney's Office formally charged nine Pro-Palestine protesters who were arrested after a clash with police outside of Cal Poly's winter career fair in January.

The eight arrested on Jan. 23 were among a group of about 20 protesters who attempted to break into the Recreation Center to protest defense contractors with connections to the Israeli military. The university was aware of the protest prior and had stationed officers outside the career fair to prevent the protesters from entering, according to university spokesperson Matt Lazier.

Protesters Daria Birkholz, 23; Alejandro Bupara, 29; Raleigh Delk, 26; Sarah Heath, 30; Marcus Hicks, 26; Ollie Lamkin, 20; Elyzajaenine Santos, 23; and Timothy Jouet, 56, face misdemeanor charges of battery of a peace officer, according to the complaint filed Monday.

Additionally, Lamkin was charged with a misdemeanor of resisting, obstructing or delaying a peace officer, the complaint said.

Shanae Martinez, 38, was also included in the complaint accused of misdemeanor charges of battery of a peace officer.

Martinez and Santos will be arraigned at the San Luis Obispo Superior Court on March 20 at 8:30 a.m.

The other seven protesters were arraigned on Tuesday morning and pleaded not guilty to their charges. They have a pre-trial conference scheduled for March 19 at 8:30 a.m. in Department 5 at the San Luis Obispo Superior Court.

What happened at the Cal Poly protest?

About 20 people participated in the protest on Jan. 23, marching through campus to the Rec Center to protest weapons manufacturing companies such as General Atomics and Lockheed Martin recruiting students at the university's Winter Career Fair.

The demonstration turned violent when the university said protesters tried to use barricades to break into the building.

However, Birkholz told The Tribune in January that officers were aggressive long before they made arrests, shoving demonstrators while ordering them to leave the area.

Videos provided to The Tribune show several protesters carrying large wooden signs shaped like riot shields pulling on the barricades as police pushed them back, before other officers run up to assist.

The videos then show an officer throwing Lamkin to the ground, tackling him and hitting him multiple times. Lamkin was among three of the eight protesters who are Cal Poly students.

The San Luis Obispo Police Department said in a news release Jan. 23 that one of its officers "was forced to protect himself when a protester attempted to take one of his weapons." The officer responded with a hand strike "to retain his weapon," the department said. The department said it would review the incident to see if policies were followed.

Cal Poly art and design professor Elizabeth Folk witnessed the incident and said the protester did not try to take a weapon from the police officer.

"I have had this student in my class, and he is a sweet, intelligent, curious individual. It was really hard to watch how things played out yesterday," she wrote in a statement to the Tribune in January.

The eight were taken into custody and released within 24 hours of their initial arrests on bail amounts ranging from $5,000 to $50,000.

Protesters face multiple misdemeanor charges

The protesters face various misdemeanor charges, according to the complaint, all but one of which were for battery of a police officer.

Bupara, Delk, Hicks were charged with four counts of misdemeanor battery of a peace officer.

Birkholz, Heath and Jouet were charged with three counts, Santos was charged with two and Martinez with one.

Lamkin was charged with four counts of misdemeanor battery of a peace officer and one count of misdemeanor resisting, obstructing or delaying a peace officer.

Peace officers listed in the complaint included Arthur Vasquez, Chad Reiley, George Hughes, Juan Castro, Bryce Gingery, Nester Lopez, David Henricksen and Zachary Browne.

This story was originally published March 5, 2024, 5:28 PM.

CORRECTION: A previous version of this story incorrectly stated how the protesters pleaded to the charges. Birkholz, Bupara, Delk, Heath, Hicks, Lamkin and Jouet pleaded not guilty to their charges.

Corrected Mar 5, 2024

(c)2024 The Tribune (San Luis Obispo, Calif.) Distributed by Tribune Content Agency, LLC.

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Cal Poly Chemistry Professor receives 2024 Cottrell Scholar Award

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SAN LUIS OBISPO, Calif. – An Assistant Professor of Chemistry at Cal Poly joined a group of 19 faculty members from the United States and Canada to receive the 2024 Cottrell Scholar Award on Friday.

Professor Leslie Hamachi was selected as one of the early-career teacher-scholars to receive the $120,000 grant to advance research and education-centered initiatives that will be distributed over a three-year period.

“These awardees stand out not just for their excellence in teaching and research but for their potential,” explained Daniel Linzer, President and CEO of the Research Corporation for Scientific Advancement , which manages the Cottrell Award. “The advancement of both science and society depend on the fresh ideas and the dedication to student learning that we see in Cottrell Scholars, including the class of 2024.”

Professor Hamachi teaches in the Chemistry and Biochemistry Department and also works with Cal Poly students on research projects supported by the Frost Fund through the Bailey College of Science and Mathematics.

Currently, Professor Hamachi leads a team of undergraduates at the Learn by Doing Lab to develop polymer and macromolecule-focused activities with an emphasis on polymer recycling and sustainability.

Polymers are large molecules, or macromolecules, made by chemically linking the building blocks of bonded atoms.

Students from K through 12 schools visit Cal Poly's Learn by Doing Lab to see real-world demonstrations and activities of the research conducted on campus.

“This is quite an honor, and I’m really excited to implement these learning concepts and help grow knowledge in polymer-based education,” Professor Hamachi said. “Cal Poly undergrads will have a very large impact with guided educational objectives. We’ll be able to share fundamental scientific knowledge through outreach that will be new to Cal Poly and local students.”

Professor Hamachi is also developing a new course, Foundations of Macromolecular Chemistry, that is part of curriculum changes at Cal Poly mandated by a 2021 directive from the California State University Office of the Chancellor.

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