Domestic Student Travel
Travel must be discussed and approved by faculty two weeks prior to travel. Please read the following directions and initiate the BMED Travel Pre-Authorization Adobe Sign form.
International Student Travel
Students representing Cal Poly (paid by University funds or not) MUST register with the International Center to ensure proper duty of care and insurance is in place for the traveler.
Defensive Driver Safety Program (to be completed if you will be driving)
If you will be driving, either your personal vehicle or a rental, you must complete all steps of the Driver Safety Training before you travel. You are not authorized to drive until you have received notification of approval from Risk Management. Due to high request volume, please submit applications and supplemental documentation at least 30 days prior to travel.
Note: Students must complete Driver Safety Training each academic year.
1. Complete Volunteer Form
2. Complete Driver Program
3. Complete ROV Application
Travel Pre-Authorization (to be completed by all travelers)
You must receive pre-authorization to travel using Cal Poly funds.
Traveling to the same site several times during the academic year: complete the form once by indicating in the date fields: From= Sept-Current Year, To= July-Year
You must be 18 years or older to complete this process. If you are under the age of 18, contact the office for the correct paperwork.
Use your Cal Poly email to initiate the form. An agreement from Adobe Sign will be emailed to you. Open the document and complete all required fields.
Download and save a copy of the approved/signed form to submit with your Travel Claim.
Travel (all travelers)
Make travel arrangements once your pre-authorization is approved. Please check with faculty about your budget and funding source. There are different allowable expenses depending on the project you are working on. The below amounts are do not exceed amounts.
- Hotel: $275 maximum excluding taxes, itemized receipts required.
- Personal Vehicle: Complete Defensive Driver Safety Program steps above.
- Rental Vehicle: Complete Defensive Driver Safety Program steps above. Work with the BMED office to book a rental.
- Meals: Actual expenses up to $55/day. Each traveler should purchase their own meals. Meals are not reimbursed with travel less than 24 hours.
- Incidentals: $7/day
Travel Claim (to be completed if you will be seeking reimburement for travel expenses)
Within 10 days from the return of your trip complete and email the BMED office the following together:
Travel Claim Form 2023 (excel): Fill in student information and travel details on the form and email it to the office in the original excel format. The office will fill in fund and department information. It will then be routed back to student for signature.
Google Map: If you will be claiming mileage, download a copy of map showing your route and total miles.
Travel Pre-Authorization: Include your approved/signed Travel Pre-Authorization.
Receipts: Attach receipts for expenses $40 or more. Receipts must show final cost, itemized list of what was purchased, proof of payment, and date of purchase.
Proof of Payment: Bank statement showing charge for expenses $40 or more (personal information should be redacted).
More information can be found at University Travel.