Please make sure to fill out the correct travel forms prior to your trip. If you need assistance in figuring out what forms to fill out, take a look at the Travel Matrix form or come in to the AERO office (41-134).
Travel Matrix: Look at this form to make sure you are turning in all of the necessary paperwork before you travel.
Travel Pre-Authorization Form (1A): The responsible party will fill out a Travel 1A form as a blanket request for the entire group which will be attached to the List of Participants form OR if there is no faculty or staff member accompanying the club, the individual(s) that anticipates incurring expenses for the trip should fill out this form. Note: This form should be filled out ten days prior to the scheduled trip.
List of Participants Form: Each student traveling fills out this form and attaches it with the Travel 1A form.
Authorization to Use Privately Owned Vehicles Form: To be filled out by each person driving a private vehicle on university business. Note: This form is required once every four years.
University Release Form: To be signed by each student who is going on the trip.
Volunteer Identification Form: The student who is driving on Cal Poly business is required to fill out this form. Note: This form is required only once every fiscal year (July 1 through June 30).
Request To Operate State Vehicle Form: The student who is driving on Cal Poly business is required to fill out this form. A copy of the student’s driver license is to accompany this form. Note: This form is required once every four years and must be re-signed each year to be renewed.
Travel 262 Form (Travel Claim): To be filled out within ten days upon return of the trip. Please attach original receipts to this form.
Pre-Trip Site Evaluation: To be filled out by the professor prior to a mandatory field trip.
Field Activity Form: Only done for class/academically-run field trips. Form can be found on the field trip procedure website. This is one extra form on top of the general release agreement forms.
Bus Charter: If your club will need to arrange for a bus charter, you will need to go through a Cal Poly approved company. For instructions on how to book a bus charter, please go here. If you have any further questions, please contact Kendra Bubert in the AERO office.