cal poly travel policy

International Center

Health and safety updates.

Last Updated 5/2024 – All students, staff and faculty should review the information below before traveling abroad.

Study Abroad Programs & International Trips

We continue to monitor emerging health and safety considerations worldwide and work closely with our international partners and campus experts to facilitate our programs and ensure the availability of health and safety resources for students preparing to or currently traveling abroad.

Programs in countries with U.S. Department of State Travel Advisory levels of 1 and 2 are approved to run. Programs in countries listed with level 3 Travel Advisories will be reviewed for health and safety considerations and must receive pre-approval, which is sought by the International Center. Programs in countries with level 4 travel advisories are not approved to run. Participation in all programs is contingent upon students meeting pre-departure requirements.

Some programs may be suspended or postponed due to country-specific regulations, risk factors, and/or low enrollment. Check specific programs on  Cal Poly Abroad  for further information.

Students must continue to be in compliance with Cal Poly policy regarding vaccinations, including against COVID-19 . Each student must understand the vaccination and booster policies for the country to which they are traveling, including the regional government, program, institution or other entity. These may require students to be vaccinated/boosted. Please consult the Centers for Disease Control and Prevention for recommendations.

Trip cancellation insurance (including CFAR—cancel for any reason insurance) and refundable tickets are recommended.

Travelers for all programs should monitor global health and safety situations using the U.S. Department of State  and other resources, such as the Centers for Disease Control and Prevention  and the World Health Organization .

Students should also review information available through Campus Health & Wellbeing including the travel clinic: https://chw.calpoly.edu/health/specialty_clinics

Virtual Internship & International Study Opportunities

Students continue to have the option of exploring alternate and inclusive opportunities for study and interning abroad, including Virtual Study Abroad programs and Virtual International Internships.

The International Center offers consultations and resources for faculty interested in integrating Virtual Exchange into their classes. Visit  Virtual Exchange Resources  for more information. 

Faculty/Staff Traveling with Students

Faculty/staff international travel that includes students will continue to be vetted by the International Center. Visit the  International Travel  section of our website for further information.

Faculty/Staff Traveling without Students

All faculty/staff travel without students is administered through  Concur/PolyTravel  (the Strategic Business Services department).

Employees who work solely with Cal Poly Partners should read the travel policy information found on the Cal Poly Partners HR webpages.

Office Hours

• International Center Hours
• Virtual Office Hours via Zoom .
• Ongoing virtual support Monday – Friday (9 a.m. – 4:30 p.m. PT): [email protected]
• International Students and Scholars should contact [email protected] .
• Study Abroad inquiries should be sent to [email protected] or to specific study abroad advisors/coordinators. During the academic year, students can also stop by our Peer Advising Drop-In Hours, which are listed on the  Study Abroad Advising section of our website.

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College of Liberal Arts

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College of Liberal Arts Professional Travel Funds Procedures and Policies

Ay24/25 travel.

For anticipated funding requests for travel that would occur in the 24/25 academic year (e.g., after July 1, 2024).

HOW TO BEGIN

In order to be eligible for CLA Professional Travel Funding, faculty must complete the appropriate travel projection request (see links below) 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. 

AY2024/25 CLA Travel Professional Travel Funding Projection Request

AY24/25 - For planning purposes, all projection requests for any anticipated travel via CLA Professional Travel Funds for the entire fiscal year (June 14, 2024 through June 13, 2025) should be submitted no later than Friday, October 25, 2024. Any travel that would be completed after June 15, 2024, should be submitted for and processed in the next fiscal year.

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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Biological Sciences Department

Bailey college of science and mathematics.

Faculty and staff   travel must be processed via Concur. 

Biological Science students and volunteers must follow the steps below if they plan to travel on university business. This includes traveling to conferences, participating in field research, or leading field trips. The approval process for travel should start at least 30 days in advance .

STEP 1 - Understand Travel Policies

If you aren't familiar with the department and university travel policies schedule a meeting with the Bio Dept Budget Analyst, Katie Doctor. Zoom meetings can be scheduled using Calendly  or email [email protected] to schedule an in-person appointment.

STEP 2 - Conference Travel Funding (students ONLY)

Disregard this step if your travel is for field research.

If requesting funding from Biological Sciences for Conference Travel you must complete a Funding Request for Conference Attendance and Travel . Students may request funding for one (1) conference trip while a Cal Poly undergrad (or grad student). Presenting at the conference is preferred. Travel must be completed within 1 quarter after graduation (summer is considered a quarter). A response to your funding request will be sent via email. Allowable expenses include the following.

• Lodging - Book moderate-priced lodging. When students travel together, rooms are expected to be shared when appropriate. Airbnb/VRBO may be booked. 
• Airfare - Seat upgrades are not reimbursable and baggage fees are only covered if traveling with required supplies/equipment
• Rental cars must be booked through Cal Poly and with an approved vendor
• Fuel can be reimbursed if driving a state or rental vehicle
• Mileage can be paid if driving a personal vehicle
• Uber/Lyft/Car Service can be reimbursed
• Meals are not reimbursable using department funds. If secondary funding is available, it can cover per diem meal expenses. The pier rates are $44.25 on the first and last day of travel and $59 on all other days. Meals are not reimbursable for any trip that is less than 24 hours.
• Conference Registration 
• Poster printing expenses can be reimbursed for those presenting at a conference

STEP 3 (students and volunteers) - Driver Safety, if applicable

If your travel will include driving a state or privately-owned vehicle you must be an Approved Driver. The Driver Safety Program must be completed, and approval documentation must be uploaded before a Travel Information Form can be submitted.

If you have not received an approval to driver letter from Risk Management visit the  Driver Safety website  and review the required steps. When you initiate the driver safety approval process and get to STEP TWO enter [email protected] in the Driver’s Supervisor field and [email protected] in the Department Admin field. The  Detailed Instructions for Students, Volunteers, and CPC Employees  may be helpful when completing the Driver Safety Program.

STEP 4 (students and volunteers) - Pre-Authorization

Complete a  Travel Information Form  for conference travel, field research, and field trip support. The information submitted will be used to determine which University's required forms are required. This includes driver safety, volunteer, release, and pre-authorization forms.

If traveling internationally your travel approval must be processed through the International Center. Complete a Travel Information Form   AND visit the International Center's web page.

STEP 5 (students and volunteers) - Reimbursement

After travel is complete a Travel Reimbursement Request Form should be submitted within 30 days of your return. Travel must have been pre-approved.

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The CSU has a new policy on freedom of expression.  Learn more.

Travel Policy

This policy articulates the California State University's (CSU) requirements related to official University business travel to assure that funds allocated towards travel are appropriately used, property authorized, supported by a documented business purpose, substantiated by applicable receipts, correctly processed for payment, and in compliance with all applicable regulations.

CSU Travel Policy

Mileage rates.

Effective January 1, 2024: 67 cents/mile

Effective January 1, 2023: 65.5 cents/mile

Effective July 1, 2022 - December 31, 2022: 62.5 cents/mile

Effective January 1, 2022 - June 30, 2022: 58.5 cents/mile

Humboldt Exceptions to the CSU Travel Policy

• Pre-Approval (travel authorization) is still required on all University travel.
• Pre-approval (travel authorization) is required on all University travel with the exception of local mileage using a Zipcar.
• Use of State Travel Card for the Concur Travel & Expense program. Exception to ICSUAM 5250.00 | Procurement Cards, click here .  
• Any other exception to the CSU Travel Policy must be requested and approved using this Travel Exception Request Form .

Travel Policy Violations

Unauthorized transactions on the travel card may be deemed a violation. Continual violation of any part of the policy shall result in the revocation of travel card privileges, and card cancellation. Untimely substantiation of expenses will result in the following:

• Monthly Reporting to Executives (VPs, Deans, COS).
• Warning at 30 days that the card will be shut off if travel expenditures have not been substantiated by the 60th day.
• Future travel will be suspended, and card shut off until past travel is within policy.

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.

Domestic & International

Study Abroad is available in varying lengths, and a wide variety of destinations, with programs offered internationally as well as throughout the United States and US territories.

First Year GO (Global Opportunities)

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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.

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.

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

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Travel is Back June 1!

Cal Poly Administration and Finance

May 14, 2021

The return to travel is one of the many things the Cal Poly community is looking forward to. With the CSU travel restrictions being officially lifted on June 1, here is what you need to know in order to travel safely while following the guidelines.

To keep the university safe and healthy, the CSU system ordered a travel ban just about a year ago. With the COVID-19 vaccine becoming more widespread and Cal Poly’s plans to bring more students back on campus in the fall, the CSU Business and Finance office announced that those previous travel restrictions will also be lifted. This means that faculty, staff and students can start planning trips with a travel date of June 1 or later. All travelers need to get approval of their trip before they start the planning process.

Keep in mind that as travel opens back up for the CSU system there are a few key differences in requirements between domestic and international travel. For domestic travel, faculty and staff travelers must use Poly Travel using Concur. This online tool integrates travel requests, travel reservations and expense reporting through an automated approval workflow process system. You can access Poly Travel by logging into your Campus Portal, going to “Applications” and selecting Concur Travel. On the other hand, students and group travelers must follow the paper process for domestic travel.

For international travel, faculty and staff individual travelers also have to go through Concur and have their trips scheduled through Poly Travel . Student and group travel must start with International Center and use the paper process. All international travel requests will go through the International Center and will consider CDC warning level and U.S. State Department's Travel Advisory status. If the destination is considered “High Hazard” approval by the Provost will be needed.

Both domestic and international travel will require a signed "Traveler's Acknowledgment of Risk Guidance" that must be submitted with the request. This form is designed to acknowledge the risk of exposure to COVID-19 and references CDC guidance so that Cal Poly travelers are aware of their circumstance before departure.

Keep an eye out for a list of approved international travel destinations that will be released from The Chancellor’s Office in June. Safe travels mustangs!

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Cal Poly Humboldt Policies

Search form, student club and student organization travel policy, applies to:, applies to: .

This policy applies to Faculty, Staff, Volunteers, and Students who function as a Club or student organization advisors, students, and volunteers

Purpose of the Policy:

To manage institutional risk in support of student safety. To promote quality and operational efficiency, and reduce redundancy between Business Services and Student Affairs regarding pre-authorization requirements for student club and organization travel. This policy does not apply to sports clubs that fall under the Recreational Sports Department’s Sports Club Handbook.

Definitions

Authorized Travelers: Club members, advisors, or volunteers who have completed the required steps that have been processed through the Clubs & Activities Office. Such steps include, but are not limited to: being on the travel roster; completing the pre-travel release of liability; submitting driver information, if needed. Once completed, travelers are notified that they are “authorized travelers”.

Club Travel: What a reasonable person would define as anytime a club or student organization is traveling as a group with a common purpose aligned with the mission of the student organization, regardless of how the expenses will be reimbursed.

Reasonable Person: A hypothetical person in society who exercises average care, skill, and judgement in conduct and who serves as a comparative standard for determining liability

Student Club and/or Student Organization: Student Clubs or Student Organizations that have gone through the yearly recognition process through the Clubs & Activities office and have been approved to function as an HSU recognized organization.

Sports Clubs: Student Clubs or Organizations that are under the supervision and oversight of the Division of Intercollegiate Athletics and Recreational Sports. Sports Clubs are physical in nature and each student club member is required to pay for secondary insurance.

Policy Details:

Implementing this Policy:

• This policy is similar to the CSU Travel Policy G-001 but with increased requirements to mitigate risk for student clubs and organizations
• This policy is similar to that of the Sports Club Handbook as mandated by the CSU Sports Club Guide August 2016 but with decreased requirements
• Travel authorization will be processed through the Clubs & Activities office instead of Concur to promote quality and operational efficiency for student clubs and organizations.

  When a Request for Authorization to Travel Must Be Submitted:

 “Authorization to Travel” requests must be submitted in advance, meeting the deadlines set by the Clubs & Activities Office, anytime a club or student organization is traveling as a group with a common purpose which aligns with the mission of that student organization. The “Authorization to Travel” form is required when “club travel” involves:

• Traveling outside of Humboldt County
• Any time travel involves an overnight stay
• Conference / Registration Fees
• Lodging Fees
• Fuel Costs (Only approved drivers may be reimbursed for fuel)

Required Steps for University Sanctioned Travel

For Travel to be Sanctioned by the University, Clubs Must Follow These Steps:

• Submit an “Authorization to Travel” Request
• Each traveler must complete a “Pre-Travel Release of Liability”
• All drivers must have a valid CA Driver’s License, and complete the following steps:

If driving a personal vehicle, drivers must bring the following to the Clubs & Activities office:

▪       Valid Driver’s License

▪       Proof of Current Insurance

▪       Driver Authorization Form

▪       “Authorization to Use Privately Owned Vehicles” (STD261) if driving personal vehicle

If driving Enterprise Rental Vehicle, drivers must bring the following to the Clubs & Activities office:

▪       Please note: Enterprise is the only approved rental car company for club travel due to insurance requirements.

• Driving Record Report via Accurate Background Check
• Complete Defensive Driver Training
• Non-HSU students who travel with clubs
• Student drivers with out-of-state licenses
• Procedures for travel authorization are subject to change to increase efficiency and safety for students. Please refer to the Clubs Handbook which can be found at clubs.humboldt.edu.

International Travel

International travel requires additional steps to ensure the safety of the travelers and therefore, clubs must plan ahead. For international travel we require paperwork to be submitted at least 45 days in advance of the proposed travel.

The Clubs and Activities Office will help in navigating through these processes after you complete the “Authorization to Travel”.

Post Travel Reimbursements

Only students who have completed all the required steps to be considered an “authorized traveler” are eligible to be reimbursed for travel expenses. Additionally, only approved drivers can be reimbursed for fuel costs per CSU requirements.

Prohibition on State-Funded and State-Sponsored Travel to States with Discriminatory laws (AB 1887)

Per AB 1887- “Prohibition of State Funded and State-Sponsored Travel to States with Discriminatory Laws”, the California State University has a ban on state- funded and state-sponsored travel to states with discriminatory laws. Clubs cannot be reimbursed from state funds for travel expenses to these states.

Additional States may be added to the list at any time; before committing to any travel out of state, check in with the Clubs & Activities office to make sure that state is not on the list. For more information on the limited exceptions to AB 1887, please visit the California Department of Justice webpage: https://oag.ca.gov/ab1887

Expiration Date : To be reviewed every five (5) years, next review date June 2024

Inter-departmental processes have been put in place but not formalized prior to this policy. This policy has been reviewed and approved by the Vice President of Student Affairs, Director of Risk Management, Dean of Students, Director of Student Life.

Issued: 02/09/2020

Revised: 12/10/2019

Edited: MM/DD/YYYY

Reviewed: MM/DD/YYYY

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Visiting Russia - Nalchik, Capital of Kabardino-Balkaria

By Koryo Tours

Nalchik, capital of Kabardino-Balkaria

Visiting Russia – Nalchik

Yoshkar-ola | cheboksary  |  astrakhan | elista | stalingrad (volograd)  | abakan  |  nalchik  | validkavkaz  | makhachkala  |  grozny.

Nalchik is a small city of around 240,000 people and serves as the capital of Kabardino-Balkaria, one of the lesser-known republics spread across the beautiful North Caucasus area of Russia, the mountain range that separates the former soviet states of Georgia, Armenia, and Azerbaijan from the Russian Federation.

This region has incredible diversity in ethnic groups and is a melting pot at the edge of empire. While there have been civilisations in the Caucasus for millennia Nalchik as a city is only a century old, having been a Russian fort since 1724. Today’s Nalchik is a mostly peaceful and relaxing place, being in the foothills of the mountains it has many areas of great beauty and multiple sanatoria for people looking to take the waters, over the last century it has certainly had its share of turbulence though, being occupied by Romanian troops fighting on the side of the Nazis, who embarked on an effort to exterminate the ancient community of Mountain Jews in the area (unsuccessfully), plus a 2005 Islamic militant attack on Russian security forces.

These days Nalchik is known as a clean city, a place for relaxing, and the starting point of expeditions to summit Mt. Elbrus, the tallest mountain in Europe, which lies within Kabardino-Balkaria.

Kabardians make up the largest ethnic group at just under 50% of the city’s population, followed by Russians, Balkars, other Caucasian nationalities as well as Ukrainians, Mountain Jews still live in the area but in very small numbers now, most having emigrated to Israel.

Arriving/Departing

Nalchik Airport (NAL) is a small one but is fully functional for getting in and out, usually the foreigners arriving here will be mountaineers heading for Elbrus.

The Airport is only 3km from the city centre so you could even walk into town from here, otherwise, there are taxis and marshrutkas waiting for arrivals. Flights arrive only from Moscow and St. Petersburg usually, the Caucasus has other larger airports for other international flights (such as those to Sochi). Nalchik has a railway station, dating from 1915, with links to Moscow and across the Caucasus. A good option for travelling around the region in a relaxing manner (usually slower than taking a marshrutka between cities though) For getting around inside Nalchik there are public buses all over the place, easy to use and very cheap. Otherwise most of the centre is very walkable, the main ‘high street’ is Lenin Avenue, which runs for several km through the centre of the city.

Concord Square

The centre of Nalchik and a good place to start a walking tour of the city, with the Kabardino-Balkaria parliament building on one side and Lenin stands at the other, fountains in the middle and Lenin Avenue cutting through the square

Religious Buildings

The central buildings of the main religions practised in Nalchik are both fine examples of their respective architectural styles; the Central Mosque and the Cathedral of Mary Magdalene are both worth visiting. Dress codes apply.

Not actually in Nalchik, but only 50km or so away so the city is the ideal base for starting an expedition. This is Europe’s highest mountain and a dormant volcano. There are cable car/chairlift options to get t the top for those who don’t wish to do it the hard way. It is possible to get up and down this mountain n a single day, making it certainly the simplest of the 7 continental highest peaks to climb.

Museum of the Kabardino-Balkar Republic

Great for explaining where you are and the history of the area. Mostly in Russian only though and does tend to assume some knowledge in advance. Still a good stop to get some intro into the complex history of this city and area in general.

Atazhukin Garden

A large park complex running for more than 2km along the eastern side of the city, alongside the Nalchik River. A very pleasant place with so much to see and do. The basic Nalchik Zoo is here, walking trails, restaurants and cafes, theatres, a very retro funfair, and a rickety but reliable cable car running up to a lovely viewpoint to see over the city and out to Mt. Elbrus.

Topped by a restaurant building built in the shape of a Kabardian warrior. An excellent few hours can be spent exploring this park and mingling with the locals of all ages who do their relaxing here.

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Travel to Nalchik, Kabardino-Balkaria, Elbrus region

Your personal travel guide in nalchik, kabardino-balkaria, elbrus region, mount elbrus.

Mount Elbrus isn’t technically a mountain — it is an inactive volcano located in the western Caucasus mountain range, near the Georgian border in Kabardino-Balkaria and Karachay–Cherkessia, Russia.

With an elevation of 18,510 feet (5,642 meters), it is part of the Caucasus Range that straddles Asia and Europe, although most geographers place it in Europe. This makes it the tallest mountain in Europe and one of the Seven Summits, the highest mountains in each of the continents and elite climbers aspire to summit all of them.

Mount Elbrus’ prominence —a measure of how distinct a mountainis from nearby peaks — is 15,554 feet (4,741 m), making it the 10th most prominent mountain in the world. The east summit is slightly lower at 18,442 feet (5,621 m). Meaning of the name «Mingi-Tau» is the name given Elbrus by the Balkars, the Turkic people of the Caucasus region. This translates to «resembling a thousand mountains,» as a homage to the mountain’s size.

Before the Balkars, the mountain was known as Sobilus, which is Latin for «pine cone» This is a variation of strobilos, meaning «a twisted object,» which is an apt description of the mountain’s summit.

The mountain also has a mythological history. In Greek mythology. Zeus chained Prometheus to the mountain as punishment for stealing fire from Zeus and sharing it with mankind. The name also has Persian origins, a derivation of Harā Bərəzaitī, a mountain in Persian mythology.

Elbrus’ climate

The climate is most conducive to climbing in July and August, when the weather is at its most stable.

Even in the summer, nighttime temperatures average 18 F (minus 8 C). Temperatures above the snowline can fall as low as minus 22 F (minus 30 C) during the day during the winter.

Winter is coldest in the western part. It lasts from October to April above 6,562 feet (2,000 m). While the mountain is inland, it is positioned between the Caspian Sea and the Black Sea. These two large bodies of water have an impact on wind and precipitation.

Climbing Elbrus

Elbrus has a unique cable car system, which was built on the south side of the mountain from 1959 to 1976. The cable car reaches 12,500 feet (3,658 m). From there, most climbers take the Standard Route up the south side to the summit.

While the lack of crevasses can lull climbers into a false sense of safety, the Standard Route is challenging due to the snow, high winds and a high elevation. About 15 to 30 climbers die each year, which is a fairly high ratio of climbers to climber deaths when compared to other mountains.

Another unique feature of Elbrus is the system of huts for resting, including the Barrel Huts, which are located at 13,600 feet (3,962 m). There is also a snow-cat to take climbers up to 15,750 feet (48,000 m). Mount Elbrus has 22 glaciers that feed three rivers — Baksan, Malka and Kuban. The mountain is covered with snow year-round.

While it can be a dangerous climb, it is considered among the easiest of the Seven Summits. The typical climbing season is May to September. The harsh winter conditions keep all but the most experienced climbers off the mountain.

It takes most climbers less than a week to summit, which is short compared to the other Seven Summits.

Another high point in Europe

Mount Elbrus gets the title of highest in Europe. Another, perhaps better known, peak is Mont Blanc. It is the highest mountain in the Alps and the European Union. Its elevation is 15,781 feet (4,810 m) above sea level.

To get more information about traveling around Nalchik,Elbrus, Kabardino-Balkaria, and taking part in my tours, follow my instagram @guidetonalchik ( https://www.instagram.com/guidetonalchik /) and write an email ⇒ [email protected]

Coronavirus Information from Administration & Finance

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Guest Traveler

Our Guest Traveler program, designed to accommodate a diverse range of individuals. Our services extend to guests including, but not limited to, recruitments, donors, and volunteers. Please note that our guest category does not encompass vendors, such as independent contractors or guest lecturers, who provide services or goods in exchange for payment.

In our continuous efforts to provide streamlined and efficient services, Poly Travel enables admins to book and manage expenses on behalf of our guest travelers. This ensures a smooth, worry-free travel experience from start to finish.

Before embarking on your journey as a Guest Traveler with Poly Travel, we kindly ask you to:

• [email protected]
• A Concur Travel Card
• Become familiar with Guest Travel Policy
• Review the Concur Travel Guide for guest travel

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Steps for Guest Travel

Step 1. - add guest to our systems.

Fill out the Non-Employee Travel Vendor Add Form to add guest to our systems

• This will allow you to book and expense on their behalf in Concur and pay them for their out-of-pocket expenses

Step 2. - Receive confirmation

Receive confirmation guest is in system; you can now book and expense on their behalf

Step 3. - Book on behalf of guest

Department can now book on behalf of the guest traveler and have the university pay majority of their expenses. See matrix below.

In the event, the guest prefers to book and pay for their own travel, they may do so. See expense for more details including what is allowed.

Step 4. - Expense

Only 1 expense report allowed for each guest trip

Best practice is for the university to pay directly for hotel expense. Guest may pay out of pocket and be reimbursed for air and car rental only after travel is completed. A check will be issued upon process of expense report and mailed to guest.

Concur has specific expense types for guest travel, only these should be used for guest travel expense reports. See list below and guest travel policy for maximum limits for each expense category.

• Employee Recruitment/Interview
• Airfare Employee Recruitment
• Airline Fees Employee Recruitment
• Car Rental Employee Recruitment
• Car Rental Fuel Employee Recruitment
• Ground Transportation Employee Recruitment
• Hotel/Lodging Employee Recruitment
• Hotel/Lodging Tax Employee Recruitment
• Incidentals Employee Recruitment
• Meals Employee Recruitment
• Parking & Tolls Employee Recruitment
• Personal Car Mileage Employee Recruitment
• Personal Car Mileage Reduction Employee Recruitment

Please note, personal car mileage may NOT be the most cost-effective way to travel to San Luis Obispo, please compare all transportation options.

Guest Indirect Expenses - must follow hospitality policy

The below expenses shall follow the hospitality policy and process and expense by cardholder.

• Hosted meal
• Promotional Item/ college branded items/ “swag”

The Concur Travel Card is the preferred method of payment for travel expenses.

• Step 1. Fill out application
• Step 2. Submit approved application to [email protected]
• Step 3. Receive card and training (at the same time)
• Step 4. Sign Acknowledgement form
• Step 5. Activate card
• Step 6. Load card information in Concur profile
• Step 7. Use Concur Travel Card during your business travel
• Step 8. For revisions to your Concur card, fill out Revision Request Form (cardholder initiated); OR
• Step 9. For Administrator's pre-filling revisions to Concur cards, fill out Revision Request Form (Pre-filled)

The travel card is secure and convenient:

• Cal Poly pays travel vendors directly
• Charges feed right into Concur within a day or two of transaction
• No additional reconciliation process, it automatically occurs during expensing process
• Visibility to all your expenses in the Concur mobile app or online tool
• Does not affect the cardholder's personal credit
• Adjustable limits - overall or for a specific time frame
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Travel Tips to Kabardino-Balkaria: More than Mt. Elbrus!

If you’ve traveled to the North Caucasus before, there is a good chance you’ve already been to Kabardino-Balkaria, and you didn’t even know it!  Kabardino-Balkaria lies in the center of the North Caucasus region, is home to Mt. Elbrus, but more than that is a treasure chest of travel possibilities.  Here is our guide to traveling through the republic of Kabardino-Balkaria, or 9 travel tips to this beautiful land:

1. How do I get there?

Kabardino-Balkaria hosts a large number of both foreign and Russian travelers every year, and has an improving infrastructure able to handle the incoming masses.  Let’s start with the obvious.  You might be a mountain climber or skier coming to enjoy the slopes of Mt. Elbrus.  That means you’re likely arriving on an airplane to Russia.  Here are your travel options:

A. Plane – We advise you fly into the Mineralni Vodi (MRV) airport in the Stavropol Region, which is about 45 minutes from the border of Kabardino-Balkaria.  MRV is the largest airport in the North Caucasus, and has daily direct flights to and from all 3 airpots in Moscow (SVO, DME, and VKO), direct flights from St. Petersburg, and several international flight routes as well, including from Istanbul, Dubai, Greece, Tel Aviv, and Bishkek.  The MRV airport has a growing infrastructure and is the most obvious choice to fly into if going to Elbrus.  From MRV, it’s a 2 hr. drive to Nalchik, and a 3.5 hr. drive to Mt. Elbrus.

That being said, the capital of Kabardino-Balkaria, Nalchik (NAL), also has a small regional airport with a daily flight to/from Moscow as well as weekly flights to Istanbul. As is to be expected in most smaller, regional airports around Russia, the service standard at a small airport like this will be minimal.  As a result, we recommend you flying in and out of MRV if able.  It’s a 2 hr. drive to Elbrus from Nalchik.  You can also fly into other regional airports which are 2 hrs. from Nalchik, such as OGZ in North Ossetia (Vladikavkaz) or IGT in Ingushetia (Magas).

B.  Car/Public Transport – If you have a car, are using a taxi, or are hitch-hiking your way to Kabardino-Balkaria, the region is accessible by a variety of roads and vehicles.  A major Russian federal highway E50 runs through Pyatigorsk into Kabardino-Balkaria, and can take you towards Mt. Elbrus, Nalchik, and deeper into the North Caucasus.  There are daily mini-buses, or “marshrutkas”, that travel to Nalchik from Pyatigorsk, Vladikavkaz, Grozny, and Magas, if you’re coming from a neighboring republic.  From the main Nalchik bus station, there is a marshrutka that goes to Terskol (i.e. Mt. Elbrus) daily around 12:30 pm; for that matter,  marshrutkas run daily into every valley of this beautiful republic.  For the seasoned international traveler, you can drive from the country of Georgia up the famed “Georgian Military Highway” through the heart of the Caucasus Mountains, cross the border into Russia at the “Verkhni Lars” border stop, and be in Nalchik in about 2.5 hours as well. 

Anyone traveling on their own should download the “Yandex” taxi app, which is Russia’s version of Uber, and has a very user-friendly app with affordable prices.  In smaller villages/towns where Yandex’s service doesn’t reach, just ask a local and they’ll direct you to a friend or relative who can taxi you where you need to go!

C.  Train – Kabardino-Balkaria is also very accessible by the famous cross-country Russian train system if that’s your preferred method of travel.  Almost all trains to the North Caucasus pass through Mineralni Vodi in the Stavropol region to the north, so make sure wherever you are coming from, Mineralni Vodi is one of the stops.  Despite Nalchik having a train station, the city is about 45 minutes from the main railway route that runs diagonal through the North Caucasus, and as a result it’s a bit convoluted to get a train directly to Nalchik.  That being said, the town Prokhladni is a regular stop on trains going to/coming from Baku, Makhachkala, Grozny, Nazran, and Vladikavkaz, so you can always hop off there and find your way by public transport or taxi.

2.  What are the best places to stay?

This list could get exhaustive, fast. 🙂  Let’s first look at an overview of the republic’s geography, followed by hotel recommendations:

A. Nalchik – This is the capital city of Kabardino-Balkaria, with a population of around 250,000.  Nalchik is growing and new, modern hotels are being built regularly.  Here are some of our recommendations:

-Modern and comfortable:  Azimut , Butik Otel

-Budget with less frills:  Hotel Rossia , Korona

You could comfortably spend a week in Nalchik, while doing day trips into Kabardino-Balkaria’s beautiful mountain valleys.

B.  Baksan Valley – This is the most traveled road in Kabardino-Balkaria, the road to Mt. Elbrus.  If you have questions about its safety because of travel warnings, please see our detailed blog here of the drive to erase any doubts or fears.  Needless to say, because of the draw of Mt. Elbrus, there are a huge variety of lodging options at the end of this valley, from 4-star to mid-range to budget to hostel.  Here are just a few we’ll recommend from our experience:

-Modern and comfortable 4-star-ish:  Azau Star , Kristall 139

-Budget with less frills 3-star-ish:   Laguna , Povorot

If you’re a mountain climber with your sites set on the summit of Elbrus, you’ll have to spend at least 3-4 nights at Elbrus’s famous base camp at 13,000 feet.  The “barrel huts” are not easy to book directly with, and we highly recommend you do your climb (and hence, have your bookings handled) through a trusted climbing company.  Here are two shelters at base camp we recommend:

-Modern and comfortable:  Leaprus

-Budget with less frills:  Heart of Elbrus Lodge

If you’re interested in climbing Mt. Elbrus and staying in these barrel huts, click  here  to see our climbing itineraries, pricing, and group dates.

C.  Chegem Valley – Chegem Valley is the adjacent valley to Elbrus’s Baksan Valley, and is famous for its beautiful waterfalls as well as being Russia’s top paragliding location.  The “ Paradrome ” has modest accommodations for those wanting to get to know this beautiful valley for a longer period of time.

D.  Upper Balkaria, or Cherek Valley – This is another beautiful mountain gorge not too far from Nalchik.  There is an authentic lodging complex in Upper Balkaria called Tau-El, with amazing local food for meals as well.

E.  Border Zone lodging – Several of Kabardino-Balkaria’s mountain gorges run into the border zone with neighboring country Georgia, i.e. an area that foreigners cannot enter without a special permit from the local government (often taking 2 months to receive).  There is a famous mountaineering lodge in Bezengi Valley, where several generations of Russian mountain climbers have honed their craft in the Caucasus Mountains.  Perpendicular to Baksan Valley (about 25 minutes from the base of Mt. Elbrus) is Adyr-Suu Valley, where there is a lodge for back-country skiers to stay, while trying their hands (and feet!) on the untouched snow of that valley.  Both these valleys require border permits for foreigners, but are possible to access for the more adventurous!

3.  Top cities to visit?

Most locals would agree that Nalchik is the main city of significance to visit in Kabardino-Balkaria, but let’s be honest, even more would say, “Just go to the mountains!”  Tirnauz is the capital of the Elbrus district, and is an interesting town to spend some time in, with its unique location in the mountains and place in Soviet history as a once-booming mining town.  The main thing to consider in visiting Nalchik and other cities in the lowlands, is the chance to experience Kabardian culture and food.  Whereas the deeper you go into the valleys, the more you’ll encounter Balkar culture and food.

4.  Best local foods to try?

There are 3 types of food that come to mind, when spending time in Kabardino-Balkaria:

A. Khychiny – This is one of the staple national dishes of the Balkar people, and what you’ll inevitably be served if guests of local Balkars.  It’s a thin buttery flat bread, sometimes cooked with fillings of cottage cheese, fresh greens, or potatoes.  It is often slathered in butter, but wow is that some tasty greasy goodness! 🙂

B.  Shashlik – Shashlik is a MUST for any visit anywhere in the North Caucasus!  Most people would agree that it’s the national food of the entire region.  Shashlik is meat shish kabobs; while pork and turkey can be found in some parts of the Caucasus, lamb or chicken are the preferred shashlik meats of choice in Kabardino-Balkaria. 

C.  Soup – No matter where you are in Russia, you’re sure to find a local soup that people love.  Kabardino-Balkaria is no different.  Especially in the winter months in the mountain valleys, there’s nothing better than to come inside from the cold weather and warm your body up to a bowl of hearty Caucasus soup.  Whether Georgian kharcho or local Balkar lakhman, make sure to try your hand at one of these soups with a side of fresh baked bread/lavash!

5.  Top Hole-In-The-Wall restaurants:

Of course, for a republic of this size, we’re bound to leave at least a few great local joints off our list, but here are a few to get you started. ***Note:  Restaurants in the North Caucasus are much better known for their food than their service, so prepare for tasty food, but manage your expectations about service:

-Elbrus – Kogutai Restaurant at Mt. Cheget – While this isn’t a hole-in-the-wall restaurant per se, it’s one of many to choose from in the Cheget tourist village, and we have found them to provide consistently good food and service.  Kogutai has a nice interior, and maybe most important, an English-language menu with good pictures. 🙂  There also is a nice outdoor patio with fantastic views of the surrounding mountains.

-Nalchik #1 – Tameris Restaurant – This is a cafe with a relaxed atmosphere in the capital Nalchik.  Local tour company Elbrus Elevation has taken foreign groups there on multiple occasions and always had good experiences.  Address is ul. Kuliyeva 3. 

-Nalchik #2 – Cafe-Bar Oasis – You have to know where this restaurant is to find it, but once inside, you won’t regret it!  There is a unique cafeteria-style ordering process, that includes several dishes being cooked on the spot once ordered.  You can sample local Kabardian dishes here.  The seating area is very modern and a pleasant atmosphere to have a meal in.  Address is ul. Kuliyeva 2. 

-Upper Balkaria – Tau-El Restaurant – This is the restaurant part of the Tau-El Tourist Complex in Upper Balkaria.  Whether spending the night or just passing through, make sure to stop here for a meal!

6.  Must-See Sites

This republic is so chock full of “must-see” destinations, it’s impossible to narrow the list down.  Here are just a few suggestions to get you started: (***Mt. Elbrus is a no-brainer and we’re assuming that’s on your list)

A. El-Tyubu and Paradrome – This is an amazing area towards the end of Chegem Valley.  Many tourists visit the famous Chegem Waterfalls and don’t drive any further down this gorge, which really is a shame.  El-Tyubu is a picturesque Balkar village with several historical sites to see, including some ancient mausoleums.  The real gem of the area, though, is the Paradrome , which is Russia’s premier paragliding destination.  The combination of the scenic surrounding mountains and constant winds produces almost daily conditions to sail through the beautiful Caucasus sky.  Highly recommend!

B.  Upper Balkaria – Also known as Cherek Valley, the entire drive to the actual village of Upper Balkaria is one big destination.  First, you can spend time at the 3 consecutive “ Blue Lakes ”, one of which is one of Russia’s deepest lakes with an underground spring.  Then, the drive itself becomes an adventure, as you pass by steep rock walls with a huge drop-off on the other side.  If you’re able to walk this part of the road, that is a bonus!  Once you’ve made your way through the valley walls, the region opens up into a beautiful panoramic view.  Many years ago, there were multiple villages in this region, but they’ve since been condensed into one main village.  You can see some of the ancient Balkar towers that their ancestors used to live in as well.

C.  Djili-Suu – Although hard to pronounce and not easy to get to, Djili-Suu is one of those places in the North Caucasus that people rave about that you “have to” visit.  It’s actually on the North side of Mt. Elbrus, and more accessible from the Mineral Waters region (2 hrs. from Kislovodsk).  The base camp for Elbrus climbers summiting the mountain from the North side is at Djili-Suu.  This area is famous in Russia for its numerous natural healing springs, as well as unique climate conditions that make for beneficial, long holidays for seeking a respite from their daily grind.  There are wide swaths of land available for camping, with probably the most unrivaled views of Mt. Elbrus in the North Caucasus.  Make sure to check this out!

7.  Off-the-beaten path destinations

A. King’s Waterfalls (Tsarskie), or Gedmisht – Probably the valley in Kabardino-Balkaria with the least amount of hype is the Malka Valley, which is the northernmost valley and mainly runs through the Kabardian lowlands.  At the point where the villages end, though (Khabas), the asphalt turns into dirt and the hills start to rise, culminating with the incredible King’s Waterfalls, or as one friend put it, Avatar Waterfalls.  These stunning waterfalls are best visited in the early summer, when everything is lush green and the water flow is strong, with many streams of water flowing down the earth’s surface.  The different colors are incredible and it’s hard to look away.  Once you’ve enjoyed the waterfalls, enjoy a meal of shashlik at one of the nearby lunch huts.  Having an off-road vehicle is ideal to visit these falls, but worth the time and effort!

B.  One-seater chair lift at Elbrus – As the infrastructure at Mt. Elbrus has modernized, some of the more “authentic” experiences have gone to the way-side.  This is one experience still available, though!  From the 2nd (11,000 ft.) to 3rd level (12,500 ft.) of Mt. Elbrus (whether skiing, going to base camp, or just touring), there is a single-seater chair lift for 100 rubles each way (less than $2).  This is an amazing experience if you have the time.  It’s 8-10 minutes each way, and a surreal experience of the majestic Caucasus mountain range surrounding you, skiers silently passing you by underneath, and in general enjoying the silent expanse of nature all around.  The chair lifts are from the Soviet times and so it feels like something from a different era.  For mountain climbers, the newer group cable car gives better access to most of base camp, but several huts are pretty close to this chair lift, so it still may be a good option for you.

C.  Abandoned Mines above Tirnauz – Tirnauz is about 1 hr. from Mt. Elbrus, and a town everyone drives through to and from the mountain.  Although today it looks old and half-abandoned, it was a booming mining town in the 20th century.  About a 45-minute drive above the city with an off-road vehicle, you can see the remains of the mining operations.  Learning about this history combined with the breath-taking views of the Baksan Valley and even into Georgia, you’ll wonder why more people aren’t visiting this place.  This is a great spot to see eagles soaring in the sky, as well as admire the Soviet city plan of Tirnauz from above.

8.  What do I need border zone passes to visit?

In Russia, any area within 5-10 km of a neighboring country, without a clearly delineated border (i.e. in the mountains) is considered a special border zone, and patrolled by Russian border guards.  This area IS accessible to all Russian citizens with their passports, but is NOT legally accessible to foreign citizens UNLESS you have a special permit from the FSB (Federal Security Bureau).  These permits are accessible, either through a tour operator or local friend, but require you to submit your application 45-60 days in advance.

Areas in Kabardino-Balkaria that are worth a visit if you have a border zone pass:

A.  Bezengi Wall – This is at the end of the Bezengi Valley, and holds a place of lore among Russian mountain climbers.  Many mountain guides go through training in this valley.  Five of the Caucasus Mountain’ range’s highest seven peaks are a part of the Bezengi Wall, so you can imagine the draw it has for climbers. There are great areas for trekking and camping in this area. 

B.  Adyr-Suu Gorge – This remote valley runs perpendicular to Baksan Valley and is about 25 minutes from the base of Mt. Elbrus.  It’s marked at the entrance by a relic of the past, a car lift from Soviet days that auto-cranks your car (and you) about 50 meters up the mountain.  After 45-60 minutes of driving on gravel road, the gorge opens up into a flat valley with a beautiful view of the surrounding mountains.  The Adyr-Suu Alpine Lodge is at the end of this valley and where back-country skiers base out of during the acclimatization phase of their Mt. Elbrus ski tours.  This is truly a place where you can experience untouched powder!

C.  Mt. Cheget (Elbrus) – Cheget is a neighboring mountain to Mt. Elbrus and where many climbers will acclimatize, both at its base and while doing some hikes.  It also is famous in Russia for its free-ride terrain for more experienced skiers.  Standard access to the chair lifts and mountain are available to all (i.e. mountain climbers don’t need to worry about accidentally crossing into the zone), but anyone wanting to summit the peak of Cheget OR visit the beautiful Cheget Lake needs a border permit. 

Foreigners violating the border zone areas is considered a serious offense in Russia; make sure to do your due diligence if wanting to visit one of these areas!  We highly recommend using a local tour operator and always traveling with a local person if visiting one of these areas.

9.  Any cultural “do’s” or “don’t’s” to be aware of

Kabardino-Balkaria is a fascinating republic with a combination of traditional and modern society.  The more you interact with local people, the more you’ll see a mixture of Muslim faith, post-Soviet mentality, and ancient local traditions all wrapped together.   

Kabardians mainly live in the lowlands (Nalchik, Baksan, and lowland villages), while Balkars primarily live in the mountain valleys (Elbrus, Chegem, Upper Balkaria, etc.).  There is a large population of Russians in the region as well.  Foreigners visit every area of the region regularly, and so local people are used to and will welcome your presence.

Come with an open mind to learn about these peoples, their traditions, and their land.  You won’t regret your trip to Kabardino-Balkaria!

***Want to learn more?  Here are several self-published resources from the podcast “ CaucasTalk ” related to Kabardino-Balkaria:

– Travel Tips to Kabardino-Balkaria (audio version of this blog)

– History of Mt. Elbrus (Part 1)

– History of Mt. Elbrus (Part 2)

– Interview with Local Elbrus guide

– Climbing Elbrus: Interview with American guide

– Who are the Kabardians? (Part 1)

– Who are the Kabardians? (Part 2)

– Skiing in the North Caucasus (Elbrus and more)

READY TO EXPERIENCE KABARDINO-BALKARIA FOR YOURSELF?

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Travel Information

• We no longer offer travel services to Russia. See Caucasus Quest Tours for new destinations
• Is it Safe to Travel to the Caucasus in 2024?
• Climbing Kazbek & Kilimanjaro: Comparing two 5,000+ meter peaks
• How to Train to climb Mt. Kazbek in Georgia

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