PURPOSE: To provide project directors and advisors with guidelines for planning and documenting student travel expenditures, including those funded by grants and incurred by student organizations.
Depending on the nature of the travel, the project director or advisor may be responsible for a number of activities before departure. These activities may include, but are not necessarily limited to, locating a source for necessary student insurance, making reservations for hotels, transportation, meals, and special events; confirming prices, quantities, and methods of payment; obtaining invoices; and gathering other information such as points of interest in the area to be visited. Such information is readily available from print and Internet sources.
After thoroughly planning the trip, project directors or advisors should prepare a detailed projected budget that anticipates all expenses to be incurred. Employee expenses, student expenses and chaperon expenses should each be itemized separately.
- FORMS AND APPROVAL:
- Application(s) for Travel/Professional Development Authorization:
The project director or advisor must complete the Application for Travel/Professional Development Authorization (TA Form T3-92) including estimated expenses for the following:
- Employees (separate TA form for each employee)
- Students (one form for all students, attach detail list of students participating)
- Chaperons (one form for all chaperons, attach detail list of chaperons participating)
Project directors or advisors should begin the approval process at least 4 to 6 weeks before the planned activity to allow sufficient lead-time. Out-of-state travel requires the President's approval. The travel desk in Finance must have the approved TA form two (2) weeks before the travel date.
The project director or advisor must attach the following items to the TA form:
- Trip Justification, and
- List of participants.
- Trip Release Form:
The project director or advisor must have a completed Trip Release form (T 4-5) for each student and chaperon participating in the activity. The project director or advisor must distribute signed forms before departure, as indicated on the bottom of the form as follows:
- Public Safety
- Supervisor/Student Activities for student organizations
- Project director or advisor
A parent or guardian must sign a Trip Release form for a student under the age of 18. If a student or chaperon refuses to sign a Trip Release form, the project director or advisor must not allow him/her to travel.
- Voluntary Student Health Information for Trip Release Form:
Students traveling overnight or out of the tri-county area through Student Activities may complete the voluntary Student Health Information for Trip Release form (T45a). The information provided will only be released to authorized persons in the event of an emergency. Students provide the completed form to the college official accompanying him/her on the trip in a sealed envelope with his/her name on the outside. The form will be returned to the student upon return.
- Purchase Orders:
Procurement will finalize a purchase order upon approval of all TA Forms. The project director or advisor may request purchase orders for services or materials before the event. If a vendor requires a deposit or prepayment, the project director or advisor should notify Procurement. Purchase orders issued to vendors require invoices. It is the project director or advisor’s responsibility to return appropriate documentation to Accounts Payable.
- Risk Management
Contact Procurement/Risk Management to discuss necessary student/faculty insurance for travel.
For services or materials related to student and chaperon expenses, the project director or advisor may prepare a check request for a cash advance
Check requests for cash advances must be accompanied by written justification. All check requests require the signature of both the project director or advisor and his/her supervisor indicating approval of all advances.
- Settlement of the Advance:
The project director or advisor must settle the advance by appointment with the Travel Desk within 10 days after the trip has ended. The project director or advisor provides any unused cash or refunds and the total of all original receipts to the Finance department. Expenditures that are not supported by receipts may not be reimbursed to the college from State or Federal agencies. The Finance Department will notify the appropriate supervisor and vice president if a project director has failed to settle a cash advance within the 10 day period.