Student Organization Travel

 

Most student organizations plan some travel as part of the organization's programs and activities.  No matter where you are going, there is a liability that needs to be taken seriously.  The staff of the Student Life/Student Activities Office is available to assist you with your planning.  The Student Government Association is currently reviewing the travel policies.  Please check the Student Life/Student Activities office for the latest updates to this policy.  Back to top.

Travel Planning Guide

This travel planning guide has been developed to assist student organizations with their planning.  Not all requirements will be applicable to all situations.  All trips must adhere to the published policies for University travel as determined by the State of Connecticut.  Alll international travel planned by clubs MUST be approved well in advance by the Associate Director of Student Life/Student Activities.

Preliminary Planning

  • Determine the appropriate means of travel.

  • Determine the estimated budget for the trip.  Include any registration fees, airfare, hotel, mileage, food, etc.  Groups should exercise the same care in incurring expenses that they would if paying for the trip themselves.  Excess costs, luxury accommodations and circuitous routes will not be accepted.  Transport to and from final destinations should be by the most economical method. When calculating the most economical method, time and any resulting extra costs for meals and lodging should be considered.

  • If the trip is funded from the Student Life/Student Activities Fund, it must be open to all students.  Plan your advertisement accordingly.

At least one month before the trip

  • Submit the Travel Authorization Request form, signed by organization advisor to the Student Life/Student Activities Office.

  • Purchase your airline/rail/bus tickets, if applicable.

  • Make reservations with hotels, car rental companies, etc. Note: a W-9 will be needed to confirm a Vendor's FEIN in order to process payment.

  • If the travel is being funded from Student Life/Student Activities funds, submit all payment requests to the Student Government Association Office.

  • If you are charging admission, submit the Ticket Request form to the Box Office.

Two weeks before the trip

  • Review all aspects of the itinerary and confirm arrangements.

  • Conduct a pre-travel meeting with participants to discuss the trip itinerary, risks involved, alcohol and drug policies.  The group traveling should also be briefed as to the University’s expectations of the students representing Western Connecticut State University.

  • Have all participants complete and sign liability waiver forms and emergency contact information forms.  

  • Submit a complete list of participants with hotel and flight information (if applicable) to the Student Life/Student Activities Office.

  • Submit a complete copy of the itinerary to the Student Life/Student Activities Office.  If you are driving, submit your planned travel route to the office.  If you are using a personal car, provide a copy of the car owner's insurance coverage page (not insurance card) to the Student Life/Student Activities Office.

Day of the trip

  • Verify road conditions and weather.

  • Double check maps, routes, alternative routes, etc.

  • Confirm flights departure time with airline (if applicable).

  • Verify condition of the vehicle before departure.  Note anything out of the norm.

  • Confirm that the emergency contact information is still accurate.

  • Be sure all participants  traveling has a Trip Information Card and is aware of destination, itinerary, departure point and departure time as well as the Advisor/Chaperone’s cell phone number. 

  • ENJOY AND BE SAFE.

During the trip

  • Advisors must be available for students that may need assistance during the trip, which may include having a cell phone number made available and hotel room number (in the case of a conference or overnight trip).

  • In the event of an emergency:

    • The students MUST make contact with the Advisor (via information given on the Trip Information Card). 

    • The Advisor will then contact Campus Police and explain the emergency situation. 

    • The Campus Police Officer/Dispatcher will then make reference to the paperwork for the trip completed by each participant. Campus Police will contact the Student Affairs administrator on duty. 

    • The advisor will need to be in constant contact with Campus Police with any updates of the emergency situation.

  • Upon departure, be sure that all students are accounted.  If there are students not returning with the group, a note must be made and form signed by the students.

After the Trip – No Later than One Week

  • Meet with the Student Life/Student Activities Office staff to discuss any unusual situations.

  • Submit travel expense vouchers.

  • In the case travel is to attend a conference, the organization must submit to the Student Life/Student Activities Office confirmation that students attended the conference. 

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Authorization for Travel

Before any travel plans are made, the president of the student organization and all travel participants must meet with a member of the Student Life/Student Activities staff to discuss all aspects of the travel plans.  This should be done a minimum of four (4) weeks prior to the intended travel date.  Before any arrangements are made, all travel (including the use of private automobiles) on organization business must be discussed in advance to insure compliance with all Student Government Association and University guidelines.  Back to top.

Travel Forms

Various forms may be required for travel. 

A Travel Authorization form is required for any out of state travel and in state travel with expenses totaling more than $25.  This form must be filled out prior to departure and needs to be submitted to the Student Life/Student Activities Office.  In the case that six or less individuals are traveling and require a Travel Authorization, each individual must fill out a Travel Authorization Request form.  If more than six individuals are traveling, the Travel Authorization Request form must be filled out by the organization’s Advisor with a list of the participants attached to the finalized Travel Authorization.   

The Travel Authorization request worksheet must specify the mode of travel (rental car, airplane, etc.), the items of expense approved and total dollar amount must be submitted to the Student Life/Student Activities Office at least four (4) weeks before travel is undertaken.  Documentation consisting of a brochure or program for a convention/conference or meeting and lodging and registration fee information must be attached to the Travel Authorization form.

All participants must sign an Assumption of Due Risk Warning form and an Emergency Contact/Health Insurance form prior to any trip.  Participants younger that eighteen (18) must also have their parent/guardian sign the form.

The student organization must also provide a listing of all participants to the Student Life/Student Activities Office prior to departure.  This would include hotel and flight information (if applicable). 

Each student participating must receive a trip information card prior to departure with information such as departure point for the return trip, advisor or approved designee cell phone number and University emergency contact information.  The Advisor or approved designee will receive prior to departure the list of students participating.

If students choose to stay behind, after the trip is completed, those individuals must sign paperwork saying they choose not to return with the group.

Cancellation of an approved Travel Authorization must be made in writing or by electronic mail to the Student Life/Student Activities Office.  Any non-cancelable costs of the trip will be the responsibility of the organization unless the reason for cancellation is approved by the Student Government.  It is the organization’s responsibility to ensure that airline or rail tickets are canceled with travel agent used.  Back to top.

Role of the Advisor

The student organization advisor or approved designee must the students on all student activity trips out of state or in state that require an overnight stay.  Advisors requirement to accompany day trips in state will be reviewed on a case by case basis. The Student Life/Student Activities Office highly recommends that if there is more than one bus for any trip, additional staff be responsible for the second/additional bus(es).  Back to top.

Travel Policies for Attendance at Conferences/Conventions

The student organization is free to choose which conferences/conventions it will attend and decide who will go, after properly following the guidelines specified by the Student Government Association. 

Participants are to stay at or near conference/convention site so that the rental of a car will not be necessary.  Transportation from airport, bus or train station can be included as an expense.  Back to top.

Using the Ticketing System for Tickets for Trips

Please refer to the Tickets section of the Guidebook.  Back to top.

Modes of Transportation

Student organizations should choose the mode of transportation that makes the most sense.  Each mode has advantages and disadvantages.  Some of the options are:

Personal automobiles

The automobile provides the greatest flexibility and is possibly the least expensive method of travel.  Drivers must carry their own insurance to cover liability and must submit a copy of their insurance coverage to the Student Life/Student Activities Office.    Drivers should have an emergency plan in case of breakdown or accident.  Alcohol and/or drugs must never be used when driving a vehicle.  If you are involved in an accident, make sure any injured parties get immediate medical treatment.  Notify the Student Life/Student Activities Office of any emergencies or accidents.  In order to get reimbursed for mileage, you must show proof of liability insurance on your auto coverage. Those minimums currently are: Bodily Injury Liability:  $50,000 each person/$100,000 each occurrence; and Property Damage:  $5,000. 

Mileage reimbursements will not be processed without a copy of the Declaration Page of the appropriate insurance policy (that which covers the date(s) of travel) being on file with the Administrative Services Office to establish that minimum liabilities have been satisfied.  An insurance card is unacceptable proof of minimum liabilities since the limits of coverage are not shown on the card. 

Rental cars or vans

Read any written agreements carefully.  Notice the cost of rental, the allowable miles and the time by which the vehicle needs to be returned.  If traveling out of state, confirm that there is no prohibition against out-of-state travel.  Verify that the driver's insurance will cover the rental vehicle. 

Commercial carrier (airplane, bus, train, van)

The common carrier provides its own insurance and assumes liability.  Check the limits on liability for personal property.  Most carriers want payment in advance or at least a deposit.  Arrange reservations in advance and verify the written contract.   Take into consideration the increased security procedures at various facilities and allow extra time to comply with them.  Back to top.

Determination of Mileage

For all travel except that between the CSU universities and the System Office, mileage from point-to-point will be determined through the use of “Mapquest” (http://www.mapquest.com).  Mapquest provides a route map, point-to-point directions, and the total mileage for the trip.  To use this resource, simply call up this web site and click on the “Directions” tab.  Type in the “Starting Street Address” and the “Ending Street Address” of your trip.  Click on the “Get Directions” button to display the directions.  (Be careful not to select the “Avoid Highways” option.)  A copy of the directions must be submitted with your travel reimbursement request.  Reimbursements will not be processed without this documentation.  Back to top.

Payment Information

A Travel Authorization (with a listing of students in the case of a group larger than six), Assumption of Due Risk Warning form and an Emergency Contact/Health Insurance form for each student traveling MUST be submitted to the Student Life/Student Activities Office before any payments can be processed. 

Documentation consisting of a brochure or program for a convention or meeting and lodging and registration fee applications must be submitted with all travel authorizations to support these expenses.

The rate of reimbursement for mileage includes reimbursement for all costs of operation, including, but not limited to, gas, oil, and wear and tear.  Parking fees and tolls necessarily paid by the organization may be reimbursed separately.  Charges for road service, repairs, towage and other similar expenses are not reimbursable.  In cases where air, bus or rail travel is utilized, personal mileage to and from the airport, depot or station will be reimbursed   Mileage reimbursement cannot exceed lowest available airfare to the same destination.  Any comparisons to airfares, for any purpose, will be based upon assumed flight origin at Bradley International Airport. Additional meals and other travel expenses due to the use of an automobile in lieu of public transportation are allowed up to the cost of airfare to the same destination; but will not be allowed if their inclusion would raise the cost of the automobile trip above the airfare to the same destination.

Reciepts must be submitted WITHIN ONE WEEK AFTER YOUR RETURN.  Be aware of the following in connection with the preparation and documentation necessary to accompany the payment reciept:

  • Prior travel approval is required for all authorized travel.  Attach one copy of the Travel Authorization form to each payment request form submitted.

  • Attach receipted hotel bills for hotels where such expense was authorized.  Credit card bills are not sufficient.

  • Attach the copy of the bus, air or rail ticket or car rental agreement where transportation costs were authorized.  A request for reimbursement of car rental expenditures must be accompanied by a letter of justification explaining the cost savings of renting a car as apposed to other means of transportation.

  • Submit all other receipts for payment of services received while traveling, excluding meal receipts.

  • If an automobile was authorized, submit receipts for tolls, bridges, tunnels and parking.  Mileage reimbursement for private automobiles is at the prevailing state reimbursement rate.

  • Transportation charges for taxis and limousines will be reimbursed up to the prevailing state reimbursement schedule.  The traveler must indicate destination (e.g. Residence to hotel, residence to airport, hotel to residence).

  • SGA will accept copies of (front and back) personal checks submitted as documentation.  However, waiting for a cancelled check or bank statement delays reimbursement.  It would be more prudent to request a receipt at the conference site.  If the University prepays the registration, receipts are not required.

  • All claims for lodging, with or without meals, must be supported by an original receipt or a receipt faxed directly to the Student Life/Student Activities Office by the hotel.

  • All receipts must be itemized to show the date and amount expended a zero balance, and the traveler’s name.  If a zero balance is not shown, the credit card receipt along with the original lodging receipt will be acceptable proof of payment. 

  • Altered receipts will not be reimbursed.

  • Costs for tickets, guest meals and similar extraordinary expenses will not be reimbursed unless such charges relate directly to the purpose of the trip and are approved by SGA.   Back to top.

 


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