As student travel may occur under many different circumstances, the following information should be viewed as general guidelines only. Contact Travel Accounting for more information if the scenarios below do not apply:
- Individual Student Travel - The regulations and rates governing travel for university employees will apply, including the completion of necessary travel documents. If the student will be driving or using their personal vehicle, contact Environmental Health & Safety (EHS) at ext. 5126 for information regarding Defensive Driver Training. Contact Risk Management, ext. 6588 for information regarding insurance documents.
- Field Trips or Travel as a Class Member - Funds Allotted to Faculty: A student traveling as part of a class may have expenses covered by the instructor. Travel advance or reimbursement will not be made to the student. The instructor will complete a Travel Request under his/her name and attach a class roster listing the names of the participating students. A copy of the Class Roster should be kept in the department and a copy filed with University Police prior to departure. Contact Risk Management, ext 6588 for information regarding insurance documents. A Travel Expense Claim with supporting documentation, in the name of the instructor, should be submitted upon completion of the trip for any travel related expenses. Reimbursement will be made directly to the instructor.
- Blanket Travel Request for Field Trips - A blanket Travel Request from an instructor may be submitted at the beginning of each semester listing all known field trip dates. If trip dates are unknown, a separate Travel Request must be filed for each trip as it is scheduled. If trip dates need to be changed due to inclement weather or other reason, an e-mail to Accounts Payable at firstname.lastname@example.org will be sufficient notification to amend the Travel Request on file.
- Reimbursement Guide for Student Travel