Overnight student club travel needs to be requested through the club advisor to the Office of Student Engagement at least twenty (20) business days prior to the travel activity or competition. With the request the advisor must submit a completed Student Only Travel Plan for Approval (only one is required). Prior to the travel the advisor must submit the completed Student Travel Release Forms to the Office of Student Engagement.
This approval process must include the submission of a proposed travel/expense budget and anticipated revenue sources.
Travel estimates must include mileage, airfares, ground transportation, tolls, parking, registration fees, hotel, meals, and cab/shuttle fares, as applicable. You must submit documentation for quotes, i.e. registration pages, flight estimates, hotel pricing, etc.
The proposed budget submission needs to include a 10% contingency (due to changes in rates, fares, etc.).
Travel for academic purposes can’t be paid through the club accounts. Academic departments must sponsor travel if for academic purposes.