Travel Checklist

Traveling is a very exciting opportunity for your organization! “Travel” is defined as any time you leave Ithaca College grounds as an organization. All travel you are planning must first be approved through the Center for Student Leadership and Involvement, so it is very important that you plan ahead of time. Before making any kind of arrangements or decisions, meet with the Assistant Director and you will get started on the right track!

Students traveling with a student organization must submit the Participant Agreement Form. Additionally, one completed Travel Authorization Worksheet and list of Emergency Contact Information is required. All forms and funding requests must be submitted to the Programs & Assistant NO LATER than 10 business days before your expected departure.

If payment for registration, lodging, etc., is required, we recommend that you give yourself even MORE time, as it takes time to process transaction requests. Failure to complete the paperwork in a timely fashion may jeopardize your ability to travel and use of your student organization's funds.

The Center for Student Leadership & Involvement suggests the following items be addressed at an orientation meeting for trip participants:

a. travel logistics – transportation, lodging, dates and times of departure

b. expectations – attendance at sessions, if applicable, behavior, and expenses

c. completion of forms – waivers, Emergency Contact Form

d. questions and concerns of the participants

DURING YOUR TRAVEL:

Keep all your receipts! You will not be reimbursed for payments if you do not collect and submit receipts. You must meet with the Programs & Activities Assistant within five business days of your return. Failure to do so will result in the forfeiting of any reimbursements and will jeopardize your organization's Ithaca College account.

Ithaca College VISA cards for use by student organizations may not be used for travel expenses. For assistance in making transactions related to your trip, please contact the Programs & Activities Assistant in the Center for Student Leadership and Involvement.

If you stayed at a hotel, please request a print-out of your expenses and return it to the Programs & Activities Assistant. Often, if the expenses are on a staff member's credit card, the hotel will not give you a breakdown of expenses unless you ask for one. Please remember that personal expenses such as in-room movies, room service, and health club fees are not reimbursable and are the responsibility of the individual using them.

Ithaca College is tax exempt. Please carry a copy of the tax exemption form for proof at all times. You will not be reimbursed for taxes paid. Please see the Programs & Activities Assistant for more details.

In case of an emergency during your trip, please contact the CSLI immediately.

Have fun and be safe! There are many things to consider when traveling, but above all, remember to have fun and take good care of yourself and others!