Student Organizations

Student Organization Travel

Traveling within Ithaca on behalf of a recognized student organization to hold a meeting or run errands is permitted without approval, however any time a student organization leaves Ithaca for student-organization-related business it is considered a travel experience and must be approved by the the Office of Student Engagement and Multicultural Affairs (OSEMA) Business and Operations Coordinator.

Approving Student Travel

  • To begin the approval process, trip coordinator(s) designated by the student organization are required to meet with a SLC Business and Travel Specialist or the Business and Operations Coordinator in the OSEMA to review your travel plans. To schedule the student organization's 30-minute you should call OSEMA at (607) 274-3222, visit the office located at 325 Egbert Hall, or email osema@ithaca.edu. 

  • A Travel Authorization Form (TAF), which collects all the logistical information regarding the travel, must be submitted and approved by your adviser AND the Business and Operations Coordinator. This form is to be submitted at least THREE WEEKS before the student organization’s intended departure date to be considered for approval.

    • Student organization advisers will automatically receive a request from OrgSync they will use to approve the travel once the TAF is submitted.

    • Travelers identified in the travel roster portion of the TAF will be automatically sent a required Travel Participation Form to complete.

    • Requests to rent a college vehicle for student organization travel are included in the TAF. If student organizations choose to request a college vehicle, one of the identified, approved drivers for the trip will be automatically sent a Vehicle Request Form to complete to collect additional necessary information.

    • Student organizations that have been authorized for travel may be able to reserve an Ithaca College rental vehicles. 

      • In order to rent an IC Vehicle are available only on a first-come, first-served basis. It is critical that organizations plan ahead if they intend to rent Ithaca College vehicles. Students wishing to operate a rented vehicle must be 21+ years of age and submit a Driver Information Form, be approved by the College's insurance company, and successfully complete a mandatory, two-hour driver safety class offered by the Office of Risk Management. Please see the Office of Risk Management for more details about operating rented vehicles, and to find a list of dates for the driver safety class.

    •  Requests for travel credit cards for the student organization travelers to use during their trip are also included in the TAF. If student organizations choose to request a travel credit card, the submitter of the TAF will be automatically sent a Travel Credit Card Request Form to complete to collect additional necessary information.

      •  Travel credit cards are issued on a first come, first requested basis therefore it is important to identify your request on the Travel Authorization Form and submit early. Appoval notifications are emailed on the date indicated on the request form the card is needed.

The trip’s Travel Authorization Form and all Travel Participation Forms must be submitted and approved BEFORE any travel arrangements are reserved or purchased. This includes, but is not limited to registration, transportation, lodging accommodations.

If any notification emails from OrgSync are not in their inbox, please direct individuals to check their junk or spam folders. The submitter of the Travel Authorization Form is able to review the status of all required approvals and sub-forms at any time by opening the submitted form in their organization’s OrgSync portal and clicking the Reviewers tab.

Should any of the information collected on the below form changes after it is submitted, please email pbanfield@ithaca.edu to request your TAF be re-opened (returned) back to you so you may update.

Expectations During Travel

Keep all your receipts! Travelers will not be reimbursed for any out-of-pocket expenses if you do not collect and submit receipts! Trip coordinators will be expected to track down any missing supporting documentation for purchases made, either with personal funds to be reimbursed or any college credit card.

Returning From Travel

When travelers of student organizations return from travel, the Business and Operations Coordinator must complete a Travel Expense Report Form , which compiles all associated expenses made for the travel. A representative from the organization will be required to review the expense report and sign it to authorize all purchases made on the trip.

For Travelers requesting reimbursement for out-of-pocket travel expenses:

  • Each reimbursement request will need a Transaction Request Form completed with respective original, itemized receipt(s) attached.
  • If multiple travelers wish to be reimbursed, I am requesting all reimbursement requests for this trip be collected by the trip coordinator and submitted to OSEMA all together at one time.
  • Travel reimbursements are processed through the completion of the Travel Expense Report Form for each reimbursement to be issued, which I am required to complete once the travel has taken place.  Individuals will be notified once this document is ready to come to OSEMA, review the document and sign. The forms are then forwarded to Travel Services for final review and processing. All travel reimbursement checks are mailed.
  • Reimbursement requests will only be approved/issued if supporting funds are in the organization’s account, are submitted on-time, complete documentation is submitted, and the Travel Expense Form is reviewed/signed by the requester.