Student Organization Travel
Effective Fall 2014: All student organization travel must be approved by Patti Banfield, Business Operations Coordinator in the Office of Student Engagement and Multicultural Affairs
Approving Student Travel
Any time a recognized student organization leaves Ithaca for student organization-related business it is considered a travel experience and must be approved by the Business Operations Coordinator. Traveling within Ithaca on behalf of a student organization to hold a meeting or run errands is permitted without approval.
Planning Before Departure
Each student traveling with a student organization must submit a Travel Participation Form. Additionally, one completed Travel Authorization Form must be submitted to the Office of Student Engagement and Multicultural Affairs for each travel occurrence. This form must be submitted before any arrangements are reserved or purchased. The signature of the student organization adviser is required on this form to be authorized.
If there are any expenses or payments associated with a student organization’s travel, they must be communicated well in advance of the travel to the Business Operations Coordinator. For example, many trips involve registration expenses, lodging costs, meals, gas, tolls, and related supplies. The Business Operations Coordinator will facilitate the process of payment that best accommodates each specific trip.
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, organizations should submit a Vehicle Request Form. IC Vehicles 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.
Considerations During Travel
Keep all your receipts! You will not be reimbursed for any out-of-pocket expenses if you do not collect and submit receipts. In addition, you will be required to track down any receipts missing for purchases made on an IC Credit Card.
Student organizations can borrow a credit card specifically designated for student organization travel. Travel credit cards are given out on a first come, first requested basis therefore it is important to submit a Credit Card Request early.
Completing the Travel Process
Once the student organization returns from travel, the Business Operations Coordinator will issue a completed Expense Report which lists all expenses made during the trip. A representative from the organization will be required to review the expense report and sign it to authorize all purchases made on the trip.