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During Travel

Collect Supporting Documentation for all Travel Expenses

Student organization trip coordinator(s) are required to keep track of supporting documentation (itemized receipts) for all incurred travel expenses before and during travel. This includes:

  • Purchases made by individual travelers to be reimbursed
  • Purchases made with a travel credit card during travel
  • Purchases made before travel with the Student Organizations Business Coordinator’s credit card (i.e. lodging room folios, airfare ticket stubs, etc.)

Travelers who wish to be reimbursed will need to work with the organization's treasurer to submit a Spending Request Form on their behalf. All receipts for any out-of-pocket expenses must be itemized and show method of payment used. 

Trip coordinator(s) are expected to track down any missing supporting documentation for purchases made, both with personal funds to be reimbursed and with any travel credit card(s).

Travel Safely!

When traveling with your student organization, there are certain measures you should take to ensure you have an enjoyable and safe trip!

  • Have a plan in the event of an emergency. Know who to contact, how to contact them, and the local emergency contact information in case you need it.