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IDAHO STATE UNIVERSITY POLICIES
AND PROCEDURES (ISUPP)
Student Group Travel
ISUPP 2380
POLICY INFORMATION
Policy Section: Finance
Policy Title: Student Group Travel
Responsible Executive: Chief Financial Officer
Sponsoring Organization: Controller’s Office
Dates: Effective Date: October 3, 2016
Revised: April 13, 2018
Annual Review: April 13, 2019
I. INTRODUCTION
This document establishes and communicates policies and procedures governing
travel by student groups on Idaho State University (ISU or University) official
business that is properly authorized and essential to achieving the goals and/or
fulfilling the mission of ISU departments and colleges. The requirements for Student
Group Travel for ISU students are specific and different from the requirements for
ISU employee travel. Individual student travel this is not part of an organized
student group is addressed in Student Travel ISUPP 2390.
II. POLICY STATEMENT
All ISU travel must comply with the State of Idaho’s travel regulations, the Idaho
State Board of Education’s (SBOE) directives, and the Internal Revenue Service’s
Accountable Plan, described in Publication 15, Circular E: The Employer’s Tax
Guide. Students travelling on ISU officially sponsored trips must be enrolled at ISU
during the term in which they are traveling and their travel authorizations and related
reimbursements must conform to University Business Travel ISUPP 2000.
III. AUTHORITY AND RESPONSIBILITIES
A. A faculty or staff sponsor (Group Leader) is responsible for coordinating the
sponsored Student Group Travel. Examples of Student Group Travel include but
are not limited to, athletic competitions, band tours, choir tours, debate, and class
field trips.
B. Group Leaders are responsible for ensuring that:
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1. The trip itinerary, travel roster, and travel expenses are entered into the ISU
travel system.
2. The student contact information (including emergency contact information)
is updated before the trip takes place and kept in the authorizing department.
3. Student travelers obtain insurance for travel outside the United States through
the University’s authorized vendor. (Contact Office of Risk Management.)
4. A travel manifest is sent to the Travel Office before the group departs.
http://www.isu.edu/finserv/account/AIForms/TeamTravel.pdf
5. Liability and consent forms are signed by each student (Contact Office of
Risk Management.)
6. In accordance with the Jeanne Clery Disclosure of Campus Security Policy
and Campus Crime Statistics Act (Clery Act), travel information will be
provided to the Department of Public Safety (Public Safety) for any ISU
sponsored Student Group Travel that involves a stay of two (2) or more
nights in a hotel or other form of accommodation. The information required
is inclusive of all locations used by students during the trip (e.g., hotel,
classroom, training center), controlled by ISU during the trip (e.g., reserved
hotel rooms), and used to support educational purposes. The same
requirement applies to all ISU sponsored Student Group Travel of on (1)
night or more to the same location on an annual basis.
7. The Clery Act Student Travel form is completed upon the return from travel
and submitted to Public Safety. The form is available on the Public Safety
webpage at www.isu.edu/media/libraries/public-
safety/Clery_Act_Student_Travel_Form.pdf and can be emailed to
clery@isu.edu.
IV. DEFINITIONS
A. Student Group Travel is defined as pre-approved travel arranged by the
University for a group of two (2) or more students to accomplish a specific
University task or purpose. Student Group Travel may be paid for in full or in
part, directly or indirectly by the University; organized by the University with
participants or sponsors paying; organized by others and paid for by the
University; or supported by the University in the form of organization,
management, staffing, transportation, or space provision. Student Group Travel
may include transportation, lodging, activities, events, meals, tours, conferences,
meetings, etc. Student Group Travel must be conducted in full compliance with
University Business Travel ISUPP 2000.
B. Group Leader (GL). The GL is an ISU faculty or staff member selected by
student organizations as a travel advisor. Student organizations sponsoring
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extracurricular activities not directly related to an academic department selects
GLs from members of the ISU faculty and staff. The role and responsibilities of
the GLs are located at https://www.isu.edu/media/libraries/student-
organizations/Steps_2007.pdf.
C. Jeanne Clery Disclosure of Campus Security Policy and Campus Crime
Statistics Act (Clery Act)- The Clery Act requires all institutions of higher
education that receive Title IV funding (federal financial aid) to disclose certain
crime statistics on an annual and daily basis; and maintain specific policies,
procedures, and crime awareness programs to prevent and mitigate criminal
activity. Institutions of higher education must report all crimes that may have
occurred during institution sponsored student travel.
V. PROCEDURES TO IMPLEMENT
A. Travel Card
1. If the GL does not wish to use his/her personal credit card for Student Group
Travel expenses, a University travel card may be requested. This request
should be filed with the Travel Office at least four (4) weeks before the trip.
The travel card may be used for lodging, airfare, registration, meals,
transportation, tours, events, tournament fees, and entry fees.
2. If the GL chooses to put group meals on the travel card, the amounts must
conform to the federal per diem for the city they are traveling in. If the GL
provides meal money to the students, the amounts provided cannot exceed
the appropriate state defined per diem for meals. When meal money is
provided, the GL must complete a “Meal Money Sign-Off Sheet” signed by
each traveler, indicating the amount received for meals
(http://www.isu.edu/finserv/teform.shtml).
3. Reimbursement will be based upon the lesser of per diem, receipt amounts,
or the Meal Money Sign-off Sheet. Meal reimbursement must conform to the
requirements of the University Business Travel ISUPP 2000.
B. Travel Pre-Approval and Advance for Student Group Travel and Field Trips
1. Travel advances are allowed for expenses not eligible to be paid with the
travel card. A student group may request a travel advance by having the GL
submit a Travel Pre-Approval (PA) through the travel system All Student
Group Travel costs must be estimated on the authorization, whether it is
expected they will be paid with a travel car or by a third party. A travel
advance may be issued to the GL for 100% of meals and other expenses not
eligible to be paid with the travel card or by a third party. If the GL uses
his/her personal card, he/she is eligible to receive an advance for 100% of
approved travel costs.
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2. No later than the day of the trip, a travel manifest for Student Group Travel
must be emailed to travel@isu.edu or faxed to 208-282-4725.
C. Travel Reimbursement
All Student Group Travel expenses must be reimbursed and reconciled
through the ISU travel system. The GL is responsible for obtaining proper
receipts, providing a list of participants and making sure all information is
entered into the travel system. All receipts, Meal Money Sign-Off Sheets,
and the travel manifest must be electronically attached to the travel
reimbursement.
D. Use of University Vehicles for Student Group Travel
1. Prior to using a University vehicle, group travelers should review
Transportation Services Vehicle Use ISUPP 2310 located at
https://www.isu.edu/policy/facilities-and-operations/.
2. Drivers of University vehicles must hold a valid U.S. driver’s license and
must submit a Motor Vehicle Background Check Application and Release
and ISU Acceptable Vehicle Use Agreement located at
https://www.isu.edu/ogc/risk-management/.
3. When Student Group Travel includes non-enrolled students under eighteen
(18) years old, the GL shall refer to the Minors on Campus Policy ISUPP
10510 and complete its Event and Acknowledgement and Certification Form
located at https://www.isu.edu/policy/governancelegal/. Chaperones for
students under eighteen (18) must have a background check completed if one
has not been completed within three (3) years.
E. Student Group Travel with no Cost to University
Student Group Travel not involving University transportation or cost to the
department may be scheduled by the department chair at his/her discretion.
When a department recognized a trip as educationally beneficial for a group
of students, travel arrangements should be made according to the following
procedures:
1. Request for Approval- A list of all students participating in the trip must be
completed and submitted for approval by the responsible faculty/staff
member to his/her department. This list must be kept in the department in
case of an emergency.
2. Use of Private Vehicles- If private vehicles are used on the trip, the
responsible faculty member will determine that each driver has a current
driver’s license and the vehicle is insured with the minimum automobile
liability insurance required by the Idaho Code § 49-1229, which is
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$25,000/$50,000/$15,000. It is suggested that a copy of the vehicle owner’s
driver’s license and liability insurance card be kept on file by the department.
F. Athletic Team Travel
1. The Athletic Department must designate one coach from each team to be
responsible for the travel expenditures for the team. An individual travel card
will be issued in the designated coach’s name to be used to pay for hotels,
meals, and miscellaneous expenses related to team travel.
2. The coach must complete a Pre-Approval (PA) estimating the expenses of the
trip.
3. At the completion of the team travel, a travel reimbursement must be
completed and all travel card transactions reconciled in the travel system with
all receipts, meal money sign off forms, and travel manifest attached.
4. Advances are available for costs that cannot be charged to the travel card and
for meal money. Advance requests must be submitted to Accounts Payable at
least one (1) week before the advance is needed.
5. If meal money is provided to student athletes, a Meal Money Sign-off Sheet
must be signed by each athlete. This form, along with the travel manifest for
Student Group Travel, must be attached to the team travel reimbursement
request.
6. For team or group trips, there may be times an employee’s spouse
accompanies the team/group at his/her expense when air tickets are directly
billed to the department. Spousal travel must be approved by the
coach/advisor prior to making travel arrangements. The employee may
reserve the flight for his/her spouse with the travel agent at the same time as
the team/group, but must provide his/her personal credit card to cover the
cost of the ticket. If travel is by chartered bus, the employee or spouse must
pay the prorated cost of the spouse’s transportation. The employee must
include his/her spouse on the travel manifest for Student Group Travel.
7. International Travel All faculty, staff, and students who are going to travel
abroad must review the information at https://www.isu.edu/research/research-
support/research-outreach-and-compliance/export-control/foreign-travel-review-
process/ and complete the travel form as indicated, before the travel
authorization is submitted. Contact the Office for Research Outreach and
Compliance at 208-282-2618 with questions.
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PRESIDENTIAL CERTIFICATION
Date:
Approved by Kevin Satterlee
President, Idaho State University
Idaho State University
Clery Act Student Travel
This form is to be completed AFTER THE TRIP for any University-related overnight travel that
includes students such as athletics, academics, clubs/organizations, etc.
Travel Contact:
Name Title
Department Phone Email
This trip for an individual student or a group of students:
Individual student
Group name:
Group Leader:
**I understand that I am a Campus Security Authority (CSA) for this trip and must report
to Public Safety in a timely manner, any crimes brought to my attention.**
Travel Dates: Check-in date Check-out date
Lodging Facility Information:
Note: If student(s) stay(s) at more than one lodging facility, please complete a separate form for EACH facility.
Name
Street Address
City, State, Zip
Specific floor(s), room number(s), or unit number(s) occupied
Space rented besides lodging (i.e. classrooms, parking spaces, practice facilities, etc.)
Note: If student(s) use(s) more than one facility besides lodging, please complete a separate form for EACH facility.
Name
Street Address
City, State, Zip
Specific floor(s), room number(s), or unit number(s) occupied
This trip is:
a one-time trip repeated each semester/year other
If trip is repeated, student(s):
always stays at the exact same lodging facility uses various lodging facilities with each trip
Person submitting form:
Name Signature Date
Submit this completed form to: clery@isu.edu
For questions, contact the Clery Compliance Coordinator at (208) 282-2515
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