Fill - Free fillable ISUPP 2380 STUDENT GROUP TRAVEL (Idaho State University) PDF form

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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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