Fill - Free fillable ISUPP 2390 STUDENT TRAVEL 1 (Idaho State University) PDF form

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IDAHO STATE UNIVERSITY

POLICIES AND PROCEDURES (ISUPP)

Student Travel

ISUPP 2390

POLICY INFORMATION

Policy Section: Finance

Policy Title: Student Travel

Responsible Executive (RE): Chief Financial Officer

Sponsoring Organization (SO): Controller’s Office

Dates: Effective Date: February 13, 2017

Revised: April 13, 2018

Annual Review: April 13, 2019

I. INTRODUCTION

Idaho State University (ISU or University) recognizes the educational value to students from

traveling on behalf of the institution and strives to facilitate such travel.

A payment for or reimbursement to a student for travel expenses may be either a business expense

or treated as a stipend or award (SA) payment depending on certain criteria. This policy provides

guidance to assist faculty, staff, and students in accurately determining the payment classification.

Properly documented business expenses are generally non-taxable payments or reimbursements.

However, SA payments may be taxable income to the student and may require withholding and

reporting if the student is a non-U.S. person.

II. POLICY STATEMENT

Students participating in travel officially sponsored by the University are required to comply

with this policy as well as other ISU and State of Idaho travel policies, rules, regulations, and

laws. Students traveling on behalf of the University must be enrolled at ISU for the term(s) 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. Student employees of ISU traveling for the benefit of the department in which they

are employed are required to process their pre-approval and expense reimbursement

through the University’s travel system and become familiar with the Travel Policy

found here: http://www.isu.edu/finserv/tepolicies.shtml.

B. Student travelers who are not ISU employees must file an approved paper travel

authorization and reimbursement form with Accounts Payable. The form is available

at http://isu.edu/finserv/teform.shtml. Receipts must be attached to the travel

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reimbursement request form and must meet the same requirements for receipts

detailed in University Business Travel ISUPP 2000.

C. Student travelers must complete the Clery Act Student Travel form upon the return

from travel and submit the form to Public Safety. The form is available on the Public

Safety webpage at https://www.isu.edu/media/libraries/public-

safety/Clery_Act_Student_Travel_Form.pdf and can be emailed to clery@isu.edu. In

accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus

Crime Statistics Act (Clery Act), travel information will be provided to public Safety

for any ISU sponsored student trip 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

education purposes. The same requirement applies to all ISU sponsored student trips

of one (1) night or more to the same location on an annual basis.

D. The account director (Approver) is responsible to ensure all travel forms (electronic

or paper) are completed properly and funds are available.

E. When the student returns from travel, the Approver is responsible for ensuring the

Clery Act Student Travel form is completed by the student and submitted to Public

Safety.

F. The responsible University Business Officer must verify the index to be charged and

review all travel forms for completeness and accuracy prior to approval.

G. The travel office has the final authority to make decisions on the taxability of student

reimbursements.

IV. DEFINITIONS

Jeanne Clery Disclosure of Campus Security 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. Reimbursements for students travel are not reportable to the Internal Revenue Service

(IRS) as income if the reimbursement meets any of the following criteria:

 Directly supports a faculty member’s project or research program

 Is related to presenting at a conference

 Is an integral part of the student’s degree work, or

 Is official University Business

B. Reimbursements to any student for travel which does not meet one of the criteria

above will be treated as taxable SA income and will be reported to the students and

the IRS on form 1099-MISC or form 1042S.

C. To certify the payment is official University business, the student must provide a

clear statement that documents the purpose of the travel.

D. Non-taxable Travel Reimbursement

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The student travel payment is generally considered to be a reimbursement

(nontaxable, not reportable) if:

1. The primary purpose and original intent is for the university to obtain useful

results from the project/research. For example, student travels to Costa Rica to

perform research, which happens to be the topic of her/his dissertation. The

University would perform research on this topic, regardless of the student’s

research; the University is the primary beneficiary.

2. Research is performed to fulfill University obligations to an outside entity.

3. Activity is required for a degree or credit or impacts the student’s grad. For

example, student travels to Texas to present at a conference where the

student’s name is published as a conference presenter/contributor. The

presentation is part of the student’s grad for a biology class.

4. Student is presenting at or actively participating in a conference or

competition on behalf of the University. For example, student travels to

Colorado to represent the University in a scholastic competition.

E. Taxable Travel Expense Reimbursement—The student travel payment is generally

considered to be a taxable and reportable award if:

1. Reimbursement is made for activities in which the University does not

actively participate or for research that is student led. The primary purpose

and original intent of the student’s project or research is to further the

student’s education or training. For example, student travels to Canada for

dissertation research which is not research the University would otherwise

conduct. The student dissertation is the primary purpose of the travel and the

student is the primary beneficiary.

2. The University obtains little or no benefit from the travel. For example,

student travels to a conference in Florida as an attendee and does not

present/contribute in an official capacity.

3. The student’s travel is performed to contribute to the development of the skills

needed in the student’s studies. For example, student travels to China for

Mandarin language training which will assist in language proficiency needed

for his/her degree. The travel is not a required part of the degree.

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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