Policies and Procedures Manual

Chapter 3: Student Affairs

03:08:00   Guidelines for Student Travel
  1. Students traveling on behalf of Northeast State Community College and/or sanctioned student organizations must be accompanied by the faculty sponsor or designated College personnel unless approved by the President or his or her designee. 
  2. All student travel forms are processed through the appropriate division office. Travel arrangements made by anyone other than the appropriate College personnel will not be accepted.
  3. Student travel must be submitted to the appropriate division office by the faculty sponsor or designated College personnel at least three (3) weeks in advance of the anticipated trip. The following forms must be completed and submitted as required: the Northeast State Authorization for Official Travel, Request for Field Trip, Student Travel Absence, Student Driver Release for Campus Activity, and Release Form for Participation in Campus Activity (Hold Harmless). The student’s student identification number must be on all forms.
  4. Once the travel authorization and other required forms are prepared, the faculty sponsor or designated College personnel is responsible for notifying students and securing student signatures. Completed forms must be returned to the appropriate division office for approval. Travel forms are then routed to the supervising vice president’s office. The approval of the Vice President for Student Affairs is required when student activity fee funds are used to pay any costs associated with the travel.
  5. Authorization for travel by a student, regardless of the destination, requires approval by the President or his or her designee.
  6. A Travel Claim form must be completed after the student returns from the trip. All receipts must be submitted with the approved travel claim.
  7. Additional travel forms may be required. Specific uses and guidelines associated with some of these forms are listed below:
    1. Request for Field Trip. Used if there is no money requested for the trip. Faculty members desiring to take students on field trips must plan well in advance and coordinate the planning with the appropriate academic dean.
      1. Field trips must not be scheduled for the first or last week of the semester. Field trips for more than two instructional days generally are not approved.
      2. All field trips must be approved by the President or his/her designee at least one (1) week in advance of the planned trip. The appropriate academic dean and supervising vice president approve all field trip request forms. The President approves the travel if the field trip is out-of-state.
      3. Faculty members must follow travel procedures that apply to employees of the College and must submit a travel authorization through the appropriate academic dean to the supervising vice president.
      4. The Request for Field Trip form must list the students who will accompany the faculty member. The times that the students will be away from campus must be included with the faculty member’s travel authorization when submitted for approval.
      5. College transportation may be used for field trips when approval is secured in advance. College vehicles are reserved through Plant Operations and must be returned to that location. If returning to the campus after normal work hours, keys to vehicles must be returned to the Northeast State Police Department and given to the officer on duty. A mileage rate per mile will be charged to the department or student organization.
    2. Release Form for Participation in Campus Activity (Hold Harmless). Each student on an authorized trip must complete the Release Form for Participation in Campus Activity, a waiver of liability and hold harmless agreement. Students 18 years of age or older can sign the form. If the student is under 18 years of age, the form must be signed by a parent/guardian. The form must be witnessed by the faculty sponsor or designated College personnel.
    3. Student Driver Release for Campus Activity. Students authorized to drive their personal vehicles on trips who volunteer to serve as a student driver carrying additional passengers must sign the Student Driver Release for Campus Activity form.
    4. Student Travel Absence. In order to have participating students excused from their classes, a Student Travel Absence form must be sent to the Vice President for Academic Affairs listing the students’ names, dates and times of absence, and the course and section numbers of the class taking the trip.
      1. This form must include the names of the instructors of the classes that the students will be missing in order for notification to be sent to those instructors.
      2. Students on such authorized trips must not be the objects of reprisal from other faculty for the classes they miss and will be permitted to make up work missed while they were away from campus.
    5. Student Travel Advance. Students may be provided with a 100% travel advance at the request of the faculty sponsor or designated College personnel. The student travel authorizations must indicate the travel advance and be submitted in a timely manner.
    6. Authorization for Student Travel Advance. Students are responsible for picking up their approved travel advance checks from the Business Office. The student must sign an Authorization for Student Travel Advance form before the check is released. This form is completed at the time the check is processed. Students are responsible for returning all receipts and any unused travel advance to the Business Office.
  8. Transportation. Designated College personnel will make all reservations for transportation vehicles (car/van rentals, airline tickets, etc.).
    1. Vehicle Rentals. Vehicles must be rented in the faculty sponsor or designated College personnel’s name. Only employees of the College who have received prior approval for the travel are permitted to drive leased vehicles. Students are not permitted to drive leased vehicles.
      1. The College does not pay for rental insurance. Insurance coverage on rental vehicles is not a reimbursable item.
      2. Claims relating to accidents negligently caused by state employees acting within the scope of their employment and state law are covered by the state. The employee is covered by the state only if in route according to the travel authorization. Liability coverage for state employees is a matter under the purview of the Tennessee Claims Commission.
    2. Payment for Gas. Gas tanks are required to be filled according to the specific rental policy before return of the rental vehicles to the rental company. Faculty sponsors or designated College personnel may obtain payment for gas for rental vehicles by one of the following methods:
      1. Pre-Paid Check. If paying for gas out of a student organization’s club account, a Request for Funds or Payment from Student Organization Club Accounts form must be completed. This form must be submitted to Accounts Payable on or before 2:00 p.m. on a Monday or Wednesday. Checks will be printed and available for the employee to pick up on a Tuesday or Thursday. Checks will be issued only if there are sufficient funds in the club account to cover the requested amount. All receipts for gas purchases must be submitted to the Business Office upon return from the trip.
      2. Reimbursement. Payment for gas out of pocket may be reimbursed by completing a Request for Funds or Payment from Student Organization Club Accounts form and attaching all receipts for gas purchases. The form and receipts must be submitted to Accounts Payable. Checks will be issued only if there are sufficient funds in the club account to cover the requested amount.
    3. Airline Reservations. Airline reservations may be made through the contracted travel agent for the College. All other methods used to make airline reservations must be approved in advance by the appropriate approval authority.
  9. Lodging. There are four ways faculty sponsors or designated College personnel may obtain and disburse payment for lodging:
    1. Reimbursement. Charges for lodging may be placed on a personal credit card. Room reservations and receipts must reflect the cardholder’s name. A receipt marked paid in full with a zero balance must be submitted with the travel claim.
    2. Pre-Paid Check. The faculty sponsor or designated College personnel may request a 100% advance for the lodging expenses of all persons going on the trip. All necessary information from the lodging source including the exact room rate, tax rate, and any extra charges that may not ordinarily be quoted, as well as the request for a travel advance for lodging, must be indicated on the travel authorization.
      1. An invoice from the lodging source must be attached to the travel authorization. Form W-9 Request for Taxpayer Identification Number and Certification may be required if the lodging source is not considered a previous vendor of the College.
      2. Receipts marked paid in full with zero balances must be obtained from the lodging source at the time of check out and attached to the travel claim. Receipt of the travel advance and the total amount of the pre-payment must be indicated on the travel claim of the faculty sponsor or designated College personnel upon return from the trip.
    3. Direct Payment. Direct payment to the lodging source may be requested on the travel authorization. The faculty sponsor or designated College personnel must attach documentation to the travel authorization from the lodging source indicating room rate, tax rate, and any extra charges that may not ordinarily be quoted.
      1. An invoice from the lodging source must be attached to the travel authorization. Form W-9 Request for Taxpayer Identification Number and Certification may be required if the lodging source is not considered a previous vendor of the College.
      2. Receipts marked paid in full with zero balances must be obtained from the lodging source at the time of check out and attached to the travel claim. The faculty sponsor or designated College personnel’s travel claim must indicate that the lodging expense was paid directly to the lodging source.
    4. Student Advance. Students may receive a 100% travel advance for lodging. The faculty sponsor or designated College personnel must obtain all information from the lodging source including the exact room rate, tax rate, and any extra charges that may not ordinarily be quoted. The request for a student travel advance must be indicated on the student’s travel authorization and be submitted in a timely manner.
      1. An invoice from the lodging source must be attached to the travel authorization. Form W-9 Request for Taxpayer Identification Number and Certification may be required if the lodging source is not considered a previous vendor of the College.
      2. Receipts marked paid in full with zero balances must be obtained from the lodging source at the time of check out and attached to the student’s travel claim. Receipt of the travel advance and the total amount of the pre-payment must be indicated on the student travel claim upon return from the trip. Students are responsible for returning any unused travel advance to the Business Office.
  10. Expense for lodging with multiple persons in a room may be indicated on the travel authorization and travel claim of the person designated responsible for the room receipt. Reservations must be made under the faculty sponsor or designated College personnel’s name only.
    1. A list of room assignments indicating who will be staying in each room and who is responsible for the room receipt must be submitted with the faculty sponsor or designated College personnel’s travel authorization.
    2. Receipts marked paid in full with zero balances must be obtained from the lodging source at the time of check out for each individual responsible for a room receipt and attached to the travel claims.
  11. If pre-paid expenses or lodging/activity reservations are involved and a student decides not to go on an approved trip, the faculty sponsor or designated College personnel must contact Accounts Payable and the appropriate Student Life office (if applicable) by email or memo.
    1. The sponsor must ensure that any travel advancement is returned to the Business Office.
    2. The sponsor must initiate a refund for registration fees according to specific conference policy. Accounts Payable personnel may assist the sponsor when necessary.
  12. After completion of the travel, all relevant original receipts (airline, rental, lodging, etc.) must be collected by the faculty sponsor or designated College personnel and turned in to the appropriate division office with the Travel Claim form no later than one (1) week after the trip. All travel claims reflecting use of student activity funds for any travel expense must be processed through the appropriate Student Life office.
  13. Copies of all receipts related to travel expenses must be kept on file by the faculty sponsor or designated College personnel until the travel claim and/or reimbursement process is complete.

 



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Divisional Review Responsibilities Checklist: Student Affairs

Revision History: April 2014