Planning a club trip
1. Create a detailed budget that includes the following:
a. Transportation costs including any airfare, busing, Uber, institutional vehicle use or personal car mileage costs
· If you are flying include the cost of getting to and from airports
· If you are renting a bus from a transportation company include the cost of a tip and the cost of lodging for the bus driver
· If you are traveling outside of the continental United States include the cost of travel for a CSB/SJU staff person required by institutional policy to accompany an international trip
b. Lodging costs including tax
The tax on lodging is typically not included in the room rate that is advertised on line. These taxes can be significant. You can find the tax rate on the hotel website.
c. Registration fees if you are attending a conference or competition
d. Ticket fees if you are attending a show or event
d. Food costs
e. Travel insurance
If you are traveling outside of the continental United States include the cost of travel insurance required by the Center for Global Education for international travelers.
Once you have completed your detailed budget, email Dylan Maanum to set up an appointment to go over trip details.
2. Secure all of the funding for your trip.
b. Clubs should instruct all travelers to deposit their share of hotel and travel costs into the club’s generated account and give the receipt from the deposit to the trip leader who will in turn give them to Dylan Maanum in Student Leadership & Engagement.
c. Contributions from departments can be transferred to the club’s generated club account be emailing the business office.
In the Case of Travel Expenses the CFB may only fund:
Up to 60% of the cost to rent a university van/car for the use of a student group.
Up to 60% of the cost of fueling the university van/car for the duration of the trip.
Up to 60% of the cost of other modes of transportation in situations where it is deemed cost-effective by the board.
Up to 60% of the cost of lodging/hotel fees for club affiliated attendees of approved conventions/conferences.
Up to 60% of the cost of the fuel for a non-university van/car.
Approved travel and lodging expenses not to exceed $8,000 per year.
In the event of a weather-related emergency or natural disaster, the CFB may fund 100% of unanticipated travel costs even if that causes total travel costs to exceed the $8,000 cap.
In the Case of Travel Expenses incurred during international travel the CFB may only fund:
Up to $300 per person toward the cost of lodging and travel.
Approved travel and lodging expenses not to exceed $6,400 per year.
In the event of a weather-related emergency or a natural disaster, the CFB may fund 100% of unanticipated travel costs even if that causes total travel costs to exceed the $6,400 cap.
The CFB may not fund:
The cost of food for any participant of an approved convention or conference, unless included in the cost of the conference or event.
Individual membership fees except when the payment of such fees reduces the overall cost of attending the conference.
If the funding you are requesting is for international travel (travel outside of the USA), you must comply with additional policies and procedures before you can receive institutional funding: http://www.csbsju.edu/global/find-an-education-abroad-program/other-opportunities-abroad/international-travel-registration
CSB/SJU does not guarantee funding or reimbursements for advisor's travel cost even though they are required by institutional policy for international trips.
3. Once all necessary funds are secured, club travel costs (hotel and airfare) will be paid by Dylan Maanum in Student Leadership & Engagement with an institutional credit card.
· Individual traveler contributions must be deposited into the club’s generated account before travel arrangements are made.
· Although travel costs can be paid with an institutional credit card, when traveling students are strongly advised to bring an additional form of payment -- such as a personal credit card -- in the event of an emergency or an unexpected financial issue.
4. Complete Travel Forms
There are two types of forms that must be completed before students travel. These forms must be completed whether you are traveling a short distance (simply to St. Cloud) or a long distance and whether you are using a personal vehicle, campus vehicles or vehicles rented from an outside company.
a. Click here to complete a Trip Notification Form. This form should be completed by the trip organizer and is used to keep track of travelers in the event of an emergency.
b. Each individual traveler must complete an online Trip Waiver Form. The submission of this form can be tracked by Forms Manager to insure authenticity; the form is only valid if submitted from your personal Outlook account. Do not submit this form from another user's account.
If your club hopes to use an institutional vehicle, reserve the vehicle by completing a Vehicle Reservation Form or by emailing firstname.lastname@example.org and copying email@example.com & firstname.lastname@example.org.
All club use of institutional vehicles must be authorized by Aaron Voth in Student Activities.
5. Keep all travel receipts and return them to Dylan Maanum, SJU, Mary Hall 025.
This includes gas receipts, Uber receipts, hotel folios and any other paperwork that verifies a travel expense. You can only be reimbursed for travel expenses if you provide actual receipts.
ü If you are hoping to be reimbursed for travel expenses, the reimbursement must be approved by the Co-Funding Board prior to travel or the reimbursement is not guaranteed.
ü If you hope to use a CSB/SJU Vehicle for your trip, please review the information at this link; Campus Vehicle Rentals. All club use of institutional vehicles must be authorized by Aaron Voth in Student Leadership & Engagement.
ü Only registered CSB/SJU students and current CSB/SJU community members are allowed to participate club trips.
ü All international trips require that a CSB/SJU faculty/staff advisor travel and stay with the students. The advisor's travel expenses should be considered part of the cost of the trip, and trip participants will have to include these expenses in their travel budget.