Travel Expenses
Provided that clubs collect, and submit, sufficient documentation and comply with the Student Organization Travel Policy, the University will reimburse for club-related travel expenses. This includes both club member travel and approved guest/speaker travel. Please note that the University cannot pay for family members who travel with an individual or club on University business.
Required Travel Approval
Club travel must be registered and approved in advance, in accordance with the Student Organization Travel Policy. An individual student or club must complete and submit the Travel Registration Form to the Center for Leadership and Involvement no later than ten (10) business days before the scheduled trip. The travel form will be reviewed by the club’s advisor and must be approved by this individual before the trip can proceed. Expenses from trips that are not pre-approved will be ineligible for reimbursement regardless of funding available to the club.
Memo for Travel Expenses
The traveler will be required to complete a memo outlining the nature and details of the trip to be reimbursed. The memo should include:
- The date(s) of travel
- The destination of travel
- The purpose of travel
- That all expenses were for University business
- That the traveler will not seek reimbursement from any other source
- The amount to be reimbursed
If the individual seeking reimbursement is not same as the traveler, and the billing documentation does not show the name of the individual who is seeking reimbursement, a credit card statement will be required to verify that an individual other than the traveler paid for the expenses. Without this statement, reimbursement cannot be processed for an individual other than the listed traveler.
Airline Reimbursements
Clubs should make their own plane reservations upon receiving travel approval from the Associate Athletic Director for Recreation and Fitness via the required Travel Registration Form.
The Process: Pay for and complete air travel.
What to Submit: Clubs will need to submit the names of all travelers, date(s) of travel, destination(s) of travel, purpose of travel and one of the following options:
- If the traveler paid: Airline receipt showing flight details and proof of payment.
- If someone other than the traveler paid: Airline receipt in the traveler's name showing flight details and proof of payment and a credit card statement that shows the purchaser’s name and the charge.
If clubs do not have all of the documentation to support one of the above options they may not be able to be reimbursed.
Airline Reimbursement Documentation
Hotel Reimbursement
Clubs should make their own hotel arrangements upon receiving travel approval from the Associate Athletic Director for Recreation and Fitness via the required Travel Registration Form.
Club members are responsible for all expenses related to any non-reimbursable fees (e.g. in-room movies, phone charges, fitness center fees, etc.).
The Process: Pay for and complete hotel stay.
What to Submit: Clubs will need to submit the names of all individuals staying in the room(s), date(s) of stay, destination of stay, purpose of travel and one of the following options:
- If the traveler paid: Original itemized bill from the hotel with a $0 balance.
- If someone other than the traveler paid: Original itemized bill from the hotel with a $0 balance and the associated credit card/bank statement.
- Original hotel bill that does not reflect payment and a credit card statement to verify payment.
Expenses for food, telephone, or other services listed on the hotel bill cannot be reimbursed unless they are explicitly approved by the club advisor.
Hotel Reimbursement Documentation
Rental Vehicle Reimbursement
Clubs should make their own rental vehicle reservations upon receiving travel approval from the Associate Athletic Director for Recreation and Fitness via the required Travel Registration Form.
Do not pay for insurance on the rental car, it will not be reimbursed. Please refer to the Student Organization Travel Policy for information on how to get drivers approved by the University and covered under University insurance.
Students must be 21 years of age to rent a car for their club. Clubs may not rent 15-passenger vans. 12-passenger vans are the largest rental vehicles that may be rented/used and proper authorization must be received to drive these types of vehicles.
The University is able to issue a Purchase Order to Enterprise Rent-A-Car in Hyde Park, eliminating the need to pay out-of-pocket.
The Process: Pay for and complete rental car travel.
What to Submit: Clubs will need to submit the names of all individuals traveling, date(s) of travel, destination of travel, purpose of travel, and a copy of the rental car contract. If the contract does not reflect payment, a credit card/bank statement must also be attached.
Gas Expense Reimbursement
Clubs should make their own vehicle arrangements upon receiving travel approval from the Associate Athletic Director for Recreation and Fitness via the required Travel Registration Form. Please refer to the applicable Vehicle Policy for information on how to get drivers approved by the University and covered under University insurance.
What to Submit: Clubs will need to submit the names of all individuals traveling, date(s) of travel, destination of travel, purpose of travel, and, depending on the vehicle(s) used, one of the following:
- University Owned Vehicle (e.g. Department Van): Submit gas receipts.
- Rental Car: Submit gas receipts along with rental car contract even if the club/club member is not seeking reimbursement for the contract itself. Proof of the rental is required for a gas reimbursement.
- Personal Car: Gas for a personal vehicle is not reimbursed by cost. Travel in a personal vehicle is reimbursed by mileage. Submit a route map from a trip planner like Yahoo, Google Maps or MapQuest that shows the corresponding route and mileage. The mileage will be used with the applicable mileage rate for the date of travel to calculate reimbursement. The mileage rate is reviewed frequently and is updated as appropriate. The current mileage rate can be found here.
Note: Individuals may be eligible for coverage under the University's insurance policies at no cost when traveling in a rental vehicle. Find more information on the Vehicle Policy page.
Gas Reimbursement Documentation
Mileage Reimbursement Documentation
Tips to Avoid Travel Expense Pitfalls
- Travel expenses should be submitted separately from other expenses.
- Food expenses incurred during a trip count as travel expenses.
- All credit card statements used to verify travel must show the individual’s name.
- Insurance on rental cars is not reimbursable. Compliance with the Vehicle Policy will provide general coverage.
- Gas receipts should not be submitted for personal vehicle trips; instead mileage documentation must be submitted.
- After a Purchase Request has been submitted via Blueprint, the submitter will be emailed a travel memo for completion. A check cannot be requested until this memo has been completed/submitted, so please make sure to check email.
