Student Travel Packet The University's procedures for travel require considerable advance planning. Student organizations wishing to travel must

Transcription

1 The University's procedures for travel require considerable advance planning. Student organizations wishing to travel must complete the attached Student Travel Forms at least four weeks prior to making ANY travel related purchases for domestic travel and nine weeks for international travel. Any travel related purchases made without the required approvals will absolutely NOT be reimbursed. No travel requests will be processed without a completed travel packet. Clubs and organizations may provide funding for registration fees, transportation, lodging, meals (meals excluding the number of meals included as part of the registration fees), taxi, and reasonable miscellaneous expenses deemed necessary by the student organization and in accordance with University purchasing procedures. Organizations must have funding available in their account for all requested expenses prior to submitting travel forms. Travel Procedures 1. Complete all Student Travel Forms 1. All travel information and estimated expenses must be listed and attached to the forms. The following forms are considered part of the Student Travel Packet and must be submitted together. Student Travel Forms must be submitted to the Student Clubs and Greek Life Office. No travel will be processed unless the Student Travel Packet is fully completed. No partial/incomplete packets will be accepted! 2. Emergency Contact and Hold Harmless Agreement Form: All students traveling with the group must sign the Insurance and Liability wavier and provide emergency contact information. 3. Travel Itinerary: Attach all requested information, including estimated airfare, hotel accommodations, and a mandatory conference brochure, and any other related travel expenses to this form. 4. Additional Sources of Funding Form: Indicate if supporting funds from a department, organization, ect. will be used for the trip. 5. Attachments: Students need to provide estimate print outs of flights, rental cars, etc. As well as, brochure/website information for the reason of travel, or an academic statement of why the club is traveling. 6. International Travel: For further requirements and information on International Travel, please see the International Travel Information attached. All travel, including International Travel, requires the Student Travel Packet. 7. Travel Authorization Form: Paper Travel Authority Form (Paper AT) fill out, once reviewed by all university officials, this will give student organization a pre approval to pay for out of pocket expenses. You will be required to submit the TEMS Travel Authorization form (Online AT) and the Expense Report (ER) to be reimbursed for travel. 2. Attend the Mandatory Pre Travel Meeting After completed forms have been submitted, all members of the traveling group seeking reimbursements are required to attend a Pre Travel Meeting with the Leadership Coordinator and the Administrative Assistant from Student Clubs and Greek Life. Mandatory Pre Travel Meeting must happen at least four weeks prior to making ANY travel related purchases for domestic travel and nine weeks for international travel. Final details of the trip will be covered during this meeting. From here the Administrative Assistant will go over the Travel Expense Management System (TEMS) process. For more information on TEMS, please see FAQs attached. 3. Retain all Receipts from Travel Return all original receipts to the Student Clubs and Greek Life Office within 15 days of your return, as well as any conference daily schedule information, airfare tickets/boarding passes. A Travel Expense Report will be prepared in TEMS which you must review and submit for approval. You can expect to receive reimbursement by mail at least three weeks after submitting the Travel Expense Report in TEMS. Expenses not pre approved are the traveler s responsibility and will not be reimbursed. *Students and student organizations are responsible for ensuring that they and their guests comply with the Student Code of Conduct while on property owned or controlled by the University, or while at activities authorized by the University. Violations of the Student Code of Conduct are subject to University student judicial review process and disciplinary action by the University. While on travel status, students are prohibited from consuming, possessing, or being under the influence of alcohol or other illegal substances unless the individual has applied for and received a request for serving beer and wine from the Vice Chancellor for Student Affairs. For the purpose of this policy, travel status starts when students begin transporting themselves to the event and when they return to their original starting location. 1

2 Emergency Contact Information Traveler s Full Name: *Your name must be written above as it appears on your federal or state identification card or driver s license. Traveler s Organization Are you a citizen of the United States or Permanent Resident? Yes No Please Indicate: Male/Female Student ID Number: Birthday: Address: E mail Address: Phone Number: Emergency Contact Name: Relationship to Traveler: Phone Number: Travel and Hold Harmless Agreement In recognition of the value of broadening student educational, social, cultural, recreational, and leadership experiences and opportunities for personal growth, the University of Alaska (UA) will provide opportunities for the establishment of student organizations around common goals and objectives. Student organizations (Organizations) may include, but are not limited to, student government, student clubs, campus clubs, honor societies, sororities, fraternities, and student media. By recognizing an Organization, the UA does not assume responsibility for the Organization's actions or activities. Registration of an Organization does not imply endorsement by the UA of the Organization or its views, goals, or objectives, but rather reflects the UA's commitment, expressed in Regents' Policy C, to a campus environment supportive of free expression through reasoned discourse. Organizations registered with the UA agree to assume sole responsibility for their debts and contracts and to avoid any unauthorized representation that they are agents of the UA or that their views or actions are attributable to, or endorsed by, the UA. I acknowledge that there may be risks arising out of my participation in this Organization including certain risks which cannot be eliminated without destroying the unique character of the activities. The same elements that contribute to the unique character of the Organization s activities can be causes of loss or damage to me, my personal property, accidental injury, illness, or in extreme cases, permanent trauma, disability or death. In consideration of the opportunity to participate in this Organization, I acknowledge and assume all risks of participation, known and unknown, inherent or otherwise. My participation is purely voluntary, no one is forcing me to participate, and I elect to participate in spite of and with full knowledge of the risks. In addition, I release, discharge, and agree to defend and indemnify the UA, its agents, employees, trustees, officers, contractors and all other persons or entities associated with it (collectively referred to as "UA") from all claims and liability for any injury, loss or damage in any way connected with my participation in this Organization. This release includes injury, loss or damage claimed to be caused by the negligence of UA. I understand that in signing this document I surrender my right to make a claim or file a lawsuit against UA for personal injury or property damage, wrongful death, or otherwise, except in cases of intentional wrongs or the recklessness of UA. I have verified with my physician and other medical professionals that I have no past or current physical or psychological condition that might affect my participation in the Organization. I authorize UA to obtain or provide emergency hospitalization, surgical or other medical care for me. (Please check and sign) I and my parent(s) or guardian, if I am a minor, have read, understood and accepted the terms and conditions stated herein and acknowledge that this agreement shall be effective and binding upon myself, my heirs, assigns, personal representative and estate and all members of my family. Signature 2

3 The parent(s) or guardian must sign below if the participant is under 18 years of age. In consideration of UA's allowing participation in the Organization, the undersigned parent(s) or guardian agree on their own behalf to release UA from any claim the parent(s) or guardian may have because of injury or loss suffered by the participant, including injury or loss claimed to be caused by the negligence of UA. In addition, the parent(s) or guardian agree on their own behalf to protect and indemnify UA from any claim and related expenses and fees, brought at any time by the participant or by anyone on the participant's behalf, or by the estate of the participant, or by any member of the participant's family, or by another Organization participant, arising out of the participant's participation in the Organization. This indemnity includes claims of UA's negligence, but not its intentional wrongs or recklessness. Signature (Parent or Guardian) Printed Name (Parent or Guardian) 3

4 Travel Itinerary Form Attach all supporting information (i.e.: estimates, brochures, itinerary, ect.) to completed the Student Travel Packet. Complete a Travel Itinerary Form for each set of students traveling. If all students are traveling on the same itinerary, only one form is necessary. If students are traveling at different times and dates, complete a form for each itinerary. Purpose of Travel (You are required to attach copies of a brochure, information from website, or academic statement): Location of Travel: (City and Country) s of Travel: Are any students traveling on different dates than listed above? YES NO If yes, please list names of travelers and dates of travel: Method of Travel (Required: Please attach estimated flight/train/other itinerary reflecting price for each ticket): Total Airfare Cost: $ Are you planning on taking shuttles, taxis, or buses in addition to your above transportation? YES NO (Please describe additional transportation) Total of Other Transportation Cost: $ Are you expecting reimbursement for any of these costs? YES NO (Please attach any information regarding these costs) Total Transportation Cost: $ 4

5 Travel Itinerary Form Continued Hotel Accommodations (Required: Please attach estimate from location including name, address, telephone number): Number of days/nights at location: Number of rooms: Number of travelers per room: Price per room: $ Taxes and additional fees: $ Total Hotel Cost: $ Event Registration Fees (Required: Please attach additional information/estimates to reflect this fee(s)): Is lodging included in your event fee? Yes No Are meals included in your even fee? Yes No Are you requesting a per diem for meals not included? Yes No Total Registration Fee(s) per person: $ Total Registration Fee(s) Cost: $ Per Diem (To determine the maximum amount allowed for each state, visit and click on the Per Diem rates in the right hand column. Per diem is optional and UAA student organizations may elect to offer travelers less than the minimum rate.) Per Diem City, Country Name: Total Per Diem per day: $ Total Per Diem per person: $ Total Per Diem Cost: $ *Note: Per Diem for the first and last day of travel is calculated in 12 hour increments, midnight to noon and noon to midnight. Example, if the student club travelers are leaving the destination at 11:00 AM and will return to Anchorage at 6:00 PM that same day, they are entitled to a full day per diem of $60.00 (Anchorage, AK rate), minus any meals provided. UAA Travel Department uses the Anchorage per diem rate for the day they begin their travel back home. If they were to arrive in Anchorage after midnight, they would be eligible for another half day per diem of $30.00 Are there any other expenses associated with this travel? YES NO (Please attach any information/estimates regarding these expenses) Total Additional Costs: $ Total Travel Expenses: $ Are you receiving financial assistant from a UAA student club, organization, or department? YES NO Please complete the Sources of Funding Form and attach any financial commitment or scholarship letters. Total Approved by Club/Organization: $ 5

6 Sources of Funding Form If you plan to seek funding support from additional areas, such as the ones listed below, please contact them directly. If you have already received funding approval, please complete the shaded area (s). If special circumstances are attached to your funding (i.e.: can only be used towards airfare, ect.), please indicate this exception. If you are not seeking any reimbursement or no additional source of funding, please check the box below and initial: I will not be receiving funding from a UAA Club or organization, another department at UAA, or from an outside funding source. All travel related expenses will be personally paid by the student travelers. (Initials Here) Name of Club or Organization: Recognized UAA Club or Organization $ has been authorized by the above source. President/Treasurer (printed name) President/Treasurer Signature Adviser (printed name) Phone Number Phone Number Adviser Signature Student Travel Grant UAA department Internal UAA Funding Diversity Action Council Office of Undergraduate and Research $ has been authorized by the above mentioned source. Budget Authority (printed name) Phone Number Budget Authority Signature Name of source: External funding (non UAA) $ has been authorized by the above mentioned source. Contact Person (printed name) Phone Number Contact Person E mail Address Contact Person/Budget Authority Signature 6

7 UNIVERSITY OF ALASKA ANCHORAGE TRAVEL AUTHORIZATION FORM TA BY SIGNING BELOW, I, the traveler, understand that if renting a car I must obtain the most economical rate, that insurance costs will NOT be reimbursed, and anything larger than a midsize requires pre-approval. If requesting an advance, I understand that it must be cleared within 30 days or it may be withheld from my paycheck, and I must submit a Travel Expense Report within 15 days of return. Request Approval: (Traveler) Recommend Approval: ( Traveler's Supervisor/Dept. Head) Approved By: (Budget Authority) Approved By: ( Dean/Director if Out-Of-State ) : : : : Any revisions to name, date, location, or cost increases > $50.00, notify Travel Office. Original TA should be submitted with completed TER. UAA Travel Office Website: Revised 4/07 7

8 Frequently Asked Questions How far in advance do I need to turn in my travel packet? If you are traveling within the 50 United States, all paperwork must be submitted four weeks before your departure. If you are traveling internationally (including Canada, the Virgin Islands, Puerto Rico, and Guam), all paperwork must be submitted nine weeks before your departure. Additionally, requests for international travel must be accompanied by a letter of support from a staff or faculty member at UAA. For academically related travel, the letter should come from the Chair of the department or faculty member facilitating/supporting the trip. What is TEMS? The Travel Expense Management Systems (TEMS), is used to set up each traveler(s) or group travelers travel profile(s), to assign a delegate/first level approver (the Administrative Assistant) who creates the TA and adds the information of the trip (which the club provides first in the completed Student Travel Packet), it is also used to reimburse travelers faster (if any), request to have travel advances for trip (if requested), and it is also used to create the Travel Expense Report (TER/TR). The TER is when the traveler(s) are back from their trip and they have all receipts, including boarding passes from airfare/flights. The process of TEMS: The process of TEMS begins when the Administrative Assistant s the traveler(s) how to set up TEMS instructions. Once the traveler is done setting their profile up, they will let the Administrative Assistant know. From there the Administrate Assistant will begin adding the TA (Travel Authorization) information such as; Purpose of the Trip, traveler(s) information, and estimated travel related expenses. The Administrative Assistant will enter this information and submit to the traveler(s) for review. Once traveler(s) approve, it will be redirected to the required individuals to approve the travel before any traveler(s) have approved authorization to purchase any travel related expenses. Group Travel: Depending on the circumstances of the trip and where the location of the trip, or if travelers are seeking reimbursement, and if there are more than 2 travelers traveling, a group travel can be set up. The leader of the group will be the individual who will have access to set up a profile in TEMS. (Staff/Faculty Advisor of club or leader of group who is 18 years and older). International travel is not allowed for group travel. How long does it take for travel to be authorized? Student Travel Packets that are submitted within the necessary timeframe and include all required documentation will be processed within 2 business days. Final authorization for travel can take up to 2 4weeks. Once authorization has been given your primary contact will be notified. What if we have non UAA travelers in our group? If the non UAA travelers are receiving funding from a recognized UAA organization, department, grant, or other source they must complete all portions of the Student Travel Packet. Non UAA travelers receiving funds from a University source are accountable to all UAA travel policies and regulations. Recognized UAA sources providing funding to non UAA travelers are responsible for the actions of the non UAA traveler during the authorized travel. How do I buy an airline ticket, book a hotel, or pay for my event registration? Once the completed Student Travel Forms are submitted and approved, the Student Clubs and Greek Life Office can help you purchase these items. Any travel related purchases made before your trip has been approved will not be reimbursed by the club or organization. Purchasing airline or other travel related expenses before receiving travel authorization is at your own risk. Many travel expenses must be facilitated by the Student Clubs and Greek Life Office in order to ensure payment and reimbursement. There are several options that will make your travel plans go smoothly. 8

9 Frequently Asked Questions continued How do I pay for meals, transportation between the airport, hotel, ect.? A Travel Advance can be requested (minimum $100). If approved, the advance will be available approximately three days before the start of your travel and can be picked up at the University Center Cashiering window (be sure to have a picture ID with you). When the Travel Authorization (TA on TEMS) has been submitted, the traveler will have to click on the TA and ask for a travel advance, their advance from the organization s designated representative. Reimbursements may also be provided for these costs after the group has returned. How do I request a Travel Advance? If you are planning to request a travel advance you need to request this before approving your TA on the UA Travel Expense Management System (TEMS). Please see link on how to get that processed. Remember, you must have funds in your club s account for any travel advance and if all expenses are being paid by your club account. The Administrative Assistant of Student Clubs and Greek Life can research fund balance s for your club account or you can see what the club has on your club s UAA Life account. Travel Advance Instructions: files/travel/tem_advances.swf 9

10 International Travel Information (To be completed for International Travel Only) Requirements for International Travel: All International Travel needs pre approval from the Chancellor or Vice Chancellor of Student Affairs. Below outlines the information needed before travel is approved. If the following is not completed and partially turned in, it will not be accepted or reviewed, which delays the travel process and purchasing any expenses related to the travel. Requests for international travel must be accompanied by the following: 1. Student Travel Packet: For all travel, including international travel, all travelers need to complete the Student Travel Packet submitted with the following items listed below. (SCGL Office does not except partial or incomplete packets.) 2. A Letter of Support: Letter of Support from a club s staff or faculty advisor with UAA. 3. Export Control Form (Original Copy will only be accepted): This is required for travelers traveling with electronics (i.e., Laptops, Cell Phones, etc.) 4. Proof of Student Insurance: Students are responsible for purchasing their own insurance. These costs cannot be paid by the university or organization. Please visit this link for options of insurance Proof Vaccinations: Each traveler will need a copy of up to date vaccinations. Students can visit the CDC website for information on Vaccinations needed for the country they are traveling too Passport Copy: Each traveler will need a copy of their valid Passport (or Visa, if applicable). Students need to complete and returned all documentation together; the Student Travel Packet(s), Export Control Form(s), provide copies of Student Insurance, proof of vaccinations, copy of Passport(s), and a Letter of Support to the SCGL office. (No partial or incomplete packets will be reviewed or accepted, which delays the travel process and purchasing any travel related expenses). International Travel carries a higher risk and we want to make sure approvals are made for ALL travelers to ensure they have all the information completed and approved, so the travelers have a safe and successful trip. (Please check and sign below) I acknowledge the information regarding International Travel above. I understand that the Student Travel Packet, and all documents associated with International Travel requires review, and the required approvals before any traveling begins. As well as, not purchasing any travel related expenses until all information is provided and approved. Please sign and date below. Traveler Name Traveler Signature 10