Student Organizations Academy 2015
OFF-CAMPUS TRAVEL:
PLANNING YOUR TRIPS
2:00-2:55pm
Leah Busam Klenowski
Senior Director for Student Affairs
Office of Student Involvement
OFF-CAMPUS TRAVEL:
ROAD MAP
Rules of the Road = Xavier Policies
Road Permits = Xavier Procedures & Forms
Tips & Best Practices = Budgeting & More
OFF-CAMPUS TRAVEL:
RULES OF THE ROAD
 Policies & Guidelines
 Student Domestic Travel Policy (Office of Student Involvement)
 Student International Travel Policy (Center for International Ed)
 Trip and Travel Guidelines (Risk Management)
 Student Domestic Travel Risk Matrix (Office of Student Involvement)
OFF-CAMPUS TRAVEL:
RULES OF THE ROAD
 Travel Defined
 Enrolled Undergraduate and Graduate Students
 Beyond 20 miles of Xavier OR including an overnight stay
 Includes:
 Travel organized or sponsored by a registered student
organization or department
 Travel required for a team or group
 Travel required for a course or class
 Fully or partially funded by Xavier University
 Uses the Xavier University name
OFF-CAMPUS TRAVEL:
RULES OF THE ROAD
 Does Not Include:
 Travel to events as a spectator, unless sponsored by the
university or student organization
 Travel as part of student-teaching, internships, practicums,
observations or research, unless the research is organized by a
member of the faculty
 NCAA student athletics travel (NCAA rules and regulations)
 Student international travel (International Travel Policy)
 Personal student travel
 To and from a student’s home
 Non-university sponsored holiday or break trips
OFF-CAMPUS TRAVEL:
RULES OF THE ROAD
 Chaperones
 Overnight Trips = USUALLY REQUIRED
 Day Trips = SOMETIMES REQUIRED
 Encouraged where possible
 Required if activity is high risk (i.e. rafting, club sport)
 Designated faculty or staff member must be available by phone
 Student Domestic Travel Risk Matrix
OFF-CAMPUS TRAVEL:
RULES OF THE ROAD
 Chaperones
 Full time Xavier employees (faculty or staff)
 Preferred: Student organization advisor
 Possible Exemptions (by request only):
 Part-time employees or coaches
 Graduate assistants or interns
 Volunteer advisors (this is a specially designated role)
 Not acceptable:
 Parent or other student relative
 Graduate student (not serving in a paid position with Xavier)
OFF-CAMPUS TRAVEL:
RULES OF THE ROAD
 Compliance with University Policies
 Student Handbook: all expectations and policies apply
 Alcohol & Other Drugs Policy:

“The consumption of alcohol is not permitted when students travel as part of a
University event or organization, regardless of the students’ legal drinking age.
Students are prohibited from bringing alcoholic beverages to those functions and will
be subject to conduct proceedings should a violation occur.”
 Accounts Payable Policies:
 Must be an approved trip in order to use student organization funding
 Expenses won’t be reimbursed if the trip was not pre-approved
 Trip expenses must comply with all applicable policies (no alcohol, etc.)
OFF-CAMPUS TRAVEL:
ROAD PERMITS
 Student Domestic Travel Itinerary (OrgSync)
 Submit no less than 10 days prior to travel
 Departure times and locations for each leg of the trip
 Transportation related information
 Airline info and flight schedules
 Bus company
 Names of drivers
 Place(s) of lodging, phone number, address, duration of stay
 Trip participants, names, banner IDs, emergency contact
 Chaperone information
 Must be approved by trip chaperone
 Receive official authorization from Office of Student Involvement
OFF-CAMPUS TRAVEL:
ROAD PERMITS
 Participant Waiver and Release Forms
 Each participant (or parent if participant is under 18 years)
must sign the appropriate waiver and release form
 Waiver and Release Matrix
 Take the original forms on the trip
 Provide a copy of the forms to Xavier Police prior to
departure
OFF-CAMPUS TRAVEL:
ROAD PERMITS
 Health Insurance & Medical Authorization Forms
 All participants are required to have health insurance
 Submit appropriate medical authorization form (see matrix)
 Include copy of front and back of insurance card
 Take the original forms on the trip
 Provide a copy of the forms to Xavier Police prior to departure
OFF-CAMPUS TRAVEL:
ROAD PERMITS
 Transportation Policies
 Personal Vehicles:
 Xavier does not provide coverage for personal vehicles
 Students driving their own vehicles are entirely dependent upon
their personal insurance
 Short Term Rentals:
 Must be rented under the name of Xavier University
 Renters should do not purchase comprehensive and collision
insurance provided by the rental agency
 Bus or Motor Coach Rental:
 Request a Certificate of Insurance naming Xavier University as
additional insured relative to dates of travel
 File a copy in the office of Risk Management & Insurance
OFF-CAMPUS TRAVEL:
ROAD PERMITS
 Transportation Policies
 Drivers must be at least 21 years of age and complete a driver
authorization form at Risk Management & Insurance website
 Drivers must agree to university driving policies stated in
Vehicle Use Policy
 Drivers of 12 or 15 passenger vans must complete additional
mandatory requirements if driving as stated in Van Driver
Mandatory Safety Training Policy
 Drivers should carry of proof of insurance card, available
through the Office of Risk Management & Insurance
OFF-CAMPUS TRAVEL:
ROAD PERMITS
 Incident Reporting
 Report any safety or conduct related incidents to the appropriate
campus authority as soon as possible
 Safety Related: Ken Grossman
 Insurance Related: Mary Beth Townsley
 Conduct Related: Jean Griffin
 Sex Discrimination Related: Kate Lawson
 Gather thorough notes and pictures where appropriate
 Incident reporting form coming soon
OFF-CAMPUS TRAVEL:
TIPS & BEST PRACTICES
 Designate a TRIP ORGANIZER
 Submits and tracks travel forms, including itinerary and contact
information for each traveler
 Arranges a pre-travel meeting with to review emergency procedures
 Submits any necessary follow-up reports or incident documentation
 Carries emergency contact information, proof of medical insurance
coverage, and the authorization for emergency medical treatment
for each participant.
 Identify an ON-CAMPUS CONTACT
 Available via phone for duration of travel
 Knowledgeable about trip details and traveler information
OFF-CAMPUS TRAVEL:
TIPS & BEST PRACTICES
 Manage your BUDGET
 Create a detailed budget for your trip
 Leave plenty of time for planning
 Apply for funding from Student Organization Resource Fund
 Will not fund same trip within a two-year period
 Will fund:
 Airfare up to $300/traveler
 Busing, car rental, taxi, or public transportation
 Mileage reimbursement ($.55 up to 250 miles)
 Conference registration up to $75/person
 Hotels up to $55/night/person
 Meals based upon federal per diem at www.gsa.gov/perdiem
OFF-CAMPUS TRAVEL:
TIPS & BEST PRACTICES
 PAYING the BILLS
 Hotel rooms, airfare, rental car = P-CARD
 advisor’s p-card (if they have one)
 OSI p-card (if advisor does not have one)
 contact Crystal Guffey to set a time
 plan to be in the OSI to make the travel arrangements
 Bus = PURCHASE ORDER
 make a reservation with our preferred vendor – FIRST STUDENT
 then Contact Crystal Guffey to complete a purchase order
OFF-CAMPUS TRAVEL:
TIPS & BEST PRACTICES
 PAYING the BILLS
 Rental Car = CHECK REQUEST (if Enterprise)

make a reservation with Enterprise

get an invoice and pay with a check after the trip
 Registration fees, deposits = CHECK REQUEST

make the necessary reservations

request an invoice and pay with a check
 Mileage = CHECK REQUEST or STUDENT CASH REIMBURSEMENT

if driving a personal vehicle, track the mileage to and from

can be reimbursed for miles driven rather than gas
OFF-CAMPUS TRAVEL:
TIPS & BEST PRACTICES
 PAYING the BILLS
 Food, parking, taxis, etc =
 OPTION 1: STUDENT CASH REIMBURSMENT
 Spend from your personal funds
 Keep all receipts
 Submit a cash reimbursement (if less than $300) or check request
(if more than $300)
 OPTION 2: STUDENT CASH ADVANCE
 Complete a cash advance for up to $300
 Use the cash on the trip and keep all receipts
 Submit a CASH RECEIPT with any remaining funds
OFF-CAMPUS TRAVEL:
TIPS & BEST PRACTICES
 Establish GROUP EXPECTATIONS
 Pre-travel meetings – departure times, attire, behavior expectations
 Set check-in times and locations
 Start of Day
 End of Day
 Post trip debrief
 Share LEARNING OPPORTUNITIES
 Divide and conquer sessions
 Create a space to report back on learning
OFF-CAMPUS TRAVEL:
TIPS & BEST PRACTICES
 Explore your TRAVEL DESTINATION
 Allow time for site-seeing
 Use the trip to experience something special about your
destination
OFF-CAMPUS TRAVEL:
DESTINATION
Questions??
Leah Busam Klenowski
busamla@xavier.edu
513-745-4879