Student Government Travel Request Form
for Registered Student Organizations
Policies and Procedures
802.1
All uses of the Activity & Service Fee Budget shall be subject to and governed by the laws of the United
States of America, the State of Florida, the rules and regulations of the University of North Florida, the
UNF Board of Trustees, the Constitution and Statutes of the Student Government of the University of
North Florida, all applicable SG Policies and Procedures, and the Provisionary Language stated in the
current fiscal year budget.
802.2
The Activity & Service Fee Budget shall be expended by Student Government for lawful purposes to
benefit the student body, in general. It may support activities that reflect genuine student interest and
enhance the educational, social, cultural, and recreational interests of the University of North Florida
students.
802.5
Prohibited Expenditures/Use – Includes but are not limited to the following:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
Activities that solely benefit non-UNF students; such as materials, supplies, or resources
benefitting philanthropic organizations.
Construction, permanent structural improvements or remodeling unless approved by the Student
Senate or previously allocated for such purposes in the A&S Fee Budget.
Enrollment in courses, academic requirements, academic related projects, academic related trips,
required academic activities, except for test forms and testing booklets.
Alcoholic beverages.
Travel reimbursements, and event/program reimbursements above the amount actually expended.
Indirect travel expenses such as: excess baggage charge, valet service, and trailer hitches.
SG Scholarships (Funded with interest of the A&S fee only).
Entertainment that is not open to the student body, in general.
Automobile rental other than through approved travel reimbursement.
To purchase items that will be resold.
Activities for which an admission fee is charged for students except for Student Government
Sponsored concerts.
Monetary Prizes, Gift Certificates, or Raffles.
Prizes in excess of $25 dollars.
Personal Items
833.2
RSOs funded in part or in whole by SG shall be responsible for and shall comply with the SG Title VIII:
Finance Code.
833.3
RSOs shall not be allocated A&S Funds if the RSO does not comply with Chapter 803, is not recognized
by Club Alliance, or does not remain in good standing with Club Alliance.
833.9
Any RSO who has been placed on suspension by Club Alliance will lose access to their club funding until
the suspension is lifted. RSOs that are on suspension may not request funds from the Student Conference
Travel index or the Special Request index. Suspension shall not be lifted until issues related to the
suspension have been resolved.
833.10 Club Alliance funds may not be used for Travel Conference Registration, philanthropic events, or
academic/testing materials.
840.2
A properly completed Travel Request shall be submitted to the B&A Chair a minimum of five (5) weeks
prior to the event or travel date.
840.4
A properly completed Request Form shall consist of;
1.
Request Form including applicable standard questions, signed by the appropriate advisor, the club
president, the club treasurer, or Budget Director.
Student Government Travel Request Form
for Registered Student Organizations
2.
3.
4.
5.
6.
Total cost spreadsheet,
Official conference schedule/agenda/program, and
Official business price quotes for accommodations, transportation, and expenses.
List of students, N#’s, UNF email address, phone number and mailing address.
Statement of Travel Guidelines.
840.5
The SG B&A Chair shall review and sign the submitted request upon receiving written confirmation that
the club is in good standing with Club Alliance. During this time, the Chair must also obtain signatures
from the SG Treasurer or his/her designee, Senate Sponsor, and the SG Business Manager or his/her
designee. Once all necessary signatures have been collected, the B&A Chair shall time-stamp the request a
second time. This time stamp must occur no later than four (4) weeks prior to the travel date for a travel
request, and three (3) days prior to the next B&A meeting for a special request. Once all appropriate
signatures have been attained, no portion of the request can, or shall be altered unless required by the B&A
committee after being heard.
840.6
After the appropriate signatures have been obtained, the B&A Chair shall supply the request representative
with a copy of the completed request. In order to be heard, the request representative must submit at least
twenty (20) copies of the request by the beginning of the scheduled B&A committee hearing.
840.7
In order for the B&A Committee to hear a request, the requesting entity or individual must be sponsored by
a member of the Senate. That sponsor shall give a brief introduction of the presenter’s request and shall
then be seated in his/her assigned seat for both the B&A Committee and Senate Hearings.
840.8
In order for the B&A Committee and Senate hear a request for funding, both the Senate Sponsor, and at
least one representative from the entity submitting the request must attend the B&A Committee Meeting
and Senate Meeting at which the request is presented. The senate sponsor cannot, under any circumstances,
be the entity’s representative.
840.9
If the Senate votes to allocate funding in the form of either a Travel Request (through the B&A Committee)
or a Special Request (through the normal legislative process), the requesting entity shall meet with the SG
Accountant(s) within three (3) business days after legislation is approved. The meeting shall consist of an
explanation of the internal procedures and funding arrangements. Failure to do so shall result in loss of
funding. Notification of failure to meet with the SG Accountant(s) will be given to the B&A Chair by the
SG Business and Accounting Office. This funding will then be eligible for reallocation by the B&A
Committee.
840.10 If a request is heard by the B&A Committee and fails to pass, eight (8) Senators may sponsor the failed
request and forward the request to the Senate in the form of a bill on 2nd read. This bill is then subject to
the normal legislative process.
841.1
RSOs and currently enrolled A&S Fee-paying students may request funding for travel from the Student
Conference Travel Index.
841.2
Travel Requests fall under the jurisdiction of the B&A Committee and are not subject to full Senate
approval unless vetoed by the president or brought to the Senate floor as outlined in Title VIII Chapter
840.10.
841.3
Travel funds may be requested by RSOs and currently enrolled A&S Fee-paying students up to four (4)
times per Fiscal Year as follows:
A.
Individuals requesting travel funding are limited to a total of $500 per Fiscal Year and the Student
Government Senate may fund no more than two (2) individual students traveling to the same
conference.
Student Government Travel Request Form
for Registered Student Organizations
B.
C.
D.
E.
841.4
RSOs requesting travel funding are limited to a total of $2,500 per Fiscal Year, with a cap of $500
per student per trip.
No more than one (1) RSO may receive travel funding for the same conference per fiscal year.
Accommodations up to 100%. RSOs shall stay four to a room if possible.
If no motion is made on a request during a B&A Committee hearing, that failed presentation will
count as one of the presenters’ four (4) allowed requests for that fiscal year.
The legislative process for approving Travel requests shall be as follows:
A.
B.
C.
After being properly submitted and added to the B&A Meeting agenda, the request must receive a
two-thirds (2/3) approval vote of the committee to pass.
After passage, the request form shall be signed by the Senate President as a confirmation of
legislative action.
The Senate President shall then forward the request to the President for executive action as
prescribed by law.
a.
If the president vetoes the request, eight (8) Senators may sponsor the failed request and
forward it to the Senate. The Senate may then act on the request in the same manner as it
would a bill in accordance with Article II Section 8E.
841.5
Food associated with travel may not be requested.
841.6
All travel arrangements shall be made through the SG Business and Accounting Office, except for
reservations for accommodations.
841.7
All travel sponsored by A&S Fees must adhere to the University Travel Manual published by the
University’s Travel Office.
813.11 Receipts related to travels for reimbursements must be received in the SG Business and Accounting Office
no later than one (1) business day after travel according to university guidelines.
Student Government Travel Request Form
for Registered Student Organizations
Student Government Travel Request Flow Chart
Procedures:
1. Special Request Form Submitted
To the SG Budget and Allocations
Chairperson a minimum of five (5) weeks
prior to the event date
Approximate Time Schedule
1.
2.
3.
4.
Form Submission
- 1 wk.
Budget and Allocations - 1 wk.
President
- 1 wk.
Accountant
- 1 – 2 wks.
Should allow at least 4-5 weeks.
If Vetoed
2. SG Budget and Allocations
Committee Meeting
(Next scheduled meeting)
Must provide a presentation and twenty (20)
copies of the request for the committee
3. SG President
(Within five (5) business days after Budget
and Allocations Committee)
Passes or Vetoes
1.
2.
3.
4.
Procedures 1-3
Senate
President
Accountant
- 3 wks.
- 1 wk.
- 1 wk.
- 1-2 wks.
Should allow at least 6-7 weeks.
If Vetoed
SG Senate Meeting
(Next scheduled meeting)
Must provide a presentation of the request
for the senate
4. SG Accountant
(Within three (3) business days after approval of President)
Finalizes Travel Arrangements
5. SG Accountant
(Within one (1) business day of return)
Submit original travel receipts
Then Senate passes
with a 2/3 vote
Student Government Travel Request Form
DATE / TIME STAMP
for Registered Student Organizations
R.S.O. Name:
Contact Name:
Advisor Name:
Purpose
Phone:
Phone:
of Travel Request:
Workshop
Email:
Email:
Conference
Seminar
(REQUESTOR’S SIGNATURES)
DATE / TIME STAMP
Meeting
Competition
Requested Event:
Event Location:
Departure Date & Time:
Return Date & Time:
Total Amount Requested:
(SG SIGNATURES)
STAMP AFTER ALL
SIGNATURES OBTAINED
All Travel Requests must be submitted and have received all signatures a minimum of five (5) weeks prior to
the event date in order for the request to be heard by the Budget & Allocations Committee.
Complete and attach the following:
Student organizations must be in good standing with Club Alliance and have been officially registered
for at least one year to submit a Travel Request.
Attach line-item spreadsheet documenting total amount of the trip and total amount of the request.
Attach official conference schedule/agenda/program and other supporting documentation.
Attach official business price quotes for accommodations, transportation, and other expenditures.
Attach completed standard questionnaire with fundraising information.
Attach list with the names of all UNF students traveling, including UNF ID numbers, addresses, phone
numbers, and email addresses. Final list due to the SG Accountant at the time of Senate approval.
Failure to complete and attach the requested forms will negate the request.
Once reviewed by the SG Officials, the requesting organization will receive a copy of the properly completed
request. The requesting organization will be required to submit 20 copies of this form and all required attachments to
the Budget & Allocations Committee Chair prior the next scheduled Budget and Allocations Meeting.
To be completed by the Budget & Allocations Committee Chair (consider the following to be your official
notification of dates and times, which are subject to change):
Date and time of Budget & Allocations Committee hearing:
Date and time of Senate hearing (if approved by the Budget & Allocations Committee):
You will be notified by the Budget and Allocations Chairman if dates and/or times change.
By submitting this form, requestor assumes responsibility for this trip and affirms that all funding allocated by the
Student Senate will be used in compliance with the Student Government Finance Code (Title VIII of SG Statutes).
Club President’s Name
Date
_______________________________________________
Senate Sponsor’s Signature
Date
Club President’s Signature
Date
_______________________________________________
Budget & Allocations Committee Chair’s Signature Date
Club Treasurer’s Name
Date
Club Treasurer’s Signature
Date
Advisor’s Name
Date
Advisor’s Signature
Date
_______________________________________________
Student Government Treasurer’s Signature
Date
_______________________________________________
SG Business Manager Signature
Date
Any student with a disability who requires reasonable accommodations to participate in any program or activity funded by
Student Government must first be registered with the UNF Disability Resource Center. Written requests for reasonable
accommodations should be sent to the Director of the UNF Disability Resource Center.
(May 4th, 2012)
Student Government Travel Request Form
for Registered Student Organizations
Standard Questions for Travel Requests
1) Is the student organization currently registered and in good standing with Club Alliance?
For how long have you been a registered student organization?
2) Will all students requesting funding be enrolled in classes during the time of the event?
3) Will the students be receiving a grade or academic credit for attending this event?
4) How many students in the organization have attended this event before?
5) How will attending this event benefit the individual students attending the event?
6) How will attending this event benefit the UNF student body as a whole (what benefit will be
brought back to the UNF campus)?
7) Have you received any other sources of funding for this trip? If yes, what other sources has
this trip received funding from and how much was obtained?
8) Have there been any fundraising activities held? If yes, what fundraising activities have
been held and how much was raised?
9) Has SG funded travel to this event before? If yes, how much did SG provide in funding?
10) What will happen if SG only partially funds this request?
11) What will happen if SG does not fund this request at all?
Student Government Travel Request Form
for Registered Student Organizations
Travel Request Cost Break-Down Spreadsheet
UNF Student Government
Total Amount of the Trip
Total Amount of the Request
Registration:
Registration:
$ per student
# of students
$ per student
# of students
Total(R) $0.00
Total(R) $0.00
Lodging:
Lodging:
# of students
# of rooms
# of nights
$ per room per night
# of students
# of rooms
# of nights
$ per room per night
Total(L) $0.00
Transportation:
Vehicle Rental:
# of vehicles
$ per vehicle
Subtotal for rental
Fuel:
# of vehicles
# of miles per vehicle / 15 mpg
$ per gallon
Subtotal for fuel
Airfare:
$ per ticket
# of students
Subtotal for airfare
Total(T)
Total Cost of the Trip
Total(L) $0.00
$0.00
$0.00
Transportation:
Vehicle Rental:
# of vehicles
$ per vehicle
Subtotal for rental
Fuel:
# of vehicles
# of miles per vehicle / 15 mpg
$ per gallon
Subtotal for fuel
Airfare:
$ per ticket
# of students
Subtotal for airfare
Total(T)
$0.00
Total Cost of the Request
$0.00
$0.00
Fuel Calculation: (# of miles / 15 mpg) * $ per gallon = cost per vehicle
$0.00
$0.00
$0.00
$0.00
$0.00