Student Travel Procedures

Student Travel Authorizations

A university employee completes a spend authorization in Workday for student(s) who will be traveling without being accompanied by a university employee. The employee selects the Business Purpose Student Travel and then lists the name of the student(s) in the Justification box while completing the spend authorization. The spend authorization must be completed and authorized before travel takes place or any bookings can be made.

A university employee that will be acting as a group travel leader for a group of students traveling will complete the spend authorization for the group. An appropriate Business Purpose for the trip is selected on the spend authorization. A list of students traveling with the university employee should be noted in the Justification box or attached to the spend authorization as an attachment. The group leader or students will need to provide the spend authorization number to the travel agent when booking travel arrangements.

Risk Management will receive spend authorizations that include the use of personal vehicles as the primary mode of transportation for review and approval. Whenever students are using personal vehicles to travel an Assumption of Risk form should be attached to the spend authorization to assist in Risk Management's review process. Group travel leaders should also assess all proposed activities that will be held and reach out to Risk Management to discuss risky activities (for example, ATV rides, river rafting, rock climbing, etc.)

As some students have similar names, verifying the net ID or student ID is very important.

Student Expense Reports

Expense reports for students must be completed by someone with the Workday security role Expense Data Entry Specialist for Non-Worker. These employees will select Student as the type of non-worker on the expense report. As some students have similar names, verifying the student ID number is very important. Payments made from student expense reports will be sent electronically to the bank account established in the student's payment elections within Workday.