Student Travel Procedures

Student Travel Pre-Approvals

A Student Travel Pre-Approval is completed by a university employee in the Chrome River system for a student who will be traveling without being accompanied by a university employee. The student will be selected from a list of students while completing the form. As some students have similar names, verifying the net ID or student ID is very important. The Pre-Approval must be completed and authorized before travel takes place or any bookings can be made.

A Group Pre-Approval is completed by a university employee that will be acting as the group travel leader. A list of students traveling with the university employee should be attached to the Pre-Approval as an attachment or their names entered in the Business Purpose in Chrome River. Students provide the Pre Approval number to the travel agent when booking travel arrangements.

If a group of students are traveling together without being accompanied by a university employee, a separate Pre-Approval must be completed for each student. Students provide their Pre-Approval number to the travel agent when booking travel arrangements.

Risk Management will receive the Student Pre-Approval in Chrome River for review and approval when the following are noted:

1. Not using commercial carrier transportation (plane, bus, train, tax/cab, subway, etc.)
2. Using or riding in a personal vehicle
3. Driving more than ten hours in a twenty-four hour period
4. Any combination of working, studying, attending class, or other activities will exceed fourteen hours in a twenty-four hour period (Note: driving between the hours of 12:00 a.m. and 6:00 a.m. is not permitted unless within fifty miles of the destination).

In such cases an Assumption of Risk form should be attached to the Pre-Approval

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.)

Student Travel Expense Reports

Expense reports for student travel need to be entered under the same employee's Chrome River account that the Pre-Approval was submitted under. The Pre-Approval should be attached to the Expense Report.

Last updated: August 13, 2021