Students are encouraged to participate in academic and/or professional development activities. To promote student participation and make the travel reimbursement process clear, funds for student travel to national, regional, and/or local meetings and/or conferences will be awarded using the procedures outlined in this policy.   International travel is subject to the University's International Travel Policy. The University's International Travel Oversight Committee (ITOC) makes policy recommendations on and is the final approval body for all international travel involving students.

The Office of Campus Life, consisting of the Executive Assistant for Campus Life, will oversee the allocation and management of the Educational and Professional Development Fund for student travel. The EA will work collaboratively to establish an ad hoc Advisory Committee as needed to review the policy. The EA will also get feedback from student organization advisors about possible upcoming expenses before each school year.

The EA reports to the VP for Campus Life. Ultimately, the VP for Campus Life has final oversight of the Educational and Professional Development Fund.

A portion of the University’s annual operating budget is allocated to student travel. Funds allocated to student travel are kept in the Education and Professional Development Fund.  Roughly 1/3 of these funds will be reserved for spring semester travel.  This amount is variable and will be decided based on the previous year’s spending and the feedback received from the faculty advisors on expected travel for the upcoming year.  Each semester the funding will be awarded to students as it is requested.

a.  Students in good academic standing are not on academic probation.

b.  Students in good non-academic standing are not under probation, suspension, or expulsion, and have no violation of the student code within the past 12 months prior to the date of travel. 

2. Students must also be in good financial standing with the University at the time immediately prior to receiving reimbursement. When the business office receives notice that a student’s reimbursement is ready, they will apply the reimbursement amount against any charges currently on the student’s account, and once the student account is clear, any money remaining will be distributed to the student.  If the student’s account is clear, the reimbursement will be distributed to the student in full.

Students may be qualified to receive reimbursement for attendance and participation in meetings/conferences related professional development.

The following criteria must be met by a student in order to receive reimbursement. The student must:

a.    submit a completed Application for Travel Reimbursement (Appendix A) to the Office of Campus Life at least 30 days in advance of the anticipated travel date.

b.    acknowledge receipt of award and accept award.

c.    fulfill all obligations of attendance and participation at the meeting/conference as prescribed by the student organization involved, the faculty mentor/sponsor, and/or the Office of Campus Life.

d.    be a positive representative of the University and follow the University’s Student Code at all times while attending and participating in the meeting/conference.

e.    complete a Travel Expense Form (Appendix C), attach all travel-related itemized receipts, and submit to the Office of Campus Life within 10 business days after returning from the meeting/conference.  Failure to provide accurate documentation may delay your reimbursement.  If you are missing or have inaccurate documentation, we will request that via email.  If new or updated documentation is not submitted within 45 days post travel, your reimbursement will be forfeited.

f.    submit documentation of all funding from sources outside of the Office of Campus Life.

The tiers for reimbursement are listed in the table below:

Tiers for Reimbursement

Tier	Who Qualifies	Suggested Reimbursement Levels*
A	Participants who represent the University in student competitions held at a meeting or conference. Students serving on a regional or national committee requiring attendance at the meeting/conference Students that are running for a regional or national office (and complete the election process), for the meeting in which the election is taking place	Full reimbursement for advanced meeting/conference registration and approved travel expenses (see Policy Section VII)
B	Current elected officers or committee chairs/appointed positions of the specific organization for the given meeting Meeting delegate (if applicable) Students presenting research or giving invited presentations	Full reimbursement for advanced meeting/conference registration plus up to $500 for approved travel expenses (see Policy Section VII)
C	All other students Students attending virtual conferences (registration fee reimbursed only)	Full reimbursement for advanced  meeting/conference registration plus up to $250 for approved travel expenses (see Policy Section  VII)

VIII. Misuse or Abuse of the Student Travel Reimbursement Policy
Misuse or abuse of this policy will result in forfeiture of funding and possible ineligibility of future funding.  Depending on the severity of the infraction, the incident may be submitted to the conduct and/or professionalism board.  (e.g., falsification of documentation, misrepresentation of your actual expenses, student misconduct).

 

The student completes and submits an Application for Travel Reimbursement at least 30 days in advance of the anticipated travel date.

An online, fillable application form can be found on Campus Web under Student Forms—go to Campus Web to complete and submit an application. A hard copy application form is provided in Appendix A of this policy document to show the specific information needed to complete the online application form.

The Office of Campus Life will review the application, including verification of student eligibility. Student applicants who have been approved to receive travel reimbursement will be notified via email about the terms of the reimbursement and will receive a Student Travel Agreement & Assumption of Risk/General Release Form .

STEP 2: 

The student acknowledges receipt of travel award and accepts the award within 10 days. 

Students who do not accept the award within 10 business days will forfeit their travel reimbursement award.

STEP 3:  

The student attends the meeting/conference and complies fully with the terms articulated in this policy. The student keeps all travel-related, itemized receipts. 

The student completes and submits a Travel Expense Form within 10 days of returning from the meeting/conference along with all travel-related, itemized receipts.

For the Travel Expense Form with instructions, see appendix C. A hard copy expense form is provided in Appendix C of this policy document to show the specific information needed to complete the online expense form. Students who are approved will be emailed an electronic copy of this form to be filled out and returned via email. A copy is also available on Campus Web to download.
   
Students will be notified by the business office of when and where to pick up their reimbursement payment.

• If a student decides not to attend a meeting/conference, he/she must contact Office of Campus Life as soon as possible so that the money can be redistributed to other students.
• If a student will miss an in-class assessment due to travel, the student should follow the policies and procedures set forth for excused absences by their College.