Student Government

Travel Processing

A. Regulations require a "Student Government Travel Form" be completed by an organization prior to Student Government funded travel. No reimbursement will be provided for persons who do not have prior approval.

B. Travel can be funded only on a reimbursement basis after prior approval. Reimbursement is contingent on providing legitimate documentation and all receipts. Receipts must include a pamphlet, agenda, brochure, or similar documents. Expenditures for travel shall not exceed the amount of fully funding two organizational members. Contact the SG Finance Office if you have any questions about travel.

C. Travel under Special Request funding will be reimbursed on a 50% basis.

D. The Student Government Travel Form may be picked up at the SG Finance Office. Travel authorization forms must be turned in to the SG Finance Office at least three days before the travel. Fill out the Travel Form and return it to SG Finance along with appropriate documentation (list of travelers, their social security numbers and a brochure on the destination or event, if possible) for approval.

E. After the Travel Form has been approved, the group is allowed to travel. Upon return, turn in ALL receipts to the SG Finance Office. Once all expenditures have been approved, a reimbursement check will be issued for the prior approved amount.

F. If traveling in a group, one person will be in charge of all travel receipts and reimbursement money. Once the group returns from their trip, it is the responsibility of the group leader to turn in all receipts and other documentation to the SG Finance Office. All receipts must be turned in to the SG Finance Office within one month after the trip ends. One reimbursement check will be issued to the group leader. The group leader is responsible to provide reimbursement to those who traveled.

G. To assure group members timely reimbursement, group travel invoices should be received by the finance office within a month from the completion of travel. A letter of justification signed by the group’s advisor should support reimbursement requests that exceed a month from the completion of travel. Multiple reimbursement requests over a month may result in denial of organization travel.

H. Items NOT Reimbursable (unless money comes from external revenue):

  • Personal and/or business phone calls.
  • Meals
  • Room service
  • Loss or damage to personal items or hotel items, etc.
  • Taxi rides for personal soliciting or sightseeing
  • Gift shop items
  • Personal travel insurance
  • Car rental insurance options
  • Personal expenses
  • Mileage between home and official place of work
  • Fines for traffic violations
  • Movie rentals
  • Alcoholic beverages (NOT REIMBURSABLE EVEN FROM OUTSIDE REVENUE.)