STUDENT & GROUP TRAVEL

 

State funds cannot be used to pay travel expenses of students incurred in attending meetings or conferences.  Neither can such funds be used to pay travel expenses of an employee of the University if the only justification is that of accompanying or sponsoring students or in furnishing transportation for them.

 

Department Approval

 

Regardless of the types of travel, proposals for student travel must:

  1. Acquire approval by the Department head/Director prior to making any travel arrangements

    and

  1. Comply with the same dollar amount limits set for TWU employees

 

Individual Student Travel

 

This applies to students traveling individually (as opposed to group travel) to attend conferences or symposiums.

All receipts showing proof of payment must be attached to a Check Request form supporting the reimbursement expense.  Do not use the Travel Voucher form for students.  Travel advances are not allowed.  If direct billing any expense, a separate Purchase Order is required payable to each vendor and the invoice referencing that Purchase Order must be submitted to the Controller’s Office for payments.  The following information must be included in the Purchase Order:

  1. Name of traveler

  2. Place and reason for travel
  3. Travel dates
  4. Status:  Student travel
  5. Use object code 7199 for non-grant related funds and 8403 for grant funded. 

Group Travel

 

This applies to students traveling as a group to attend an event.

 

Each department must establish separate procedures with the Controller’s Office.  A designated TWU employee must be established as the responsible party.  Funds may be advanced based on an estimate of expenses by a Check Request.  All receipts are required and should be submitted to the Controller’s Office to reconcile the advance.  If direct billing any expense, a separate Purchase Order is required payable to each vendor and the invoice referencing that Purchase Order must be submitted to the Controller’s Office for payment.  The following information must be included in the Purchase Order:

  1. Name of traveler

  2. Place and reason for travel
  3. Travel dates
  4. Status:  Student travel
  5. Use object code 7199 for non-grant related funds or 8403 if grant funded

Dual Status

 

If students are also employees of TWU, then the purpose of the trip will determine if the individual should follow reimbursement guidelines set for employees or for students.