Travel

To be considered for funding for travel, you will need to submit a Travel Request in Involved@SU. Forms can be found on Involved@SU in your organization’s portal under the finance tab.

This request should be extremely detailed, and all supporting documents should be uploaded to the request. This request needs to be submitted and be at the ‘Appropriations’ stage at a minimum of 4 weeks prior to your travel date.

Supporting Documents to upload include:

• Invoices
• Registrations
• Hotel Prices
• Airline Prices
• Tolls, Parking, Taxi, Shuttle

How to submit a Travel Request (Video)

When your Travel Request is at the ‘Appropriations’ stage, you are required to attend a funding meeting to discuss the details of your travel request. In this meeting, you will present your Travel Request and discuss all of the details of your trip. It is important that you are prepared to answer any questions regarding your trip. After your funding meeting is held, you will receive a funding decision email from the Finance Board. This email will show what is approved for funding and the amount of funding received. You will receive a follow-up email from Susie West with instructions, deadlines, and paperwork to be completed PRIOR to making any travel arrangement. 

You will be required to complete Pre-Travel paperwork. No payments will be made until paperwork is complete.

The Pre-Travel Paperwork include:

• Request to Travel Form (Out of State Travel form for travel outside of MD or DC)
• Every traveler (including the Advisor and/or chaperone) MUST complete a Request for Travel Form
  • No fields should be left blank
  • Individual Estimated Costs
    • These should be the individual’s cost for travel
      • (I.e. One fourth of a hotel room that accommodates four guests)
    • You cannot be reimbursed for any expenses that you incurred during travel if you did not have them listed on your Request for Travel form
    • Reimbursement cannot exceed the amount on your form
  • Forms must be completed electronically 
  • Handwritten forms will not be acceptable
  • Print forms, sign and have the advisor sign the travel form
• ALL forms come to the Administrative Assistant in the Center for Student Involvement & Leadership (GSU 133) for review and processing
• No conference registration, hotel registrations, motor pool reservations or any other type of arrangement may be made until these forms are completed.
• Travel arrangements will be made by appointment with the CSIL Administrative Assistant.
• All student travelers will be required to complete a Release of Liability Waiver
  • Must be filled out, signed and dated
  • Emergency contact information is required and cannot be someone traveling with you
• Rooming lists (if required by hotel)
  • You may be required by the hotel to provide a room list
  • Prepare a spreadsheet with student’s full name, ID number and room assignment.

Download Travel Forms

Once you have all the paperwork ready, email Susie West at srwest@salisbury.edu for an appointment.

Please review all paperwork to make sure it is complete, and has been signed by student and advisor.

If you are to be reimbursed for travel expenses (as indicated on the Travel Request form) you will need to complete an expense report and turn in original receipts within three (3) days of your return.

• 2023 personal vehicle usage will be reimbursed at the rate of:
• $.625 per mile if a state vehicle is not available for use. (Motor Pool request must be submitted a minimum of three weeks prior to travel date).
• $.3125 per mile if a state car is available and you choose not to use it.
• Mileage reimbursement requires the approval of the budget administrator.

You must complete the  Territory Covered Incurring Expenses section on the bottom of the expense report.

Once you submit your post-travel paperwork, it will take about 3 weeks for the payment to be processed.

Once you have returned from your trip and all expense reports and original receipts have been turned in, there is a waiting period for the charges to be posted to your account. Reimbursements will be made once the charges have been posted to your account.

 

The advisor is only required to travel in the following instances:

• University Mandate
• International Travel
• Risk (Experience on/with subject matter)
• Presentation includes Advisor
• Length of Travel (Distance or travel time)

The Finance Board will only approve/fund travel if the advisor is required to travel. Travel will be reimbursed at the same rate as the RSO, and Advisors must travel with the group. Travel must start and end during the same duration as the sponsoring RSO. The advisor will be responsible for any other miscellaneous expenses for the duration of the trip. Support of the advisor’s academic or functional department is highly encouraged

 

If the Finance Board decides not to fund your trip, and you still wish to do so, you can submit a Purchase Request immediately after receiving the denial. You must include all of your travel details and supporting documents. Depending on payment due dates, students may need to make arrangements and submit paperwork for reimbursement.

If your RSO Account does not have sufficient funds, individual student deposits from your members may be an option to help cover the expenses.