TRAVEL
POLICY
Travel Authorization
A travel authorization
form must be submitted to, and approved by, the Dean of Student Life
prior to any travel arrangements being made. Travel authorizations should
be submitted within the following time lines:
-
Travel within the state of Washington must be submitted a
minimum of three (3) weeks prior to travel, unless approved by
the Dean of Student Life for a shorter period.
-
Travel outside the state of Washington must be submitted a
minimum of five (5) weeks prior to travel date.
-
Travel outside the United States must be submitted a minimum of three
(3) months prior to travel for Board of Trustee approval.
- Do not make any reservations
without an approved Travel Authorization. Schedule an appointment with
the Office of Student Life Program Coordinator
to begin the paperwork process. Advisors
must get appropriate supervisory signatures for travel prior to the form being
turned into the Office of Student Life.
Requirements for Club
and Organization Travel
-
All students
traveling as representatives of a college club/organization must be
registered as a student in credit bearing courses at South Puget
Sound Community College during the quarter they are traveling. Student
transportation, lodging, and meal subsidy may be provided from club
funds, as per the established S&A
Fee Financial Code and college guidelines. Travel
advances for meal subsidy and lodging may be available depending
on the nature, location, and length of trip/event/activity. You must check
with the Office of Student Life Program Coordinator
to determine which, if any, expenses justify a travel advance. Travel
reimbursements are obtained after the travel by completing a Travel
Expense Voucher within
two weeks after the travel. You must keep your receipts
in order to be reimbursed. The Office of Student Life Program Coordinator
can inform you what expenses are eligible for reimbursement (e.g.
admission fees, parking, etc), and answer any questions about completing
the form. However,
it is your responsibility to complete and turn in the form within
the required time frame.
-
When traveling as representatives of South Puget Sound Community
College, students are expected to exhibit behaviors that reflect the standards
set forth in the South Puget Sound Community College Code of Student Rights & Responsibilities. Potential
repercussions for violations of the code are listed within that
document, which is available from the Office of Student Life.
-
A “Release/Assumption
Of Risks” form
is required to be completed
by each individual participating in certain events, such as:
paintball, skiing, et… The Office of Student Life Program Coordinator
will inform you if the form is required for your event.
-
In the case
of off-campus events/activities that do not use college/state
vehicles or provide mileage reimbursement, then the event/activity will
begin at the location and the college is not responsible for
transportation to/from the event/activity. In such cases,
the club/organization members and advisor must complete
the “Off Campus Events for Student Funded Organizations” form.
-
An advisor must be present at all club/organization
activities, on or off campus. When an overnight is part of the conference/activity
the advisor must stay in the same facility as the club/organization members.
The advisor is not a chaperone. They provide guidance, make decisions in
emergencies, and monitor activities as a representative of the College.
The advisors and students may not invite their spouse, friends or children
to attend without written permission from the Dean of Student Life, unless
they too are students at the college. The advisor should check-in with
students during the day and evening, and provide contact information so
that the students can reach the advisor at all times during the event.
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