Travel
For information about travel event policies, visit our planning travel page.
Booking Travel
Travel must be approved and registered as an event in 1850 before moving forward with booking accommodations.
Once approved, student organizations must submit a financial request in1850 by using the Student Organization Financial Management Tool. The tool will guide travelers through the process of booking lodging, airfare, or vehicle rentals.
Airfare
The University has an agreement with a travel provider, AmTrav, for air travel.
Organizations must book flights through this option, and reimbursement for flights is not available. To do so, please download the travel request form and upload it on your financial request form.
Hotels
The University uses our preferred travel vendor (AmTrav) for most hotel accommodations. This process allows us to pre-pay the rooms. In order to use group funds for hotel rooms, you will need to complete a travel request form and upload it to your financial request form. A student in each room will need to present a credit card for incidentals/deposits.
Hotel Blocks & AirBNB
If your conference / tournament requires you to book lodging through a hotel block or your travel warrants use of an AirBNB, please complete a financial request form to book a p-card.
Rental Vehicles
Whether renting a car or using a personal vehicle, all University travelers must become a University Certified Driver. An uncertified driver using a rental vehicle under the University's contract is a serious risk to the driver and University should an accident occur. Uncertified drivers will not be reimbursed for mileage.
University Vehicles
The University supports a program for vehicle rentals for student-centered and experiential learning initiatives. The program is administered by Procurement and Payable Services. For more information on this program, please visit the Vehicle Management page on Porches.
Enterprise/National Car Rental
The University has established a contracts with Enterprise/National and Hertz for car rentals and cargo vans for use when conducting University business.
- Enterprise eligible renters are 18-24 for renting economy through full-size, standard SUV and minivan vehicles. A 10-12 passenger van or pick-up truck requires 21 years or older. Hertz eligible renters are 18-24 for all vehicles offered including 10-12 passenger vans.
- Hertz eligible renters are 18-24 for all vehicles offered including 10-12 passenger vans.
To make a vehicle reservation, please complete a financial request form and CSI will ensure the reservation is made in such a way a credit card is not necessary.
General Travel Expenses
Student organizations cannot travel with a p-card to charge additional travel expenses nor can they make a cash withdrawal. Should a traveler incur expenses such as mileage or fuel, meals, and parking fees, they can request to be reimbursed through a Travel Expense Reimbursement form, which is accessible through 1850. Original, itemized receipts are required to be submitted with reimbursement requests.