Events off Campus / Travel Guidelines

Student organizations are expected and required to uphold the University Student Standards of Behavior and Code of Conduct at ALL times. Student organizations traveling off campus to and from events are to abstain from behavior that is not reflective of their mission, vision, and values along with those of the University of Dayton and the Center for Student Involvement.

• For all travel events, a Risk Management Plan needs to be filled out and submitted in 1850 to the Center for Student Involvement.
• Trips off campus must be alcohol free (unless the event is approved as an event with alcohol and not overnight). Members, regardless of age, are not permitted to consume alcohol during any part of your organization’s trip.
• Members, regardless of age, are not permitted to consume alcohol during any part of your organization’s trip.
• This also applies to students who wish to separate from the group during a trip. The individual(s) may not leave the group and consume alcohol at any point during the trip.

The definition of organizational travel is as follows:

• A trip where a recognized student organization is participating in any activity as an organization begins at the time the members leave the University of Dayton and concludes at the time the organization returns to the University of Dayton. Members are representing the University of Dayton and their organization at all times when on an organizational trip.

To ensure that student organizations are appropriately prepared to travel, it is expected that planning takes place at least 4-6 weeks prior for domestic travel and at least 6-8 weeks prior for international travel.

• For international travel, student organizations must work with CSI to contact the Global and Intercultural Affairs Center ↗️ and work with the staff to ensure proper planning for trips outside the continental United States.

All off-campus travel for organizational purposes must be registered regardless of time and distance from UD or the number of students traveling.

Third Party Transportation: contracting a charter vehicle with a third party vendor who has insurance coverage.

• This is a requirement for all events/trips that involve alcohol and do not qualify for a walking exception.

Rental Vehicles: renting a vehicle through one of the national rental car companies with whom the University of Dayton has engaged in partnership.

• Students choosing to rent a vehicle for a registered event/trip are not permitted to rent a van that will hold more than 12 passengers.
• The University of Dayton has reached an agreement with Enterprise car rental so that they will rent vehicles to drivers under the age of 25 who are requesting a rental on behalf of a recognized student organization event/trip. For details, go to the University Travel and Entertainment Policy page.
• All drivers of UD / Enterprise Rental vehicles must complete UD driver certification ↗️.

Personal Vehicles: using a personal vehicle that is insured by a University of Dayton student, their parent/guardian, or another university employee.

• Using a personal vehicle should only be considered when a UD van and/or a rental vehicle is unavailable.
• Any personal vehicle being driven must be properly insured through the state of registration and the driver must be an insured driver.
• The individual insurance policy on that vehicle will always be the primary coverage policy in the event of an accident/incident. The University does not provide coverage for personal vehicles or its occupants.
• It is highly advised that students who are driving a vehicle that is not registered in their name, contact the vehicle’s owner (parent/guardian) to inform them of any upcoming event/trip.
• Drivers will still need complete UD driver certification ↗️.

• Air Travel must be purchased through UD's travel agency. Please refer to the instructions listed in the Financial Management Tool ↗️ to learn more about requesting air travel.

• A travel roster for this event must be completed at time of event registration for all students attending the event.
  • For international travel, student organizations must work with CSI to contact the Global and Intercultural Affairs Center ↗️ and work with the staff to ensure proper planning for trips outside the continental United States.

• Students wishing to travel on behalf of a student organization must follow the proper policies to ensure the most efficient processing possible.

• For all travel events, a Financial Request Form needs to be filled out and submitted in 1850 to the Center for Student Involvement.
  • Students who wish to be reimbursed by a University department or ledger account must submit itemized receipts (not just credit card receipts) for all purchases that are to be reimbursed. Snacks, soda, water, etc. will not be reimbursed unless purchased as part of a meal. Please see the sponsoring department for additional considerations.
• A travel roster for this event must be completed at time of event registration for all students attending the event.  Students not registered for a trip cannot be reimbursed.