Travel

Travel Policy & Guidelines

The complete step-by-step travel process is outlined in this document. Everyone is encouraged to reference this document for all travel-related planning.

Travel Policy & Guidelines

GSGA Travel Request

A completed Travel Request must be completed and submitted for approval.

GSGA Travel Request

Travel Request Checklist

This checklist will help ensure you have all required items for successful travel planning, approvals and accurate reservations. *NOTE: Organization advisors are responsible for coordinating all travel and ensuring that all travel requirements have been met.

Traveler Information Spreadsheet

This spreadsheet must be submitted with your Travel Approval and Booking Form containing the information for all travelers.

Student Contribution

Student contributions are an expectation for any bill that includes travel-related expenses. The student contribution should reflect the total cost of the trip. This calculator will help your organization better understand an appropriate student contribution. The calculator will be downloaded as an Excel spreadsheet.

Travel Release Waiver

This online waiver is REQUIRED by all HPU students for all domestic and international travel. Additionally, any HPU student under the age of 18 years old on a day trip are required to complete the waiver as well.

Advisor Agreement

This online agreement is REQUIRED by the Faculty or Staff chaperone who will be accompanying the GSGA organization on their approved travel. If the organization advisor is unable to attend, they need to designate another HPU Faculty or Staff member to serve in that capacity.

HPU Transportation (TRIPS) Request

Organization Advisors may arrange any ground transportation needs through HPU Transportation. There are many modes available. Advisors must submit the request using the TRIP System. This should be used for: Airport Shuttles (GSO, RDU and CLT airports only), HPU Shuttle/Bus and Rental Car(s)

General Deposit Form

Use this form for any cash, check or payments into your account. Please use the object code 47017 for all deposits.

Fundraiser & Sales Deposit Form

Use this form for any deposits from monies collected from events, activities, fundraisers and sales.

Travel Expense Worksheet

Use this form for any reimbursements related to travel, including mileage for personal vehicle use. Required for advisor expenses.

Missing Receipt Form

Itemized receipts are required for all expenditures, both pre-purchased and for reimbursement. Every effort must be made to obtain an itemized receipt. If one cannot be obtained, use this form to document a missing itemized receipt.

All travel-related requests should be submitted a minimum of six weeks prior to the first date of travel. This includes all bills, purchase requests, transportation requests, travel arrangements, etc. Any travel requests made after the recommended window are not guaranteed and organizations will accept any funds lost due to incomplete and/or late travel arrangements.
Recommended Timelines
- Local Event – 6 weeks
- Overnight Travel (drivable distance) – 6 weeks
- Overnight Travel (air/train) – 6-8 weeks
- International Travel – 10-12 weeks

The organization’s advisor will complete the Advisor Agreement online and the trip “Chaperone” will also need to complete the agreement online. Much of the process outlined in the GSGA Travel Request Checklist may be completed by the “stand-in” trip chaperone or the organization’s advisor.
*Pro Tip – Should the organization’s advisor name a “stand-in” trip chaperone, the advisor should still be made aware of all travel arrangements.

There are fields within the online Travel Request Form where conference information can be added to notify the GSGA Advisor of registration fees, deadlines, and hotel rates associated with the conference.
*Pro Tip – Make sure to include all necessary information so that the GSGA Advisor can process registration by the communicated deadline.

Bills must be submitted through the GSGA Budget-Bill Submission form by 5:00pm on the Friday prior to the next GSGA meeting with the President and Advisor’s approval by the Monday at 5:00pm prior to the meeting. Only chartered organizations and graduate program representatives may submit a bill.
*Pro Tip – Plan ahead and do not wait until the last GSGA meeting prior to your trip to obtain funding.

Collect all cost details for your trip, including registration fees, accommodation, transportation and other expenses. This will be your total expenses. Consult the Student Contribution Calculator to determine the student contribution amount, which can be deducted from the expenses. If your organization will use any fund balance from fundraisers or dues, this can be deducted as well. Your result will be the net expenses to requested bill amount.
*Pro Tip – When writing your bill, include the most expensive transportation cost to account for fluctuating prices, but try to purchase the most cost-effective flight after approval.

All After-Action Reports (AARs) must be submitted no later than two weeks after the last day of the trip. If denied or changed needed, the AAR must be resubmitted within 7 days of the denial.
*Pro Tip – Be sure to plan for the AAR and have all documentation for any reimbursements prepared to submit to the GSGA Advisor.