Student Organization Travel Information
High Point University > Student Government Association > Student Organization Travel Information
SGA Club and Organization Travel Resources
Submit a Finance Request
Please submit a finance request for charges associated with your trip.
Submit a Finance Request
Submit a Bill
Please submit a Bill if you are seeking funding for your trip.
Submit a Bill
1. Traveler Information Spreadsheet
This spreadsheet must be submitted when completing the travel request form.
2. Advisor Agreement
All advisors must complete the agreement before going on the trip.
3. Student Contribution Calculator
Student contributions are an expectation for any bill that includes travel-related expenses. The student contribution should be reflective of the total cost of the trip.
4. SGA Travel Request Form
Please submit this form 6-8 weeks before you plan to travel. Please ensure that all relevant information for your trip is included i.e. conference registrations, registration forms, hotel blocks, etc.
5. Traveler 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 is required to complete the waiver as well.
6. HPU Transportation Request Form
For airport, local, or shuttle/bus transportation needs. Please fill out the form to request HPU transportation.
7. Rental Vehicle Information
Rental cars should be booked and paid for by the SGA Advisor. Faculty/staff advisors should review this information prior to renting a vehicle for student organization events or trip transportation. Present Insurance card for car rental.
8. Travel Expense Reimbursement
For gas or other travel related reimbursement. This must be submitted with purchase request for reimbursement. Please include relavant receipts and maps showing proof of trip.

For Club Advisors:

Club Advisors are responsible for working with the Manager of Student Organization Finance and Travel to complete registration, hotel, conference fees, and airfare.

Please note: The Manager of Student Organization Finance and Travel is not responsible for the completion of the steps below, but will serve as a guide through the process. Organization Advisors are responsible for the organization’s travel arrangements and completion of all steps required. 

Domestic and International trips with flight.

  1. After completing steps 1-4 above and submitting your travel request , you’ll receive an email from [email protected] with a link to connect with CTP (Corporate Travel Planners) to book flight and/or hotel options
    • Once you’ve confirmed your selections with CTP, let [email protected] know to proceed with payment
  2. For trip purchases, you (advisors only) can check out an SGA credit card— email [email protected] to confirm card check-out and pick it up at Panther Commons, 3rd floor (Student Leadership)
    • Be sure to return all receipts after the trip with the card to Panther Commons

*If the Club Advisor is unavailable, they are anticipated to assist in securing a qualified substitute.

Travel FAQ

A: There are several ways to ensure you are submitting the most accurate cost appraisal for your bill.

  1. Use the student contribution calculator to determine what each traveler must contribute to the trip. All students must contribute in order to go on a trip.
  2. When submitting a bill always include the most expensive flight.
  3. Include hotel costs.
  4. Advisor meals are always $60 per day of travel
  5. Any other miscellaneous funds.

A: All travel-related requests should be submitted a minimum of 6 weeks prior to the first date of travel. This includes bills, purchase requests, transportation requests, travel arrangements, etc.

Recommended Timelines:

  • Local Event Transportation: 6 weeks  
  • Overnight Travel [drivable distance]: 6 weeks 
  • Overnight Travel [flights needed]: 6-8 weeks 
  • International Travel: 10-12 weeks

*NOTE – Any travel-related requests made after the above-mentioned 6-week window are not guaranteed to have adequate time to be processed. The organization will accept any funds lost due to incomplete travel arrangements that were not requested in a timely manner.*

A: Since you are paying for funds out of your club account, you will still submit an online Travel Form as well as any related purchase requests.

A: The HPU faculty/staff chaperone will complete the Advisor Travel Agreement.

  • Much of the process outlined in the SGA Organization Travel Checklist may be completed by the “stand-in” trip chaperone or the organization’s advisor.

*NOTE – Should the organization’s advisor name a “stand-in” trip chaperone, the advisor should still be made aware of all travel arrangements.*

A: Transportation arrangements (beyond flights, train tickets, metro tickets, etc.) are the responsibility of the organization’s advisor. The organization’s advisor will need to consult with HPU Transportation to request transportation.

A: All SGA organizations are required to utilize HPU Transportation for travel [airport shuttles, social events, academic conferences, competitions, etc.]. Third party transportation at destination should be booked in consultation with the SGA Advisor.