Student Travel Policy

For student travel information: http://www.utsa.edu/hop/chapter5/5-18.cfm

The Student Travel Authorization Request and Supplement are located in the public folders of Microsoft Outlook UTSA forms under the Travel Management Office folder.

The Student Travel Authorization Request and Supplement signature approval process should be as follows:

Traveler

Supervisor

Principal Investigator/Project Director (Grant funding only)

Department Chair or Director

Contracts and Grants (Grant funding only)

Assistant Vice President, Associate Dean or Dean

Vice President for Student Affairs or Designee

All Student Travel Authorization Requests/Supplements must receive final approval by the Office of the Vice President for Student Affairs and be routed to the Travel Management Office prior to making any travel arrangements.

It is the responsibility of the Sponsoring Department to forward a copy of the approved Student Travel Authorization Request and Supplement, when completed, to University Police Department Dispatch.

It is the responsibility of the Office of the Vice President for Student Affairs to forward a copy of the approved Student Travel Authorization Request and Supplement, when completed, to the Sponsoring Department and the originals to the Travel Management Office.

Specific Instructions for the Preparation of the Student Travel Authorization Request and Supplement

Instructions for Completing the Student Travel Authorization Request and Supplement Forms

1.        Student name - Enter traveler's full name.  Do not use nicknames.  If multiple students are attending the same trip, type or write in "See Attached" in the box for student name and complete the supplement.

2.        Banner ID number - Enter student's banner identification number beginning with the @ sign.  Do not use a student's social security number.  If multiple students are attending the same trip, type or write in "See Attached" in the box for the Banner ID number and complete the supplement.

3.        Date - Enter date (e.g. 02/01/06) the form was completed and enter this information on the supplement if applicable.

4.        Sponsoring group and department - Enter group name and department and enter this information on the supplement if applicable.

5.        Person completing request and contact number - Enter name and telephone number/on-campus extension of the person who is completing the form and enter this information on the supplement if applicable.

6.        Printed name under certification statement - Enter or print the name of the person who is completing the form and certifying that the appropriate release and indemnification forms have been completed, signed, and are on file.  In addition, this person is certifying that a copy of the student travel request and supplement, if applicable, has been or will be sent to the UTSA Police Department at least one day prior to departure.

7.        Explain purpose and benefit of trip - Enter the reason(s) for the trip, including how attending the event will benefit UTSA.

8.        Contact information - In the event of an emergency, enter two contacts with 2 different cell phone numbers.

9.        Destination - Enter the city and state where the trip will take place and enter this information on the supplement if applicable.

10.     Dates of authorized absence - Enter the first and last dates of travel and enter this information on the supplement if applicable.

11.     Departure information - Enter location, date, and time you are leaving from San Antonio and enter this information on the supplement if applicable.

12.     Return information - Enter location, date, and time you are arriving back in San Antonio and enter this information on the supplement if applicable.

13.     Method of transportation - Check the appropriate type of travel (e.g. airplane, bus, personal, or rental vehicle).

If traveling by airplane, enter name of carrier and flight numbers.

If traveling by bus, enter name of carrier and driver and indicate whether insurance has been verified.

If traveling by personal or rental vehicle, enter the names of all drivers, including valid insurance carrier information for each driver (e.g. StateFarm, Policy Number).

14.     Accommodations - Check the appropriate type of accommodation (e.g. college campus, hotel, or personal home) and enter the name of the college, hotel, or homeowner, including address and phone number.

   15.  Account name and number - Enter the UTSA account name(s) and number(s) to be

       charged. Please note that student travel may not be paid using state funds (14 accounts).          

16.     Estimated transportation, hotel, and food costs - Enter approximate costs of travel for each area.

17.     Total estimated cost - Enter the total approximate cost.

18.     Number of days claimed for trip - Enter the total number of days for the trip.

19.     Notification to instructor(s) - A student must indicate whether s/he has notified her/his instructor(s) if university travel requires that s/he miss a class(es) or a lab(s).  Indicate this information on the supplement if applicable.

20.     Student requesting travel - The student traveler must enter or print her/his name, sign, and date the travel request or supplement if applicable.  Remember that the appropriate release and indemnification form(s) must also be completed and signed by the student.

21.     Approval by Department Director or Chair - Printed and signed name of the Department Director or Chair is required, including the date the request was signed.  This signature certifies that the request has been reviewed and approved at the departmental level that the trip supports the academic development of the student(s), and that risk and compliance issues have been assessed and/or addressed with the sponsor.

22.     Approval by department's Assistant Vice President, Associate Dean, or Dean - Printed and signed name of department's Assistant Vice President, Associate Dean, or Dean is required, including the date the request was signed.  This signature further certifies that the request has been reviewed and approved at the departmental/college level that the trip supports the academic development of the student(s), and that risk and compliance issues have been assessed and/or addressed with the sponsor.

23.     Approval by Vice President for Student Affairs or designee - Printed and signed name of Vice President for Student Affairs or designee is required, including the date the request was signed.  This signature endorses the student travel request that has been previously reviewed and approved at the departmental/college level.

 Revised March 2006