Managing Travel Expenses
The Travel Card must always be used to make payment for:
Airline/rail/bus reservations to and from your travel destination
Conference room and equipment rental charges
You should never purchase the above reservations out of your own pocket; you will likely not be reimbursed. They must be paid using the Travel Card.
Once you have advisor approval, have researched your reservations and are ready to purchase online, please contact Sallee Spearman, the Director of Student Financial Advising, at firstname.lastname@example.org to schedule a meeting.
If it is determined the Travel Card cannot be used you should then use STA Travel, which accepts FTF's.
You can also request a small Travel Advance for food and local transportation once you arrive at your travel destination.
Please refer to the sections titled Travel Card, Travel Advance and Travel Guidelines including vehicle rentals and use of personal vehicles in Club Finance 411 1415.pdf for the full details, restrictions and timeline.
All payment options begin with an adviser-approved FTF. Do not purchase any travel without an adviser-approved FTF.
Note: For ABC groups, expenses associated with hotel and travel to a destination can only be paid up to 50% through allocation; the balance must be paid with revenue or personal contributions. For IGB and SGB groups, up to 100% of the hotel and travel to a destination expense can be paid through allocation.
Please also note the following maximum expenditures:
Lodging - check with Student Financial Advising
Meals - breakfast = $25, lunch = $35 and dinner = $50
Tipping when justified = up to 20%
Miscellaneous Expenses that are Not Allowed
Please see the list of travel expenses that are not allowed. These are the common travel expenses most students experience, but not all of them. If you have a question about a travel expense not listed here, see your adviser for help.