Planning Your Trip
Student groups who wish to participate in Columbia-supported travel must plan all travel arrangements with their adviser. Approval to travel depends on your ability to meet required timelines, the availability of funding, the method(s) of payment, the appropriateness of the travel, and the accuracy of your student group's itinerary. Individual travelers must also meet specific criteria, as outlined by your adviser.
Undergraduate Student Life requires that all individuals who participate in travel organized in part or whole by student groups comply with specific procedures for Columbia-supported travel. These procedures vary based on the type and nature of travel.
Eligibility for Student Group Travel Funding
Travel funding and support are limited to currently enrolled undergraduate students. Students who are not enrolled in classes at the time of travel booking, or who will be on a leave of absence during the travel period, are not eligible to use student group or club resources for travel.
Additionally, students who will have graduated from the University prior to or during the travel period are not eligible to receive funding or support for group-sponsored travel.
Planning Timeline
Student groups must follow the outlined preparation timelines for travel:
- Domestic flights: at least 6 weeks in advance
- Domestic bus and train trips: at least 4 weeks in advance
- International trips: at least 10 to 12 weeks in advance
New York City Travel
For travel that takes place within the five boroughs of New York City (Bronx, Brooklyn, Manhattan, Queens, Staten Island):
- Submit a Purchase Request for any associated costs of the trip or event
- Learn about MetroCard requests for approved programs and events
Domestic Travel
International Travel
All travel taking place outside of the United States, including Puerto Rico and the U.S. Virgin Islands, is considered international travel. International travel is a multi-step process that requires review by the Columbia University Undergraduate Travel Review Committee and the Undergraduate Student Life department.
Please refer to the International Travel Checklist for Students for next steps regarding international travel.
Conference Registrations
Students can register for a conference by submitting a Purchase Request for the registration to be paid by a P-Card. If the student group was not assigned a P-card, their adviser may issue payment on the student group's behalf.
Information for Minors
If you will be under 18 years of age at the time of your departure, please complete the Columbia-supported travel agreement for minors and have your parent or guardian sign the printed copy, which you may upload below.
Travel Cash Advance and Reimbursement Requests
When expenses for travel cannot be covered by other available and preferred University payment methods, your group may be able to qualify for a cash advance or reimbursement after review and approval by your adviser and A&P travel arranger. Students traveling must be informed of the University’s travel expense policy in advance of their travel. Expenditures that do not comply with the University’s policy will not be reimbursed and advanced.
Travel Cash Advance
Travel cash advances are generally available to faculty, staff, and students of Columbia University to assist in defraying out-of-pocket cash while traveling for an extended time. Travel cash advances cannot be used for hotels, airfare, or registration.
To request a travel cash advance, your group must elect one trip coordinator from your student group to be responsible for the advance. This person must collect all receipts for expenses so that the advance can be reconciled upon the group’s return. Groups cannot request more than one travel cash advance at a time or have more than one trip coordinator per trip. Upon approval, the travel cash advance will be sent directly to the trip coordinator.
Common expenses covered by a travel cash advance include meals (breakfast, lunch, dinner) and transportation between sites via taxi or shuttle. Ineligible expenses include snacks, alcohol, entertainment, personal items and loss or theft of money/tickets. For further guidance regarding travel-based advances, please contact your adviser and/or the Administration and Planning Travel Coordinator.
Repayment of a Travel Cash Advance
- When the student uses less than the travel cash advance amount, the student must submit a check for the difference to return the unused portion of the advance.
- When the student exceeds the advance amount, the student will be reimbursed the difference.
Travel Reimbursement (for Out-of-Pocket Expenses)
Per Undergraduate Student Life’s reimbursement policy, students should only make approved out of pocket purchases for travel or travel related expenses with the expectation of reimbursement. Approval is granted on a case by case basis.
- Your student group needs to purchase tickets that can only reasonably be procured outside of the available Columbia direct payment mechanisms (e.g. Uber).
- Your group needs to purchase meals and supplies that can only reasonably be purchased on site during travel.
In both instances, to receive reimbursement, you must demonstrate that the purchase(s) were required to fulfill the mission of your student group and the Columbia-supported travel. For further guidance regarding travel-based reimbursement, please review the University’s travel expense policy with your adviser.
Supporting Documentation Requirements
- Documentation must support the business purpose for which the individual’s travel is being reimbursed
- Gratuities cannot exceed 20%.
- Original itemized receipts are required for ALL expenses you are claiming for reimbursement.
- Note: Failure to keep receipts will result in the trip coordinator being personally liable for the expenses.
Receipts for reimbursement must be submitted to Administration and Planning within 10 days of return from travel.
Travel Cash Advance and Reimbursement Workflow
Eligibility to receive a travel cash advance or reimbursement is determined by the Adviser and Travel Coordinator. The Trip Coordinator must complete the following:
• Submit a Purchase Request for advisor approval.
• For travel cash advances only: Submit a completed cash advance form with a budgeted agenda outlining the planned advance expenses (for example, $100 for food, $30 for taxis between sites).
• Once Steps 1 and 2 are completed and approved by the Adviser, schedule a travel appointment with the Administration and Planning Travel Coordinator.
• Confirm understanding of and agreement to the University and Undergraduate Student Life cash advance and reimbursement terms and policies with the Adviser and Travel Coordinator.
If your student group plans to invite a guest to campus to participate in one of your events, you may wish to cover the cost of the guest's flight, hotel, or car service. Your group's adviser should discuss and approve this type of compensation.
Note: All other travel expenses are the guest's responsibility. Student groups who want to use their funds to help offset the travel costs of their guests must adhere to all travel booking procedures.
