We recommend that you approach your adviser at least a month in advance about your domestic travel in order to ensure your trip is designated as Columbia-Supported Travel. Many of the processes and travel payment options require several weeks to complete. The more time you give yourself to plan, the greater the options available to you.
If you are considering a particularly complicated or long trip, you may want to consider giving yourself two months to plan and notify your adviser.
One to two months before your trip
Meet with your adviser to discuss the following. The adviser will help you develop an individual trip timeline to keep you on track.
- Purpose of Trip - What’s the reason for the trip? Who is going and why? Does the trip fall within your group’s mission?
- Travel Plans - Where will you be traveling and for how long? How will you get there? Where will you stay (if necessary)? Are there safety concerns?
- Trip Finances - Will you be using university funding (that includes student-group funds)? Does your group have the funds to cover the travel? What is the tentative trip budget? Approximately how much, if any, will each traveler be expected to pay out-of-pocket? You should be prepared following the meeting to submit any financial paperwork related to your upcoming trip, such as FTFs and requests to use the departmenteal travel card.
- Trip Registration - As soon as your trip is approved by your adviser and/or governing board all travelers should register their individual travel plans for the trip through the Student Travel Form.
Two weeks before your trip
- Purpose of Trip - You and your adviser will review the purpose of the trip and discuss any adjustments.
- Travel Plans - You and your adviser will review your individual trip timeline and confirm details such as transportation, lodging and other trip details.
- Trip Finances - You and your adviser will discuss the finances of the trip, including finalizing the trip budget. Your adviser will review processes and deadlines that you need to be aware of.
One week before your trip
- Travel Plans - You and your adviser will check in to see if there have been any changes to your travel plans and how best to manage the changes.
- Trip Finances - You and your adviser will discuss any last-minute issues with the payment methods and how to deal with them. You can attempt to purchase last-minute travel at this time.
- Trip Registration - Your adviser will confirm the members of your group that have registered their trip through the Student Travel Form. Student travelers are required to register their trip and may not travel with the group unless their trip is registered.
48 hours before your trip
- Check in with your adviser to address any last-minute issues.
48 hours after your trip’s completion
- Debrief with your Adviser - Schedule time to meet with your adviser to debrief your trip.
- Trip Finances - You will submit any relevant financial paperwork.