Approach your Advisor at least a month in advance regarding 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 should give yourself two months to plan and notify your Advisor.
One to Two Months Before Your Trip
Meet with your Advisor to discuss the following. Your Advisor 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 allocation and revenue)? 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 departmental travel card. See Payment Method Guide for more information.
- Trip Registration - As soon as your trip is approved by your Advisor and governing board all travelers should register their individual travel plans for the trip through the Student Domestic Travel Form.
- You will be required to provide a list of all travelers so your advisor can confirm that all students attending the trip have completed the Student Domestic Travel Form prior to using any student group funds.
Two Weeks Before Your Trip
Purpose of Trip - You and your Advisor will review the purpose of the trip and discuss any adjustments.
Travel Plans - You and your Advisor will review your individual trip timeline and confirm details such as transportation, lodging, and other trip details.
Trip Finances - You and your Advisor will discuss the finances of the trip, including finalizing the trip budget. Your Advisor will review processes and deadlines that you need to be aware of.
Trip Registration – Your Advisor will confirm if any students have not completed the Student Domestic Travel Form.
One Week Before Your Trip
Travel Plans - You and your Advisor 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 Advisor will discuss any last-minute issues with the payment methods and how to deal with them.
Trip Registration - Your Advisor will confirm the members of your group that have registered their trip through the Student Domestic 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 Advisor to address any last-minute issues.
48 Hours After Your Trip
Schedule time to meet with your Advisor to debrief your trip.
Trip Finances - You will submit any relevant financial paperwork.