Hotel property - The privilege of an overnight stay in a hotel is for the student’s relaxation and comfort. Hotel property is not to be damaged or items removed. Property damage or removal could be costly to the college and displays irresponsibility and immaturity. The organization and its sponsor(s) will be financially responsible for any such damage. Furthermore, the organization will be subject to disciplinary review and may jeopardize their status as a recognized student organization.

Out-of-town/Overnight Trips
The student organization must be an officially recognized club to travel. Academic class-travel falls under the category of field trips and is processed in a different manner.
A Request for Authorization for Travel and Reimbursement (available in the Student Activities Office) for the sponsor and a Request for Leave for Student Organizations (Attachment #12) and other official information regarding the trip must be submitted.

Advisor/Sponsor(s) must accompany the students on the trip.

All students going on a trip must be listed on the Request for Leave for Student Organizations and must be an approved member of the organization. If a student not listed on the Recognition/renewal Application desires to go on a trip, the student’s name and social security number must be submitted to Student Activities for approval.
If funds are desired, a Request for Funds (Attachment #13) along with appropriate documents must be submitted to the Office of Student Activities at least 10 working days prior to the trip. Whether the funds will come solely from the organization’s funds, Student Activities funds, or a combination of both, this form must be utilized.

All travel paperwork must be approved before any purchases are made for the trip, such as registration fees, airline tickets, etc.

The organization’s treasurer is the person responsible for the withdrawal of trip funds that will be disbursed through the Bursars Office. The treasurer and the advisor are responsible for monitoring the expenditure of funds, to obtain receipts, and to file the appropriate paperwork.

All receipts must clearly reflect the name of the establishment, its location, the date of purchase, the total cost and the number of persons served.