Premliminary Planning: At Least Three Months Before Trip

Trip leader(s) meet with your group adviser to discuss the following:

• Business Purpose of Trip - How does this align with the group’s mission?  What are you trying to accomplish?
• Travel Policies
• International Travel Information form
• Travel Plans
  • Destination Country & City 
  • Dates of Trip
  • Estimated Number of Travelers (Students & Non-Students)

If there are any travel alerts or warnings for the destination, special considerations will need to be researched and discussed:

• Assess political climate in country & determine safety of student delegation. Collaborative decisions between SACBO, Community Development and the Dean’s Office (if warranted) to allow travel to cities with travel warnings or alerts are made on a case by case basis, depending on the detailed information in the warning/alert.
• Complete Addendum to the Travel Waiver.

Financial Planning: At Least Two Months Before Trip

Trip leader(s) meet with financial advisor to discuss the following:

• Budget
• Account Balance & Spending Options

• Funding

• What percentage of your allocation will you be using?
• Are you applying for internal Columbia grants and sponsorship opportunities?
• Will your group be fundraising?  If yes, then a fundraising proposal should be submitted.
• Will there be student contributions?  What is the deadline for receiving these?

Making Arrangements and Facilitating Expenses

• Outline the categories of expenses and identify vendors
• Submit Financial Transaction Forms (FTFs) for approval by group adviser
• When applicable, submit W-9 form or W-8BEN to add vendors to ARC system. Paying international vendors is a complex process – get started early.  Note: Adding a new vendor to the system can take up to 2 weeks, then an additional 2-3 weeks to process the payment.  Please be proactive in submitting appropriate information to help expediate this process.
• Submit invoices for expenses that can be pre-paid (i.e. hotel, if check accepted)
• Request Cash/Travel Advance, if applicable, and identify designated students who will incur expenses on behalf of the group, if applicable

• Purchase airline tickets, if applicable, through these means:
  
  • • Make reservations with STA Travel, our approved travel agent, and your financial adviser will then approve the purchase with STA Travel.
    • OR Speak with your financial adviser to use the Student Affairs Divisional Travel Card, if making your purchase at least 3 weeks prior to your trip.
    • OR Use your personal credit card and then seek reimbursement, particularly for last-minute purchases

• Verify lodging arrangements and receive reservation details in writing

At Least One Month Before Trip

Trip leader(s) must:

• Update group and financial advisers of any travel changes/situations that require attention
• Submit a roster of trip participants to group adviser
• Ensure all trip participants complete the online Student Travel Registration Form prior to set deadline
• Register your trip details online using the International SOS Personal Travel Locator

Two Weeks Before the Trip

Trip leader(s) meet with group and financial advisers to discuss the following:

• Review all aspects of the itinerary and confirm arrangements
• A pre-travel meeting with participants to discuss the trip itinerary, risks involved and travel policies
• Expectations of the group while traveling and representing the University
• How to track receipts and document expenditures while traveling
• Currency conversion
• Safeguards while traveling
• Students must register with the Embassy of the country they are citizens of, in the country they are traveling to

Before Departure

• Students confirm flights departure time with airline and hotel reservations
• Students confirm that the emergency contact information is still accurate
• ENJOY AND BE SAFE!

After the Trip – No Later than One Business Week

• Meet with your group adviser to discuss the trip and any unusual situations that arose
• Submit Travel & Business Expense Report Forms and receipts for reimbursement to your financial adviser, if applicable
• Reconcile Cash/Travel Advances, which must be completed within 5 business days of trip return date
• In the case where travel is to attend a conference, the organization must submit an itinerary or program, to confirm that students attended the conference
• In the event of hotel stay, please provide your financial adviser with hotel folio(s)/receipt(s)