When determining your overall budget, it is important to consider all possible financial components of your trip.  Detailed below are the most common financial components of student trips and information on particular vendors and payment options.

Conference Fees

• To pay via check, an invoice or conference registration form and completed W9 form must be obtained a minimum of 6 weeks in advance
• Out-of-pocket reimbursement or cash advances are alternatives
• Your group adviser can facilitate these payments with a Purchasing Card

Documentation Requirements

• The completed conference registration must be included, in addition to proof of payment.  This must include the cost, # of participants and dates of conference.
• Flyer for event

Transportation to Destination

For ABC groups:  Expenses associated with travel to a destination can only be paid up to 50% through allocation; the balance must be paid with revenue or personal contributions (out-of-pocket and non-reimbursable)

For IGB and SGB groups:  Up to 100% of travel to a destination can be paid through allocation

Airline

• Purchase as early in advance as possible, at least 14 days prior
• Purchase at lowest available rate for coach/economy seats
• Invoice billing through STA Travel (2871 Broadway | 212/865-2700)
• Divisional Travel Card may be used (advance planning is required- at least 3-4 weeks in advance)  
• Cash/Travel Advance used through debit card
• Out-of-pocket reimbursement is an alternative

Bus/Rail

• Purchase at lowest available rate for coach/economy seats, unless traveling on Amtrak’s Acela train, in which business class is allowed
• Purchase via out-of-pocket reimbursement or cash/travel advance OR Divisional Travel Card may be used by providing a complete list of traveler names and dates of birth 3-4 weeks in advance.  Speak with your financial adviser for more information about the Divisional Travel Card.

Documentation Requirements 

• Submit a copy of the itemized receipt,  ticket or e-ticket showing the traveler’s name (for airline & rail only), dates of travel, to/from location and class of travel, in addition to proof of payment to your financial adviser

Rental Cars

• University preferred vendor is Hertz
• For Hertz, make reservation in your name and then contact your financial advisor to transfer the expense to University account
• Purchase insurance (Collision Damage Waiver/Loss Damage Waiver, Liability Insurance Supplement and Personal Accident Insurance) with all vendors
• Enterprise is the other University-approved vendor (see your group advisor to discuss in detail). 
• Compact or intermediate/mid-sized cars are allowed.  Minivans and SUVs are acceptable if traveling with a group, but speak with your group adviser first
• Eligible for gas reimbursement only – not mileage
• Out-of-pocket reimbursement or cash advances are alternatives

Documentation Requirements   

• The rental agreement showing the price, dates of rental and class of rental must be submitted, in addition to proof of payment to your financial adviser

Personal Vehicles

• Students cannot use personal vehicles when traveling under the auspices of the University due to the risk factors and potential liability issues surrounding this type of travel
• If groups decide to have members use their personal vehicles, Student Affairs will not reimburse any expenses associated with this mode of travel.  Also, the individual is assuming any and all liability that may be associated with the trip and any accidents.
• Alternatives:
  • Take public transportation (bus, train, rail) or cheapest option
  • Rent a car/minivan through Hertz or Enterprise
  • Group members are responsible for getting to the destination on their own and group will not reimburse or cover any expenses incurred

Hotel Accommodations

For ABC groups:  Hotel expenses can only be paid up to 50% through allocation; the balance must be paid with revenue or personal contributions (out-of-pocket and non-reimbursable).

For IGB and SGB groups:  100% of expenses can be paid / reimbursable

• Hotel should be chosen based on price and proximity to event
• Reservation must initially be held on student’s credit card
• An invoice and completed W9 form must be obtained from hotel a minimum of 6 weeks in advance, if not paying with own credit card
• Select Hold Check for Pick-up on FTF check request so check can be hand delivered at check-in
• Out-of-pocket reimbursement or cash advances are alternatives
• Divisional Travel Card may be used (advance planning is required- at least 3-4 weeks in advance).  You must obtain the hotel's credit card authorization form prior to meeting with the Divisional Travel Cardholder to process this transaction

Documentation Requirements  

• The folio showing the price, dates of stay and traveler’s name must be submitted, in addition to proof of payment to your financial adviser

Ground Transportation at Destination

• For transport to and from airport, conferences, etc
• Taxis, buses, private car services and shuttle services
• Use University preferred vendors, Hertz and Enterprise,  for rental cars (see rental car information above)
• Reasonable tipping (up to 15%) is allowed

Documentation Requirements

• Itemized receipt(s) and proof of payment must be submitted to your financial adviser

Meals

For ABC groups:  Food must be paid for with revenue or personal contributions (out-of-pocket and non-reimbursable); ABC will not allow this expense to be covered by allocation

For IGB and SGB groups: will reimburse in accordance with Divisional and University policies

While keeping within the guidelines above, the following applies to all student/student group travel:

• Up to 20% gratuity allowed unless already added into bill
• Snacks are only reimbursable if it is a substitute for an authorized meal
• Meals will not be reimbursed for amounts exceeding the following thresholds, excluding tax and tip:
• Breakfast: $25
• Lunch: $35
• Dinner: $50
• Note: Room Service and alcoholic beverages are not reimbursable

Documentation Requirements

• Itemized receipt and proof of payment (credit card/bank statement required if method of payment is credit/debit card) must be submitted to your financial adviser along with number of attendees for all meals (names required if 10 or less people), date and location of meal, type of meal (breakfast, lunch or dinner)

Miscellaneous Expenses that are Not Allowed

• Clothing or toiletry items
• Frequent flyer miles (Travelers will not be reimbursed for airline tickets purchased, partially purchased or accommodations and upgrades obtained using frequent flyer miles. 
• Loss or theft of cash advance money or airline tickets
• Loss or theft of personal funds or property
• Lost baggage
• Luggage and briefcases
• Magazines, newspapers, personal reading materials
• Medical expenses while traveling
• Mini-bar alcoholic refreshments
• Movies
• “No show” charges for hotel
• Personal entertainment
• Recreational expenses
• Souvenirs or personal gifts
• Snacks if these are in addition to meals
• Room service

Generally, there are 3 payment options:

• Invoice paid directly to vendor
• Cash/Travel Advance
• Out of Pocket Reimbursement

Note: Purchasing Card (P-Card) is restricted for travel expenses.  The Divisional Travel Card may be used for travel expenses only by making a request to your financial adviser 3-4 weeks in advance.