Club Travel Information

The University's procedures for travel require considerable advance planning. No travel related purchases can be made prior to having your Travel Authorization approved (this includes purchases you make on your own and are expecting to be reimbursed for).

Organizations wishing to travel must complete and submit the attached Student Travel Forms at least four (4) weeks prior for domestic travel and nine (9) weeks for international travel. The Student Clubs and Greek Life Office will not accept incomplete travel packets. No travel related purchases will be processed or reimbursed without a completed travel packet and finalized Travel Authorization Form.

Clubs and organizations may provide funding for registration fees, transportation, lodging, meals (excluding the number of meals included as part of the registration fees), taxi, and reasonable miscellaneous expenses deemed necessary by the student organization and in accordance with University purchasing procedures. Organizations must have funding available and reflected in their account for all requested expenses prior to submitting travel forms.

Student Travel Forms

 

Checklist

1.    Notify Student Clubs and Greek Life

Once your club has decided who will be travelling, please send us a list of the travelers’ names and student ID numbers.  Sending us this before the travel packet will help expedite the approval process.

2.    Complete the Travel Packet

A completed Travel Packet will have these forms and be turned in at least four (4) weeks prior to domestic travel and nine (9) weeks prior for international travel.

       1.    Hold Harmless Agreement - one for each traveler.
       2.    Travel Itinerary.
       3.    Additional Sources of Funding.
       4.    Proof of international student insurance (if travelling internationally.)
       5.    Documentation of estimated or actual cost. (For registration, lodging, airfare etc.)
       6.    Documentation of purpose of trip (conference information.)

3.    Set our administrative assistant as your delegate

Once a profile has been set up in TEM and your travel packet has been approved you will receive an email from us announcing that you have access to TEM and giving instructions on how to add our administrative assistant as your delegate.  Step by Step instructions on assigning a delegate can be found here: https://secure.alaska.edu/secure-files/travel/tem_overview.swf click on the “Assign Delegate” tab on the left-hand side or go to the 9:21 minute mark on the video.  Once this step is completed then we can create a travel authorization (TA) form for you.

4.    Approve TA and (if needed) Request Travel Advance.

A travel authorization (TA) is essentially a plan of where you are going, how you are going to get there and the expenses you will be reimbursed for.  Once our administrative assistant inputs your TA into TEM you will receive an email from TEM requesting approval.  Once you log into TEM and approve your TA then it can be reviewed by and approved by UAA’s travel administrators.  This step is critical towards getting your reimbursements and final arrangements approved. 

NOTE: If you are planning to request a travel advance you need to request it before approving your TA.  Step by step instructions on how to request a travel advance are here: https://secure.alaska.edu/secure-files/travel/tem_advances.swf

5.    Retain All Receipts from Travel

Turn in all receipts within ten (10) days of your return.  A travel expense form will be prepared for you to sign. Receipts must show proof of payment and the name of the purchaser; if a receipt does not have the name of a purchaser on it then the purchaser must provide the receipt with an  accompanying credit card or bank statement with the purchase and name of purchaser. If you are travelling as a group (only 1 TA for the entire group) receipts must be turned in by all club members before anyone can be reimbursed.

How far in advance do I need to turn in my travel packet?

If you are traveling within the 50 United States, all paperwork must be submitted four (4) weeks before your departure.

If you are traveling internationally (including Canada, the Virgin Islands, Puerto Rico, and Guam), all paperwork must be submitted nine (9) weeks before your departure.  Additionally, requests for international travel must be accompanied by a letter of support from a staff or faculty member at UAA.  For academically related travel, the letter should come from the Chair of the department or faculty member facilitating/supporting the trip.

How long does it take for travel to be authorized?

Student Travel Packets that are submitted within the necessary timeframe and include all required documentation will be processed within 2 business days. Final authorization for travel can take up to 2 weeks. Once authorization has been given your primary contact will be notified.

What is TEM?

Travel and Expense Management (TEM) is the system that handles travel for the entire UA system.  After you submit your initial travel packet the rest of the process happens in TEM with our administrative assistant using the "delegate" status to act as an intermediary between you and TEM.  After you submit your TA in TEM then UA's travel administrators can look at it and approve it or return it for corrections.


What if we have non-UAA travelers in our group?

If the non-UAA travelers are receiving funding from a recognized UAA organization, department, grant, or other source they must complete all portions of the Student Travel Packet. Non-UAA travelers receiving funds from a University source are accountable to all UAA travel policies and regulations. Recognized UAA sources providing funding to non-UAA travelers are responsible for the actions of the non-UAA traveler during the authorized travel.

How do I buy an airline ticket, book a hotel, or pay for my event registration?

Once the completed Student Travel Forms are submitted and approved, the Student Clubs and Greek Life Office can help you purchase these items. Any travel-related purchases made before your trip has been approved will not be reimbursed by the club or organization. Purchasing airline or other transportation tickets before gaining travel authorization is at your own risk. Many travel expenses must be facilitated by the Student Clubs and Greek Life Office in order to ensure payment and reimbursement. There are several options that will make your travel plans go smoothly.

How do I pay for meals, transportation between the airport, hotel, etc.?

A Travel Advance can be requested (minimum $100). If approved, the advance will be available approximately three days before the start of your travel and can be picked up at the University Center Cashiering Window (be sure to have a picture ID with you). If a group Travel Authorization Form has been submitted, the traveler will sign and receive their advance from the organization’s designated representative. Reimbursements may also be provided for these costs after the group has returned.

Are there any additional requirements for international travel?

Proof of international student insurance is required for international travel. Many options are available through http://www.internationalstudentinsurance.com. Students are responsible for purchasing their own insurance. These costs cannot be paid by the university or organization.