Resources

Student Organization Resources

Running a student organization can sometimes be complicated; here you'll find the resources, policies and guidelines that make it easier. 

Contact a Student Organization Specialist with specific questions or concerns!

Events

  • Event Planning Basics

    Club and organization events are tons of fun! Successful events always start by answering the following questions: 

    Who is leading the event? Who should come to the event?
    What is the event about? What activities are involved?
    When will the event take place?
    Where will the event take place?
    How will the club pay for the event?
    Why should students be interested in attending?

  • Event Registration and Facility Reservation

    To declare your event and reserve space, review these options: 

    Facility Reservation

    Please note that for different rooms/locations fees for facility rental, set-up, clean-up, and other requests may apply.

    Student Union

    Table Requests

  • Event Planning Contracts

    Before signing any contracts with vendors, performers or venues, be sure to run it by Student Clubs and Greek Life first. 
    DO NOT SIGN CONTRACTS, UAA PROCUREMENT IS THE ONLY AUTHORIZED DEPARTMENT TO REVIEW AND SIGN

    In addition to contracts from vendors, the university requires a short form contract when contracting with a speaker, lecturer, performer, or venue. The following documents will need to be included alongside the short form contract:

    1. W-9 form showing current month and year
    2. Unsigned contract and invoice from the vendor/business 
    3. An approved Purchase Request on UAA Life (see "Accessing Club Funds and Purchase Requests" below)
  • Serving Beer and Wine

    Clubs or organizations wishing to have beer or wine available for distribution at a private event must obtain the official UAA Beer/Wine Distribution Permit. Permits are granted through an application process and require the approval from the Dean of Students or Chancellor.

    The following materials and documents must be submitted with the UAA Beer/Wine Distribution Permit application in order for a club or organization’s request to be considered:

    1. Example of event bracelet, stamp, or other system being utilized to identify guests
      • Include an example of the item being used (example: wristbands/bracelets)
      • Description of how chosen system will be distributed to guests and collected by alcohol servers (e.g. at registration table after ID check)
      • Description of how this system will allow alcohol servers to distinguish guests who are 21 years or older (e.g. 21 and over receive wristbands/bracelets)
      • Description of how this system will be used to track amount of drinks consumed (e.g. guests receive two wristbands/bracelets, which are cut off by servers)
    2. A map or layout of the room/space where the event will take place. This map must identify
      • Main or primary entrance that will be accessed by guests, equipped with an ID check station
      • Location of bar/alcohol distribution site (alcohol consumption area must be separated from general gathering areas such as stanchions, gate, etc.)
      • Location of business, security, or club or organization members 21 years or older who are responsible for checking IDs, at the bar/alcohol distribution site
      • Location of security officers (if required)
      • Location of food or serving area
      • Additional event-related items (i.e. DJ or band stage, dance floor, VIP area)
    3. Menu or description of food items being offered during event
    4. Copy or original invitation that will/has been sent to guests
    5. Guest List (if the event is being hosted on the UAA campus only)
    6. List of club or organization members over 21 years old who will be in attendance at the event

    Completed permit application and materials MUST be submitted to the Student Clubs and Greek Life Office 4 weeks prior to the event date. (Do not submit permit application and/or materials to the Dean of Students or other department directly)

    Carefully review the permit application for further details regarding UAA’s Alcohol Policy and regulations for distributing beer/wine during an official event. Contact the Student Clubs and Greek Life Office at 907-786-1385 or via e-mail at uaa.scgl@alaska.edu for more information or assistance.

    Request for Serving Beer/Wine Form 

    Beer and Wine Instructions

  • Public Viewing of Movies on Campus

    Copyright restrictions apply to public showing of movies. Before showing videos or films on campus for events please read the Movie and Film Viewing Policy.

Advertising and Promotion

  • Social Media Guidelines and Resources
  • UAA Posting Policy

    Adhere to the following regulations when posting materials on or in UAA facilities. All following regulations also apply to the hosting of events, programs, or activities by UAA student clubs and organizations.

    The following applies to all UAA Facilities:

    • Appropriate posting areas: designated bulletin boards, sandwich boards, and designated columns in the spines
    • Inappropriate posting areas: painted walls, wood, glass (windows or doorways), door frames, ceilings, bathrooms, the floor, railings, balconies, stairs, or vending machines
    • Only one copy of each sign, flyer, handbill, or other material may be posted in a designated area. Extra copies and postings found in inappropriate areas will be removed immediately.

    All materials must:

    • Contain the name of the recognized student organization or department clearly identified as the sponsoring group.
    • Avoid the use of obscene or offensive language or illustrations and demonstrate sensitivity to social concerns, such as sexism and racism.
    • Not promote the use of alcoholic beverages or drugs.
    • Be removed in a timely manner.

    Be aware that certain facilitates may have additional regulations or policies regarding the posting of materials or events. Contact a representative of the facility to gain approval for all positing and events prior to any action.

    Posting of any materials in the Residence Life (Commons, Residence Halls, MAC and Templewood Apartments) area always requires prior approval. Contact Residence Life at 751‐7444 or University Housing at 751‐7200 for the necessary approval process.

  • PSA for KRUA (Student Radio Station)
    Request a PSA on Student Radio Station KRUA: Online PSA Request Form
  • Graphic and Publicity Services

    Graphics and Publicity Services empowers and educates students about UAA's many advertising tools to help them successfully publicize their events. GPS provides a number of services to registered student clubs or organizations.

  • Club Council E-Newsletter

    Communication is key! Club Council business, leadership opportunities and related UAA announcements are distributed through our weekly newsletter, "This Week's Opportunities," or TWO for short. Sign up to receive the TWO and stay in the loop.

  • Club Council Logo

    The Club Council logo is reserved for programs and publications explicitly sponsored by Club Council. Generally, the only time registered clubs will use this logo on marketing materials is if they have successfully secured funding through the Club Council Funding program. For all other questions or inquires on using Club Council’s logo, please email uaa_clubcouncil@alaska.edu.

  • Club Website Policy

    Student Clubs and Greek Life (SCGL) recognizes the importance of maintaining an online presence for registered student organizations. Reaching a digital audience can contribute to raising awareness for organizational missions, recruiting potential new members, and promoting events, along with other benefits. In an effort to provide student leaders support in their roles while simultaneously providing experience in the use of technology, SCGL has laid forth the following criteria concerning organizational websites:

    • Registered student organizations will have a web page created on UAA Life. This page will remain active as long as the organization remains registered through the University.
    • Each Fall, as part of the registration process, organizations will provide a roster of current leadership. By default, the President, Treasurer, and Secretary will have authority to make edits on their UAA Life page. Additionally, the organization can assign privileges to any member it deems necessary.
    • The organization's UAA Life page will be their only authorized website associated with the University. Registered student organizations will not be permitted to host websites through the uaa.alaska.edu domain.
    • Student organizations are welcome to develop websites outside of the University's domains.
    • Students maintaining organizational websites are expected to use them in an ethical and responsible manner, and in alignment with the University of Alaska Anchorage's mission and values.
    • Students maintaining organizational websites are expected to keep information on their websites up-to-date.

Financial Management and Assistance

  • Funding Assistance

    Clubs can apply for additional funding for events through the Club Council, UAA Concert Board Special Projects Fund (SPF) or the Diversity Action Council. Each have separate requirements.

  • Deposits and Financial Reimbursement

    Deposit and Tax Forms

    Speakers/Performers or Miscellaneous Services

    Send information 4 weeks in advance before the event or travel related expenses is taking place.

  • Custodial Credit Card Checkouts

    Fully registered UAA student clubs and organizations are eligible for the use of a Custodial Credit Card and Costco Credit Card to checkout for purchases (no propane, helium, spray paint, hazardous and weapon-like purchases allowed). There are only two available Custodial Credit Cards to checkout and only one Costco Credit Card. An approved Purchase Request and Student ID is REQUIRED at the time of checkout for all the Credit Cards requests.

    These cards will be issued on a first come, first serve basis. A 48 hour notice is required to check out the cards based on the students' preferred pick-up time.

    The Custodial Credit Cards have replaced all LPOs. LPOs are no longer available.

    Prizes/Gift Purchases

    Prizes/Gift Purchases are acceptable for use ONLY if the cost is under $24.99 and will need pre-approval from the UAA Procurement office and Vice Chancellor of Student Affairs. If prizes/gift are valued over $25.00, the use of the Custodial Credit Card needs pre-approval and is not guaranteed for approval. For each prize/gift given, each recipient needs to fill out and sign a UA Taxable Status Determination Form, no matter the value of the prize/gift awarded. If a gift card of any value is purchased all individuals who win or receive a gift card will need to complete both the UA Taxable Status Determination Form and a W-9 (no exceptions). Note: Prizes/Gifts are NOT an allowable purchase on the Costco Credit Card.

    Entertainment Purchases

    Entertainment Purchases (gifts, movies, bowling, restaurant/dining, etc.) require pre-approval from the SCGL department, Student Affairs Fiscal Manager, and UAA Pro Card Administrator. These purchases cannot be over $200 or more per the university's regulations and policies, whether purchased with Custodial Pro Card or out-of-pocket. These purchases can be reimbursed $200 or less if pre-approval is given, but the original receipt is required and needs to be itemized. Reimbursable entertainment purchases only need SCGL department and Student Affairs Fiscal Manager approval.

    If a gift is given (not a prize), the UA Taxable Status Determination Form is still required and needs to be filled out completely by the individual given the prize (SSN is required on the form) and the student club/organization (bottom portion).

    REMINDER: Affiliated UAA clubs and student organizations cannot purchase any alcohol whatsoever, even if paying out of pocket. It is a UAA Club/Student organization event which will not allow any alcohol to be purchased, otherwise a Beer/Wine Request or permit will be required.

    For more information, please read the Custodial Card Policy and Procedures.

  • Cash Boxes for Events

    SCGL has two Cash Boxes to offer to clubs for bake sales and other fundraising activities on a first come, first served basis. Stop by the SCGL office to check one out.

  • Fundraising

    Bake Sales

    Before having a bake sale, consult with the appropriate building manager about any of their concerns. In addition, proceeds from bake sales must be used and controlled in accordance with acceptable university cashiering practices (contact University Cashiering with questions). The university has exclusivity contracts with food service providers and some sales may incur contract violations. If planning a large sale, consult with Housing, Dining and Conference Services.

    No permits are required for small office parties and other events that are closed to the public. However, departments should still follow good sanitary procedures. Licensed food service providers are responsible for assuring compliance with all pertinent sanitarian regulations and permit requirements for events that they are catering. EHS/RMS can inspect contracted food service providers to assist with sanitation standards compliance. Extraordinary janitorial efforts required to clean up after a bake sale or office party may be charged back to the individuals, departments, or clubs responsible for the event.

    No potentially hazardous foods may be sold. Potentially hazardous foods are those foods that spoil easily without refrigeration or special preservation (some salad dressings, cream pies, meats and meat products obtained from non‐commercial sources, etc.). In general, dried baked goods and prepackaged, shelf storage items are safe. Refer to Environmental Health and Safety and Risk Management Policy 6, Food Service for further advice.

    Raffles

    In order to host a raffle, clubs must submit the required paperwork to SCGL at least 4 weeks in advance of the raffle. The SCGL office needs all required information to send to the Budget office for approval for all student clubs and organizations.

    Read the following before hosting a raffle:

    Turn in before raffle:

    1. Raffle Checklist (The First Sheet/Page)
    2. Games of Change Permit Application
    3. Raffle Prize Donation Form (Filled out by donors when donating prizes)
    4. Stub Sample (Make sure tickets are printed with required information)
    5. Raffle Deposit Form

    These items will be reviewed by SCGL and the UAA Budget Office.

    After the raffle turn in:

    1. UA Taxable Status Determination Form signed by each prize winner with their social security number and winning ticket stub attached. Note: Social Security Number is required for IRS and State of Alaska tax reporting requirements. If winner isn't willing to provide SSN, the prize can't be awarded and must be re-drawn.
    2. Financial Report, including number of tickets printed, sold, and unsold. Report should contain actual expense, deposits and donated prizes. (See Raffle Checklist, Sheet 2).
    3. Copies of raffle deposit receipts for all tickets sold. Deposits must be done daily to minimize the risk of loss. (Do not mix raffle deposits with other revenue.)
    4. Copies of receipts/invoices for all expense.
    5. Prize Donation Forms signed by vendors.
    6. Raffle ticket log is required for all tickets (sold/unsold) and must contain ticket numbers, name of purchaser, and winning prizes.
    7. Ticket stubs and unsold tickets bundled separately in numerical order.
    8. A post raffle report (memo or email format) is required within 12 months of the raffle and must show how the funds were spent.

    Prizes for Auctions, Door Prizes, etc.

    Winners of prizes must fill out a form when they claim their item. For each prize/gift given, each person needs to fill out and sign a UA Taxable Status Determination Form, no matter the value of the prize/gift awarded.

    UAA student clubs do not hold individual tax identification or tax exempt status. If a donor is requesting this information please contact the Student Clubs and Greek Life Office.

Club Management and Using UAA Life

  • Club Membership

    Club Membership

    Joining a club is easy and a great way to connect to the campus community. Browse existing clubs and contact club officers to join through our student organization portal, UAALife. Can't find what you're looking for? Start a club of your own!

    Student clubs can have an unlimited number of members, but they are required to have at least one faculty or staff advisor and three student officer positions.

    Club Officers

    Clubs are required to have three officer positions: President, Treasurer and Secretary. Student club officers are expected to:

    • Complete Student Club Officer Orientation
    • Respond to emails in timely fashion
    • Read “This Week’s Opportunities,” the SCGL eNewsletter
    • Abide by University regulations and policies
    • Maintain, at minimum, a 2.25 cumulative GPA
    • Submit all paperwork before deadlines
    • Maintain your club’s UAA Life page
  • Club Officer Orientation

    Every year, student clubs must register to be acknowledged by Club Council, the governing body for clubs and organizations.

    The registration process, facilitated on UAALife, includes Student Club Officer Orientation, which needs to be completed by the club president and treasurer every year.

    While the orientation is part of the registration process, you can review the orientation presentation, which includes important policies and procedures, at any time. Download our Officer Orientation Information Packet for important take-aways and reminders.

  • Accessing Club Funds and Purchase Requests

    Registered clubs are issued, by default, a university financial account. Clubs are prohibited from having external/third-party accounts and must manage finances through the university account.

    Before spending any money, a club needs to make a Purchase Request (PR) through UAA Life. A PR may be submitted by any club member. The Club Advisor, the President and the Treasurer need to approve it before SCGL can process it. The PR may ask for a Journal Voucher (JV), Direct Pay and a Pro-Card purchase. UAA Life does not actually do anything to the funds, it puts the request to spend funds in to the SCGL office which processes the actual transactions. 

    The PR provides several options for spending club funds:

    • Journal Voucher (JV): A Journal Voucher is a transfer of money between University Entities. This can be a transfer between two clubs, two UAA departments or between a club and a department. When making a purchase request on UAA Life select JV and indicate who to transfer the money to and why.
    • Direct Pay: Direct Pay is used for reimbursing students for out-of-pocket purchases they make on behalf of the club. It can also be used to request that a check be made out to businesses for room reservations, spare machinery parts etc. When filling out the purchase request indicate in the notes to have a check made out.
    • ProCard: A ProCard is a UAA credit card for employees. In the notes indicate what item and where to purchase it. Common ProCard purchases include items from Amazon.com where the student puts all of the items in the cart, prints off the shopping list and (after filling out all of the required information) attaches it to the purchase request. Sometimes after approval, the requester might come in and log into their Amazon account and let SCGL pay for the item(s) with the ProCard.
    • Custodial Mastercard ProCard: The UAA Custodial ProCard is a credit card that can be checked out by student clubs. This card is to be used temporarily for the required shopping needed for a student club/organization. Absolutely no personal usage is allowed with the Custodial ProCard. All cards, forms and receipts are due back to SCGL by 5:00pm of the same day of checkout for cards checked out before 2:00pm. When checked out after 2:00pm it must be returned by 10:00am the next business day. For example, for an event taking place on a weekend check the card out Friday and return the card that same day or by 10:00am of the following business day.
    • Costco Visa ProCard and Membership: The UAA Costco Visa ProCard and membership card are only to be used at Costco ONLY. The UAA Costco Visa ProCard is a credit card that can be checked out by student clubs. This card is to be used temporarily for the required shopping needed for a student club/organization. Absolutely no personal usage is allowed with the Costco ProCard and membership card. All cards, forms and receipts are due back to SCGL by 5:00pm of the same day of checkout for cards checked out before 2:00pm. When checked out after 2:00pm it must be returned by 10:00am the next business day. For example, for an event taking place on a weekend check the card out Friday and return the card that same day or by 10:00am of the following business day. Prizes and gifts are not allowed to be purchased whatsoever. 

    Make a Purchase Request

    1. Login to UAA Life.
    2. Log in using single-sign-on username and password.
    3. Go to the club's page.
    4. Underneath the cover photo there is a gray bar. Select "Finance".
    5. On the Finance page select "Create a purchase request".
    6. Fill out the information accordingly. Hint: payee information is different from the requester's information. The payee is who SCGL will be sending money to. For a reimbursement, put information for the person needing reimbursement in that field. For a check to a business enter the businesses information.
    7. Enter special requests in the notes.
    8. Complete the Purchase Request.
    9. Have the President and Treasurer approve the purchase request.

    Approve a Purchase Request

    1. Login to UAA Life.
    2. Log in using single-sign-on username and password.
    3. Go to the club's page.
    4. Underneath the cover photo there is a gray bar. Select "Finance."
    5. On the Finance page select the purchase request needing approval.
    6. Underneath the number of the purchase request select "Change State".
    7. Underneath "Stage" select approver's position (President or Treasurer.)
    8. Place a comment underneath if necessary.
    9. "Save".

    "Stage History" at the bottom of the PR details the previous approvers and additional approvals still required.

    Reimbursement

    1. Make a purchase request on UAA Life.
    2. Have the President and Treasurer approve it.
    3. Save the original receipt with the purchase*.
    4. Take receipts for purchase request to Student Clubs and Greek Life.
    5. Fill out a "PR Form" including the purchase request at the top if possible. Download a PR Form.
    6. SCGL will tape the receipts to the PR form so that the totals and name of the store will show.
    7. If requested, SCGL will photocopy the form (with the receipts) for club records.
    8. SCGL will process the reimbursement. It takes about 2-3 weeks to receive the reimbursement.
    9. Reimbursements may be direct deposited if setup in UAOnline (same as for Financial Aid). Otherwise, a check will be mailed to the address on file in UAOnline.

    *SCGL will only accept original receipts for reimbursement. For online purchases (such as from Amazon.com) SCGL accepts printed receipts from the email receipt or online invoices. They must show a zero ($0.00) balance, showing the balance has been paid.

  • Managing the Roster

    Managing the club roster may require special access to the club on UAA Life. Visit the SCGL office with problems completing the instructions below.

    1. Have the president/treasurer/etc. log on to UAA life and make sure they have joined the club organization.
    2. Login to UAA Life.
    3. Log in using single-sign-on username and password.
    4. Go to the club's page.
    5. Underneath the club's cover photo there is a gray bar. Select "Roster".
    6. Select "Manage Roster".
    7. Find the president/treasurer/etc. in the roster.
    8. Select that person and select "edit positions".**
    9. Select the position.
    10. Select "Save".
    **By default there are only member positions in UAA Life. To create more positions with more access:
    1. Go to the roster page.
    2. Select "Manage Positions".
    3. Select "+ Position".
    4. Type in a title for new position.
    5. Select the type of position.
    6. Set access permissions (for making/editing purchase requests, manage the roster etc.)
    7. Select "Save".
  • Advisor Responsibilities

    Stay Involved

    It's okay to let the students handle arrangements and operations themselves; that's what builds leadership! 

    Advisors should, however, be familiar with the policies and guidelines that support club and organizations. Review this page and the Student Officer Orientation to really be the expert students look to for support. 

    As an advisor, also consider signing up for Club Council's weekly e-newsletter, "This Week's Opportunities," or the TWO for short.

    Signature Authority

    Clubs and organizations sometimes need authorization from their advisor when accessing their financial account and reserving space on campus. Advisors sign Facility Reservation Request forms prior to the club turning them in to SCGL for further approval. This can be done on the physical copy or electronically. For financial assistance, the advisor should be familiar with UAA Life and how to approve Purchase Requests for the club / organization.

Fraternities and Sororities

  • Policies

    UAA recognizes four fraternities and two sororities on campus.

    Each registered fraternity and sorority organization must adhere to the UAA Student Affairs Policies for Fraternity and Sorority Organizations to remain in good standing with the university.

    Additionally, the UAA Student Union provides each fraternity and sorority a storage locker for their convenience. Fraternity and sorority organizations must adhere to the Student Union Policy for Fraternity and Sorority Lockers.

  • Grade Release Form

    Academics are very important to fraternities and sororities. Each chapter has academic expectations and a strategy to help members meet academic goals, whether it's study hours, study tables, study groups or other incentives.

    Every semester, Student Clubs and Greek Life compiles grade information from each chapter to track progress. These reports are used to measure achievements and successes at a regional and national level. In compliance with FERPA regulations, members must submit grade release forms to Student Clubs and Greek Life in Student Union 208 to authorize grade checks.

    IFC Grade Release Membership Card (Fraternities)

    PHC Grade Release Membership Card (Sororities)

Club Travel

  • Resources for Planning Travel

    The University's procedures for travel require considerable advance planning. No travel related purchases can be made prior to having the Travel Authorization approved (this includes purchases expecting reimbursement and purchases not expecting reimbursement). All club and Greek Life travelers are required to submit travel packets, regardless of payment or paying out of pocket. Clubs may request "pre-authorization", explained below under "Travel Pre-Authorization (Option)".

    Student organizations wishing to travel must complete and turn in the Student Travel Packet forms at least four weeks prior to making ANY travel related purchases for domestic travel and 12 weeks for international travel.

    Note: Any travel related purchases made without the required approvals will absolutely NOT be reimbursed. No travel requests will be processed without a completed travel packet.

    Clubs and organizations may provide funding for registration fees, transportation, lodging, meals (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 in their account for all requested expenses prior to submitting travel forms and must be a fully registered club/organization for the current school year.

    Checklist

    1. Notify Student Clubs and Greek Life

    Once the club has decided who will be travelling, drop off a list of the travelers' names and student ID numbers to Cody Buechner, Leadership Coordinator and/or Jane Mastre, Administrative Assistant. Bringing these items 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 weeks prior to domestic travel (this includes in-state travel) and 12 weeks prior for international travel.

    Completed Student Travel Packets include:

    1. Student Travel Request: All travel information and estimated expenses must be listed and attached to the forms. The following forms are considered part of the Student Travel Packet and must be submitted together. Student Travel Forms must be submitted to the Student Clubs and Greek Life Office. No travel will be processed unless the Student Travel Packet is fully completed. No partial/incomplete packets will be accepted.
    2. Traveler and Emergency Contact Form (p. 1)
    3. Hold Harmless Agreement Form (p. 2)
    4. Itinerary Form w/ estimates (pp. 3-4): Attach screen shots or print outs of each expense and turn in with packet.
    5. Hotel/Lodging Room List: Submit a list of members who will be in each room. Please separate females and males in different rooms.
    6. Proof of travel insurance for each traveler (International Travel only)
    7. Proof of vaccinations for each traveler (International Travel only)
    8. Copy of Passports for each traveler (International Travel only)
    9. Letter of support from the club's Advisor (This is required for International travel only. See FAQs in Student Travel Packet.)
    10. Original signed Export Control Forms for each traveler (For International Travel only)

    In-State Travel: Alaska

    US Student Travel Packet

    (Traveling within Alaska, outside Anchorage Bowl area ONLY)

    Read the information below for the required travel documentation needed before a club travels. Submit at least four weeks prior to making ANY travel related expenses, even if students are not seeking reimbursements. ALL travel must be approved by all required approvals before traveling. (club and student organizations need to submit all documentation together)

    Completed Student Travel Packets include:

    1. Student Travel Request: All travel information and estimated expenses must be listed and attached to the forms. The following forms are considered part of the Student Travel Packet and must be submitted together. Student Travel Forms must be submitted to the Student Clubs and Greek Life Office. No travel will be processed unless the Student Travel Packet is fully completed. No partial/incomplete packets will be accepted.
    2. Traveler and Emergency Contact Form (p. 1)
    3. Hold Harmless Agreement Form (p. 2)
    4. Itinerary Form w/ estimates (pp. 3-4): Attach screen shots or print outs of each expense and turn in with packet.
    5. If driving, copy of each driver's license and car insurance
    6. If driving, a driver/passenger list: Submit a list of driver's and passengers driving with those drivers.
    7. Hotel/Lodging Room List: Submit a list of members who will be in each room. Please separate females and males in different rooms.
    Travel Pre-Authorization (Optional)

    Travel Pre-Authorization is optional, but required to fill out at least six weeks prior to making any travel related expenses and is only authorized for domestic travel. The Pre-Authorization form, if approved, will allow expenses to be paid in advance before full travel approval. Full travel approval is still required and all documentation must be turned in at least four weeks prior to the date of travel status. To get pre-authorization approved, see the check list below.

    Travel Pre-Authorization Check List
    1. Pre-Authorization Form
    2. Attach a Trip Itinerary. This includes, estimated dates and times the club plans on leaving, destination(s), an event/conference itinerary of what the club plans to do per day while on travel status, return date and times, estimated total number of student member(s)/advisor(s) traveling, and an estimated total cost per expense and estimated total cost of travel.
    Important Information regarding Car Rentals for Non-Employees (Students):

    University Regulation 05.02.06.A.4.d. (6) prohibits UA rental of motor vehicles for guests or persons who are not UA employees. Please read the attached Transportation Safety Guide regarding student driving. It is not recommend to get a rental for employees. Alaska travel regulation mentions some requirements about Automobile Rental. Student related travel and car rental may create risk and safety issues (e.g. insurance and liability).

    REMINDER: partial travel packets are not accepted from any traveler. DO NOT purchase ANY travel related expenses until the travel is approved by the required individuals and the UAA Travel Department.

    3. Mandatory Pre- Travel Meeting and TEMS Set Up

    After completed forms have been submitted, all members of the traveling group seeking reimbursements are required to attend a Pre-Travel Meeting with the Leadership Coordinator and the Administrative Assistant from Student Clubs and Greek Life. Mandatory Pre-Travel Meeting must happen at least four weeks prior to making ANY travel related purchases for domestic travel and nine weeks for international travel. Final details of the trip will be covered during this meeting. From here the Administrative Assistant will go over the Travel Expense Management System (TEMS) process.

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

    A travel authorization (TA) is a plan of travel including expenses. Once the SCGL administrative assistant inputs the TA into TEMS, the club will receive an email from TEMS requesting approval. After the club approves the TA in TEMS it can be reviewed by and approved by UAA's travel administrators. This step is critical towards getting reimbursements and final arrangements approved.

    NOTE: If planning to request a travel advance it must be requested BEFORE approving the TA.

    5. Retain All Receipts from Travel

    Turn in all receipts within ten days of return. A travel expense form will be prepared for signature. 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. For group travel (only 1 TA for the entire group) receipts must be turned in by all club members before anyone can be reimbursed.

Video Tutorials