WSU POLICIES AND PROCEDURES STUDENT ORG TRAVEL WSU POLICIES AND PROCEDURES

WHAT IS CONSIDERED TRAVEL? Any off campus event that requires overnight lodging accomodations FOR EXAMPLE: Attending a conference, Leadership Summit or Retreat, National Organization Convention

Minimum Requirements: 2 WEEKS PRIOR TO REGISTRATION DEADLINE PLAN AHEAD ! Travel procedures can take some time. Make sure you plan well enough in advance! Minimum Requirements: 2 WEEKS PRIOR TO REGISTRATION DEADLINE Prepare a budget (make sure you have enough FUNDS in your account to cover all your travel expenses)

MOST COMMON MEANS OF TRAVEL Airline WSU preferred travel agency is ALTOUR Automobile WSU prefers that Enterprise Rental Car be used to rent vehicles. All Drivers MUST be WSU approved to drive. Driver Approval Form (Risk Management ) Personal vehicle – Full Coverage Insurance required

STUDENT HANDBOOK PER WSU POLICY: MUST SUBMIT: Travel Checklist/Authorization Form Driver Application (if driving) Emergency Contacts Assumption of Risk & Liability Release Conference Agreement All student travel MUST be pre-approved by Organization’s Advisor before submitting to the Office of Student Activities.

WHERE DO WE START… Fill out the Travel Checklist Form Found in Engage (Forms under OSA) ALL travel related information required to complete checklist Event/Conference Info, Dates of Travel, Location, List of travelers and email address, approval from advisor Submit the form, you will then be contacted to schedule a meeting to discuss any travel accommodations

VIOLATIONS As a member of WSU, you are representing the university: Any violations of travel policies, conference agreements, University policies may result in revocation of travel privileges or further disciplinary action with the Office of Student Conduct and Community Standards

TRAVEL REMINDERS Plan ahead! Get advisor approval (check list) Funds must be in the account before registration or other travel expenses can be paid. Upon return, submit original itemized receipts, registration, itinerary, etc. for reimbursement purposes. Enterprise in Fairborn gives a WSU discount for rental cars Pay for on departmental procard, b/c it includes collision Must purchase liability insurance as well

HELPFUL WEBSITES Wright Way Policy Office of Student Activities http://www.wright.edu/wrightway/5601.html Office of Student Activities www.wright.edu/studentactivities/ Student handbook

WHO DO I CONTACT? Janiece Brown, x5574 Debbie Lamp, x5566 Office of Student Activities, 019 Student Union Hours: 8:30-5 Monday – Friday

Please contact Office of Student Activities: 937-775-5570 QUESTIONS? I’ve got info on trademarks and licensed vendors list THANKS FOR LISTENING! Please contact Office of Student Activities: 937-775-5570