1. USF Student Organizations Travel Training
Vanessa Smith, Senior Travel Specialist
Stefen Ewers, Travel Assistant
Schea Shackleford, Travel assistant

2. Grants Committee
The SG Grants Committee allocates travel funds to student organizations, NOT The Student Business Office (SBS)
Must be an A&S funded organization
Travel funds from SG subsidize your trip, it does not fund the entire travel
Submit completed application to
Any travel that is being fully or partially funded by any University entity (other than Student Government) shall NOT be eligible for Travel Grant funding.

3. Application must be properly filled out
TO BE ELIGIBLE FOR TRAVEL GRANT
A&S Funded
Open to all
Within 25 Business Days
Proposed travel must be aligned with the organizations goals and mission
Application must be properly filled out

4. Title VIII Maximum Expenditures
Total travel expense: $7, maximum per year
Food for travel may be provided as defined by state statutes or university policy
Personal Vehicles: as defined by state statutes and/or university policy
Vehicle Rental (Up to 6 passengers): $60.00 per day, per vehicle
Vehicle Rental (7-11 passengers): $75.00 per day, per vehicle
Vehicle Rental (12+ passengers): $ per day, per vehicle
Lodging:  $50.00 per student, per night
Registration:  $ per student, per conference
Bus Rental: $1, per event
Access the SG Title VIII here:

5. Essential Steps Plan your trip.
Complete travel application within 25 business day deadline.
Travel and have fun!
Return receipts and event confirmation within 3 business days after returning from conference.
Return Expense Report and Group Travel Reimbursement Form.
Receive Reimbursement!
Return Acknowledgment of Reimbursement within 30 days.

6. 1. Planning Transportation (How are you getting to the conference?)
Personal Vehicle: How many drivers? Capped mileage? Mileage is reimbursed at $0.445/mile!
Rental Vehicle: How many vehicles are needed? An additional driver form is not required.
Airfare: Try to fly in groups together rather than individuals.
Lodging
How many rooms? Where? Any conference rates? Reservations over the phone or online?
Include screenshots of estimated cost with your application.
Registration
Check deadlines! Submit as soon as possible if there is an early bird discount.

7. 2. Application
The application must be submitted 25 business days (by 11:59pm) prior to the first date or travel to
The entire application must be typed, except for signatures
You must print and physically sign the application. Electronic signatures will result in an automatic denial from the Grants Committee.
If you did not print and physically sign with a pen, it will be considered an electronic signature.
You cannot sign the application on your tablet or with any software (i.e. Adobe Pro).
If anything is missing on the application (i.e. signatures on the affidavit), it will automatically be denied by the Grants Committee.
Completion of the application is the responsibility of the lead traveler.

8. SECTION 1: CONFERENCE INFORMATION
TRAVEL REQUEST
Read the instructions page on the application prior to filling out the travel request.
PINK cells are MANDATORY. Color will change to YELLOW once completed.
List your current mailing address. The address you list on your application is where your reimbursement check will be sent if you are allocated (unless you have direct deposit set up through employment at USF).
The allocation is for the entire organization. To determine how much each individual is receiving, divide the allocation by the number of people traveling.
SECTION 1: CONFERENCE INFORMATION
SECTION 2: LEAD TRAVELER’S INFORMATION
SECTION 3: ESTIMATED TRAVEL EXPENSES
Allocation: $4,000.00
Travelers: 10
Per Person Allocation: $400.00
SECTION 4: NOTES ABOUT TRAVEL REQUEST

9. TRAVEL AFFIDAVIT
The lead traveler and financial officer CANNOT be the same. If the lead traveler is the financial officer, the president or vice president can sign in place of the financial officer.
Electronic signatures will result in an automatic denial from the Grants Committee.

10. TRAVEL AFFIDAVIT ROSTER MUST BE TYPED
Allocation: $4,000.00
Travelers: 10
Per Person Allocation: $400.00
Remove 2:
$3,200.00
8 travelers
$ (PP)
Add 2:
$4,000.00
12 travelers
$ (PP)
Anyone going on the trip must sign the travel affidavit roster. Multiple travel affidavit rosters will be accepted if everyone cannot sign on the same page.
*If multiple copies are provided the name, , U# and birthdate must be next to the correct signature or the travel affidavit roster will not be accepted.*
Electronic signatures will NOT be accepted.
If people wish to be taken off the roster, you may do the following:
Simply remove and lose their individual portion from the overall allocation.
Replace them with other travelers and not lose funding.
If people wish to be added to the roster without removing anyone, you may do the following:
Add them and not receive any additional funding. Everyone’s individual portion from the overall allocation will decrease.
MUST BE SIGNED WITH A PEN NEXT TO NAME, , USF ID, AND BIRTHDATE
MUST BE TYPED
NO EXCEPTIONS!

11. ADDITIONAL DRIVER FORM
This form should be completed for ALL drivers (other than the lead traveler) who will be driving his/her own personal vehicle and receiving reimbursement IF any funding remains.
Do not complete this form for students driving rental vehicles.
Please provide the DRIVER’S current mailing address (the driver’s reimbursement check will be sent to this address, unless he/she has direct deposit set up through employment at USF).
The driver and the financial officer CANNOT be the same. If the driver is the financial officer, the president or vice president can sign in place of the financial officer.

12. 3. During Travel
Save all your receipts! You will be required to submit all of them upon return.
You will be required to submit an itemized zero balance receipt for all lodging expenses.
You can only be reimbursed for the room rate and applicable taxes and fees
Expenses for room service, movies, incidentals, etc. are not reimbursable
If you drive your personal vehicle, you can be reimbursed up to $0.445/mile. The amount will be capped at the cost of the most economical flight if you drive a long distance, per USF policy.
If you rent a compact or subcompact vehicle, you can be reimbursed for the cost of the rental and the gas. Per Title VIII, rental insurance is not reimbursable.
Save all gas receipts!
If possible, pay at the pump with a credit card.
If paying with cash, a second receipt is required from the cashier to verify the amount prepaid matches the actual amount of gas pumped.

13. 4. Returning Receipts
Your Post Travel Summary Form, ALL receipts, and participation confirmation must be submitted within 3 business days of the return date you provided.
It is the responsibility of the lead traveler to ensure all documentation is submitted on time.
You may submit your receipts via PDF, walk-in, or to or fax (813)
No screenshots of receipts will be accepted.
A screenshot is an image of a computer screen at a given time.
Only full digital or physical copies of receipts will be accepted.
When in doubt, forward the entire containing the receipt.
**Important** Please ensure that the last 4 digits of each credit card used on any receipt are included on the receipt. This can be written in by the traveler if it is not present.

14. POST TRAVEL SUMMARY
This form must be completed and submitted with your receipts within 3 business days after returning from your trip. This allows us to see what you expect to see on your expense report
No screenshots of receipts will be accepted. A screenshot is an image on a computer/phone screen at a given time. You may provide receipts via PDF, print the entire receipt, or forward the ed receipt from the vendor/event containing the receipt Please forward all receipts to
If a receipt is missing in the attachments, this is how we will know!

15. 5. Returning Expense Reports and Group Travel Reimbursement Form
The lead traveler will receive a Travel Expense Report (TER) to review for accuracy and sign.
No electronic signatures will be accepted.
Due within 3 business days of receiving
The lead traveler will also receive a Group Travel Reimbursement Form to review and sign.
ONLY if 2 or more people are due a reimbursement from the allocation.

16. TRAVEL EXPENSE REPORT
The Expense Report is due within 3 business days of receiving it.
If the Expense Report is not provided within 3 business days of receiving it your reimbursement could be delayed or cancelled.
If multiple pages are sent to you in the , you MUST return all of the pages, not just the signature page.
Sign with a pen here

17. GROUP TRAVEL REIMBURSEMENT FORM
These sections are LOCKED, meaning you cannot change any of the information. If something isn’t right, notify Vanessa ASAP at
By signing this document, you agree to reimburse the each traveler the listed amount.
Everyone will receive a copy for their records via .
School Pride Leadership Conference
7/1/19
7/8/19
Completed by SG Travel Office 10
Completed by lead traveler
Vanessa Smith
$400.00
Mike Stuben
$400.00
Siladeth Rattanakongham
$400.00
Genane Bien-Aime
$400.00
Completed by SG Travel Office

18. 2 to 6 weeks later…

19. 6. Reimbursement
After submitting your signed Expense Report, we will send it to USF Travel auditors on your behalf for approval.
The approval can take up to 2 to 6 weeks after we send your Expense Report. Unfortunately, we cannot control how quickly your reimbursement is approved.
Around the holiday season (November to December), it is normal for the process to take the full 4 to 6 weeks.
Once approved, you will receive an automatic notification from Archivum. You will receive a check in the mail or a direct deposit if you work for the university.
The organization’s entire reimbursement will be sent to the lead traveler. He/She is responsible for reimbursing each of the travelers.
You cannot come to our office to pick up the check.
Travelers must reply to the with their name, amount received, and the date the reimbursement was received.
The acknowledgement of receipt of reimbursement is due to within 30 business days of receiving the .

20. FAQs Will screenshots of receipts be accepted?
Screenshots will not be accepted. You must provide the entire receipt from the vendor.
Can I travel a few days before or after to sightsee, network or job hunt?
The university will only reimburse business related travel expenses incurred one day prior to the official start date of the conference and one day after the official end date of the conference. You must notify our office of your extended travel plans. You must also provide search results from Travelocity to show what it would have cost to travel up to one day prior and one day after the conference.
Can I change my mailing address after I apply?
If you need to change your mailing address, send our office an with your new address prior to signing your expense report to ensure it will be updated in time. If you request an address change after signing your expense report, we cannot guarantee your request will be completed by USF Travel.
Can I pick up the check?
Reimbursement checks are not sent from our office. Travelers can only pick up their check from USF Travel under extenuating circumstances. You must notify our office when you send in your signed expense report as the request must be processed and approved by USF Travel.

21. Vanessa Smith, Senior Travel Specialist|
Stefen Ewers, Travel Assistant |
Schea Shackleford, Travel Assistant |
Questions? Contact us! Student Business Services, MSC |