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  • Travel & Risk Management

Office of Student Activities

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  • Travel & Risk Management

    If your student organization is planning to travel (local or out-of-town), it is best to set up a meeting with the Office of Student Activities during the planning stages of your trip so that you can become familiar with the student travel policies and procedures. Here are important forms and links as it relates to travel:

    • SABC Travel Funding Application - Many times SABC does not allocate funds toward travel during the annual SABC Budget Allocation Process. This form is used by recognized student organizations or individual students to plan out all expected expenses related to the trip and to request travel funds from SABC. The completed form should be turned into Sandy Schob in the Office of Student Activities who will then schedule you/your group to meet with SABC during an upcoming meeting. As SABC's schedule fills up during peak times of the year, it is recommended that this form is submitted well in advance of your trip.
        
    • Student Travel Authorization - This form is to be completed prior to any financial obligation is made as it gives permission to use the intended funding sources. It will ask for basic information about your trip, estimated expenses, budget cost centers being used, and approval signatures. In addition, the form contains a student roster with emergency contact information. A copy of this page needs to be sent to Public Safety prior to your trip.
       
      When using SABC funds, one's Student Organization Advisor (for student organization travel) or sponsoring instructor (for academic related travel) signs on the "Authorized Signature/Advisor" line. The Assistant Director of Leadership and Organizations (SABC Chair) signs on the "Dean/Director/Vice President" line. Non-SABC budget cost centers will also require the appropriate "Dean/Director/Vice President" signature.

      When using SABC funds, a completed copy of the form needs to be turned into the Office of Student Activities prior to your trip.
        
    • Student Expense Report - This form is used to request reimbursement to a MSUM student who incurred expenses on the trip such as transportation, lodging, and conference registration. All expenses should be pre-approved on the Student Travel Authorization form. Attach all itemized receipts of the expenses to the form.

      When using SABC funds, one's Student Organization Advisor (for student organization travel) or sponsoring instructor (for academic related travel) signs on the "Supervisor/Department Chair's Signature" line. The Assistant Director of Leadership and Organizations (SABC Chair) signs on the "VP/Dean/Director's Signature" line. If non-SABC budget cost centers are also being used, one's appropriate "VP/Dean/Director" signature is also required.

      If any SABC funds are being used, turn in this form and itemized receipts to Sandy Schob in the Office of Student Activities.


    In some cases when using SABC funds, it may be possible to arrange for a purchase order in order to pay for large expenses rather than incurring out-of-pocket expenses. You'll want to meet with Sandy Schob in the Office of Student Activities well in advance of your trip to see what options may be available. In addition, if any faculty/staff are planning to use their University credit card to pay for any SABC funded expenses, arrangements will need to be made with Sandy Schob in advance.

    Here are some other helpful links:

    • Business Services Travel Page
    • MSUM State Vehicle Policies
    • Driver's License Check - Anyone driving a MSUM State Vehicle must fill out the online Vehicle Use Agreement form and have one's driving record checked. Each driver must have an acceptable or conditional driving record according to the Department of Motor Vehicle check to use a state vehicle. This process may take up to 2 weeks for the results to come back, so it is important that this form is completed well in advance of the trip.
        

    Waiver of Liability

    All Club Sport members must complete a waiver of liability form as required by the Director of Intramurals and Club Sports.

    If your student organization is planning an activity with inherent risk, please contact the Office of Student Activities so that a Waiver of Liability form can be created and distributed to participating members. Activities with inherent risk include any sports related activity or activities that pose a threat to one's physical or emotional well-being.