You may find that your RSO wants, or needs to travel to attend or participate in an event, such as a conference or meeting outside of the university. In order to do so, they are certain procedures you must follow. This information will outline those policies and procedures along with necessary forms.
Travel Policies and Procedures
RSO Request for Funding
- No travel arrangements will be completed without the RSO Request for Funding Form which must be picked up in the Center for Student Involvement and Leadership.
- Form must include estimates for ALL travel-related expenses including:
- Conference Registration
- Ground Transportation (Motor Pool/Shuttle/Bus)
- Other Transportation (Airfare/Trainfare)
- Tolls, Parking, Taxi or Shuttle (if applicable)
- Breakout of Advisor and Student Costs
- Every traveler (including the Advisor and/or chaperone) MUST complete a travel request form. Each form (except the Advisor's) must be signed by the Advisor.
- ALL forms come to the Administrative Assistant in the Center for Student Involvement and Leadership for review and approval. The approved forms get attached to the Payment Requisitions/Requests for hotels, conference fees, etc.
- It is important to complete the forms promptly to avoid price changes, unavailable flights, etc.
- The travel request form is located.
- No conference registration, hotel registrations, motor pool reservations or any other type of arrangement may be made until these forms are completed. They must accompany the other paperwork outlined as well.
- Most travel arrangements are made by appointment in the Center for Student Involvement and Leadership. Flight arrangements will made in the Accounts Payable office, by Karen "Kaye" Gibbs (410) 543-6067. You must make an appointment with Kaye to complete flight arrangements AFTER all requisitions are completed and approved.
Conference & Hotel Registration
In order for the Administrative Assistant of the Center for Student Involvement and Leadership to complete a payment requisition for credit card payment, the following is required:
- Vendor name & address
- Vendor Federal Tax ID
- Vendor phone number and website
- Completed registration forms from conference vendor for each attendee
- Once the requisition is completed and approved, you will need to schedule an appointment to make the actual arrangements with a University credit card. You can do the conference registration and hotel at the same time.
In order for the Administrative Assistant of the Center for Student Involvement and Leadership to complete a payment requisition for credit card payment the following is required:
- Hotel name & address
- Hotel Federal Tax ID
- Hotel phone number and website
- Number of Rooms needed (specify single/double/quad)
- Daily Rate (ensure it is conference rate if applicable)
- Check in AND Check out date
- Screenprint showing conference rate or daily rate
- Total number of people attending (breakdown with Advisor, Chaperone, Students)
- Students will generally share rooms; Advisor/Chaperone should have own room.
MOTOR POOL: If you are using a Motor Pool car or van, it should be booked by your Advisor or the Administrative Assistant in the Center for Student Involvement and Leadership. Motor Pool reservations are made via GullNet. Only Faculty and Staff are able to make Motor Pool requests. If your Advisor is unable to make the reservation, please provide the following information to the Administrative Assistant in CSIL:
- Date and time of pickup and return
- Name of each driver (one per van)
- ID of driver – same person must pick up van
- Driver must be Motor Pool certified. Registration form can be found here.
- Driver must fill out a Motor Pool Acknowledgement Form.
If you are using a Motor Pool shuttle, please contact Colleen Kirby 543-6211 to discuss availability and rate for mileage and driver. Shuttles are only available for local transportation (Maryland-Delaware-Washington DC)
BUS SERVICE: If you require a coach bus (50 passengers), please provide the following information to the Administrative Assistant in the Office of Student Activities:
- Date, time and location of pickup
- Estimated mileage to destination
- Precise address of destination
- Date, time and location of return
- Number of Passengers including Advisor/Chaperone
- Hotel accommodations for bus driver must be covered by the traveling group
- Student groups may not travel without Advisor/Chaperone
OTHER: If airfare or trainfare is required, please provide the following information to the Administrative Assistant in the Office of Student Activities:
- Airline name and address or Train service (Amtrak)
- Airline or Amtrak Federal Tax ID
- Airline or Amtrak Phone number and website
- Number of seats needed
- Airfare or trainfare per person
- Flight or Train numbers, dates and departure times
- List of people attending, including date of birth (required by airline, not needed by Amtrak)
Salisbury University operates a Motor Pool for the purpose of providing clean, safe and well-maintained passenger vehicles for the use of faculty, staff and students on official University travel. Your advisor must drive the Van or Car, and be a full time faculty or staff member. If your advisor is unable to attend, you may ask any staff or faculty member to attend in their absence. The Administrative Assistant in the Center for Student Involvement and Leadership can send a campus-wide e-mail if you need assistance in finding a chaperone.
In State Out of State Van 25 cents per mile 55 cents per mile Car 25 cents per mile 25 cents per mile ($.55 per mile for Canada) Campus Bus $14.43/hour for driver &
Plus $1.25/mile for bus (large) or $1.15 (small)
Campus buses not permitted out of state
Meals will be reimbursed as following:
Standard per diem meal rates effective July 1, 2009 without receipts:
Breakfast $8.00 Lunch $10.00 Dinner $24.00 Total $42.00
High cost per diem meal rates with *detailed receipts:
Breakfast $10.00 Lunch $11.00 Dinner $26.00 Total $47.00
For foreign per diem rates please go to http://aoprals.state.gov
*Personal credit card receipts are not considered an acceptable receipt. In the absence of a detailed receipt(s), reimbursement will only be allowed at the “standard” rate only.
- Your completed expense account should be submitted to the Center for Student Involvement and Leadership within three (3) working days of your return. Original receipts must be submitted with the Expense Account Form for reimbursement.
- If expenses occurred as a result of out-of-state travel, an approved Out-of-State Travel Request Form must be on file in the University's Travel Office.
- Hotel bills will be reimbursed on the basis of actual cost (single room rate only) provided an original itemized folio receipt (showing zero balance due) is attached to the Expense Account Form. Hotel tips are reimbursable at $1.00 per bag. A memo must accompany the Expense Account Form certifying this expense.
- Telephone and postage expenses incurred in the performance of official duties are allowable and reimbursable. Business phone calls must be indicated on either your hotel bill or the original of your itemized home phone bill and must be submitted with the Expense Account Report.
- Porter fees will be reimbursable at $1.00 per bag. A memo must accompany the Expense Account Form certifying this expense.
- An original receipt is required for any registration expense. In lieu of an original receipt, your original canceled check or original credit card charge voucher will be acceptable. A memo certifying this expense must accompany this type of reimbursement on the Expense Account Form.
- An expense account that includes the purchase of food, must have a list of names who the food was provided for attached.
- As per the General Accounting Manual from the State of Maryland, the following purchases are prohibited:
- An invoice for funeral flowers, special gifts, or other emoluments* will not be paid to any vendor(s) from the State Treasury. These are personal expenses and are chargeable to the individual(s) incurring such expense."
- A department head must justify, in writing, to SU's Accounts Payable Office and the State of Maryland the purpose of any questionable expenditure. A decision will be made to determine if the expense is in accordance with state regulations currently in effect.
- Employees will not be paid for lunch in the course of a normal business day unless their day of SU business begin 2 hours prior to the start of normal business day and ends after a period of 12 ½ hours.