Travel at RIT: What You Need to Know Presented by: Dawn Rizzo, Asst. Financial Coordinator Campus Life Kathy Hall, Student Government Office Manager

When to Arrange? When traveling, groups should begin making arrangements 3-4 weeks in advance for a typical trip. However, if airfare is involved, planning should commence even earlier.

What’s Your Responsibility? It is the responsibility of the group traveling to “shop” for a hotel to ensure they get the price & room configuration they desire. The reservations can be held on a student’s personal card. The payment information can subsequently be modified to reflect the RIT VISA information. This should be done at least 48 hours before the group travels.

When You Travel You will have to provide a list of names of all student travelers. Males & females must have separate accommodations. This information will be entered into The Link (or maybe EVR). Sometimes the hotel also requires a list of names. **All travelers must be current RIT students.**

Booking Online? Do NOT book hotel reservations through an on-line travel site. Usually, the credit card is charged immediately and changing or cancelling a reservation can be difficult. The cost of the hotel may be non- refundable. This is why it is best to deal directly with the hotel where the group will be staying.

Airfare: What TO Know Regarding airfare, the travelers should have specific flights in mind and a couple of back- up options in the event the desired flight is no longer available or affordable. To make airfare arrangements, you need the names and birthdates of all travelers. The names must be entered EXACTLY as they appear on each person’s picture ID. If there is a disconnect, the person will have to be re- ticketed at the airport. This may cost time and/or money.

Flight Arrangements Campus Life staff can make flight arrangements on any reputable website where the students have found flights that suit their needs. This gives students the opportunity to really shop for best pricing & come to the travel meeting prepared.

Car Rentals Car rental – If an SG van or Parking/Transportation van is not available, students have the option of renting a car through Enterprise – Henrietta branch only

Car Rentals RIT Purchasing has made special arrangements with this location with regard to pricing and allowing students under 25 to rent without severe financial penalty. Students should decline extra insurance coverage offered at the rental counter because they are covered by RIT insurance and possibly their own personal automotive insurance.

Get started in reserving an SG van as early as possible. There is no cost to use the SG van other than re-filling the gas tank before returning it. Thus, they book up quickly! Any questions about SG vans? SG Vans

To check availability of SG vans, contact Kathy Hall in Student Government To check availability of Parking/Transportation vans, contact Rick LaClair ◦There is a cost to rent P/T vans – currently $65/day.

Buses/Limos Regarding the usage of bus or limo service, there is a very short list of RIT – Approved companies that have been screened for safety and adequate insurance coverage. This list of transportation companies can be found on the Facilities Management website under ‘Parking & Transportation.’ If a company is not on this list, we cannot do business with them.

Personal Vehicle: Reimbursement If you use a personal vehicle, you may be reimbursed for mileage currently $0.50/mile. A mileage form would be filled out, signed & dated by each driver. This is subject to change.