1. ASU S TUDENT T RAVEL Advisor Brown Bag Workshop Series

2. S TEPS TO S TUDENT T RAVEL 1. Plan Ahead 2. Required Paperwork 3. Keeping Track

3. P LAN A HEAD 1. Apply for SOLF funding through the Center for Student Involvement 2. Maintain communication with students regarding paperwork and deadlines 3. Contact the Travel Office prior for help with quotes and planning prior to your trip 4. Submit all required paperwork in a timely manner 5. When airfare is involved, lower fares are usually available two-three weeks in advance

4. R EQUIRED P APERWORK SOLF Application Travel Authorization Request Form (TAR) Advisor Memo (if not traveling with students) Student/Group Travel Form (copy to UPD) Student/Group Travel List (copy to UPD & TAR) Student Activity Release Form (each student) Student Travel Expense Report (due within 15 days of return)

5. K EEPING T RACK Keep ALL Receipts Hotel Meals (if not signing for meal $ each day) Registration Gas (when not claiming mileage) Incidentals (baggage fees, parking, tolls, taxi/shuttle service, entry fees, etc.) Every penny of the travel advance must be accounted for Unused funds must be re-deposited into appropriate account Excess spending will require budget approval for reimbursement

6. P LANNING T IPS Know your students & maintain good contact Be aware of the groups’ travel plans Contact the Travel Office prior to travel for help with quotes and planning Plan trip budget as accurately as possible Be timely with all steps of paperwork

7. T HINGS TO BE A WARE OF Advance checks are made payable in advisor’s name only Every penny of the advance must be accounted for Make arrangements to pick the check up and disperse $$$ to students prior to departure Ultimately it is the advisor’s responsibility to ensure that funds are accounted for One employee can be included in the travel advance; additional employees must file separate TARs to be reimbursed after the trip.

8. H ELPFUL R ESOURCES Travel Office Website: http://www.angelo.edu/services/travel_office/ http://www.angelo.edu/services/travel_office/ Ramport / Work Life / Travel Channel: https://ramport.angelo.edu/cp/home/displaylogin https://ramport.angelo.edu/cp/home/displaylogin Contact the Travel Office Phone: (325) 942-2725 Email: traveloffice@angelo.edutraveloffice@angelo.edu Sallie Word & Justine Gaskamp ASU Travel Accounts Coordinators