蘑菇视频网

Clubs are responsible for putting together initial estimates for their travel requests prior to requesting funds or requesting travel approval through Student Engagement.

• Travel prior approvals must be given before booking any flights, hotel reservations, registration fees, educational expenses, etc.
• Student Engagement will verify there are funds in the clubs account to support the travel request.
• Most conferences/competitions have food included in the registration fee. Clubs are encouraged to take advantage of this as much as possible.

Breakdown of Travel Costs

Prior approval must be given by the College, and the clubs advisor must submit an itinerary/outline for all expenses. Reimbursement will not be given for any expenses, if approval is not granted prior to travel. Clubs should be prepared to show evidence of how funds were raised and how club voted to spend funds.

The following is a list of expenses you will need to have provided information for when submitting your request to travel. If you would like assistance in researching these costs, contact Student Engagement at clubs@cwi.edu.

1. Per Diem: Per Diem is the allowance for meals and incidental expenses. 
   • Faculty/Staff (Adviser) Per Diem: Advisors must be provided the full per diem amount.
     • The General Services Administration (GSA) establishes for destinations within the lower 48 continental United States.
     • Travel days will only receive 75% of the daily per diem rate.
   • Student Per Diem: Clubs may opt-out of paying per diem for students.
     • Student per diem will be increased to the standard GSA rate for Idaho of $63, with first and last day of travel calculated at 75% of the GSA rate. Example of meals:
       • $16 for breakfast 
       • $19 for lunch
       • $28 for dinner 
     • Student per diem is provided in advance of travel and is the responsibility of the advisor traveling with the students. 
       • The advisor is required to work with Student Engagement to submit an approved payment request, along with supporting prior approval travel documentation, to Accounts Payable at least two (2) weeks in advance of travel. 
       • A check is processed to the advisor, and funds are disbursed to the students accordingly.
       • Any monies not used are required to be returned to Accounts Payable along with the Per Diem Cash Advance Signature Sheet before the advisor’s reimbursement is processed.
     • No alcohol may be purchased with any college or club funds, including per diem funds, or consumed by any person engaging in student travel while traveling on behalf of the College without prior presidential approval. 
2. Hotel reservations are made through Student Engagement once travel is approved. If the competition you are attending has blocks of rooms reserved at a reduced rate, this is the hotel that should be used in your calculations. Otherwise, clubs are able to select their hotels based on their funds available.
   • Rooms: Advisor(s) must have their own room(s). Students will share a room with a minimum of two to a room. Notwithstanding this rule, students will not be required to share a room with students of another gender. 
     • If traveling with minors, rooming assignments will be determined in collaboration with the Dean of Students, Risk Management, and other identified stakeholders.
3. Airline reservations are made in coordination with Student Engagement and the business office.
   • When looking at airlines, do not pick the cheapest ones for your estimate as those will likely not be available by the time we are able to move forward with booking. We recommend in selecting the mid-range price for flight estimates. 
4. Reimbursement
   • An Employee Travel Reimbursement form is due from the advisor to Student Engagement for review five (5) business days after the club returns.
   • The advisor must review and approve this form prior to submission.
   • Student Engagement also reviews the form and accompanying receipts for accuracy and adherence to policy.
   • The Payment Request form will then be given to the Business Office for review and reimbursement.
   • Checks will be mailed to you, so please make sure you have indicated your current address in the details box on the form.
   • Reimbursement requests submitted to Business Office 20 business days after returning from travel will not be accepted.

Questions or Concerns: If the club officers or advisor(s) have any questions or concerns, they should contact Student Engagement at clubs@cwi.edu or the Dean of Students at DOS@cwi.edu.