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Overnight student club travel needs to be requested by the club through the Office of Student Engagement at least two (2) months before the first day of the month the travel will occur.

• It is recommended to submit a request earlier if registration or reservations are needed to be made early due to price deals or are limited at the travel destination.
• A meeting between at least one of the traveling advisors and a student officer must be held either in person or virtually to review the requested travel plans and budget for accuracy.
• Overnight travel can only occur when travel is to a destination outside of 100-mile radius. 

For consultation in planning upcoming travel ideas or plans, please schedule a time with Student Engagement at clubs@cwi.edu. 

Budget Requests

When submitting the request for overnight travel, the following items should be included in your budget requests:

• Travel estimates including mileage, airfares, ground transportation, tolls, parking, registration fees, hotel, meals, and cab/shuttle fares, as applicable. 
• Documentation for quotes (e.g., registration pages, flight estimates, hotel pricing, etc.).
• A 10% contingency due to changes in rates, fares, etc.
• Travel for academic purposes (to fulfill a course or program requirement) may not be paid through the club accounts. 

Travel Policies & Guidelines

In planning for your travel, the following policies and guidelines must be followed:

• Eligible travel must be related directly to the club's purpose.
• A Prior Approval for Student Travel form must be completed prior to any purchases being made for travel expenses or reservations. 
• If any student traveling will be a minor at the start of travel, Risk Management must be notified at least 60 days prior to the start of travel, and the requirements of CW-050 Protection of Minors will apply. 
• CWI employees must accompany students on a trip and must follow the CWI Employee Travel policy. CWI or club funds cannot be used to pay for the travel of persons, including spouses or family members, who are not students or employees. 
  • A ratio of one (1)1 employee per 10 students is required for overnight travel. 
  • All employees must have completed Clery Act and Title IX training within one year of the start of travel. 
• Students must completely fill out the required documents for approval before leaving for the trip. All paperwork must be pre-approved by the Dean of Students before making any arrangements. 
• Clubs must have funds available before making any arrangements for the trip. This includes any conference or event registrations/reservation. 
• If a trip is over $2,000, a Purchase Order must be completed and additional approvals may be necessary. 
• must be completed by the lead advisor or faculty member within five (5) days of returning from student travel. 
• All relevant CWI policies and handbooks apply to students and employees for the duration of travel.