Skip to main content

Club Travel

Travel is suspended for the 2021-22 academic year for student clubs. Exceptions to this are Student Senate, SkillsUSA, and Phi Theta Kappa organizations.

Travel must be consistent with a club’s mission and must show a benefit to the HTC Campus and to the general student body. Students travelling for college-related functions do so as representatives of HTC and are required to adhere to college policies.

Prior Approval

All travel requires prior approval from the department or advisor authorizing payment for the travel. Plan ahead, travel pre-approval and arrangements can take time to complete. It is suggested that Student Clubs/Advisors meet with Student Life staff at the beginning of the semester that travel in which travel is planned.

Required Forms for Prior Approval for Travel

The following prior approval forms and student club minutes authorizing the expenses must be completed and submitted to Student Life for processing.

Expense Reimbursement Form for Students

Travel Arrangements

Sheila Sylvander
Student Affairs Division Coordinator
Phone: 952-995-1402
Office – F152 EPC

Travel Policy

Minnesota State Policy and Procedure

5.19 - Travel Management

Reimbursement of Travel Expenses

Students authorized within applicable policies and collective bargaining agreements or compensation plans will be reimbursed for all reasonable and necessary expenses while traveling on authorized business. Submit request for reimbursement of travel expenses on a Non-Employee Expense Report Form for students along with student club minutes authorizing the expenses.

The following are examples of miscellaneous expenses for which students will NOT be reimbursed:

  • Alcoholic beverages.
  • Annual fees or interest for personal credit cards;
  • Late payment fees or interest on state-issued purchasing card
  • Expenses of traveling companions or family members
  • Expenses related to vacation or personal days while on a trip
  • Loss or theft of personal cash or property
  • Entertainment or recreation costs, including movies
  • No-show" charges
  • Optional travel or baggage insurance
  • Traffic or parking tickets
  • Incorrect or incomplete expense reports.

Responsibility and Accountability

The traveler is responsible for complying with state statutes, laws, regulations, and policies; Minnesota State travel policy and procedures; the traveler's respective bargaining agreement or compensation plan; and federal laws and IRS guidelines. The traveler is also responsible for accurately completing all required forms for reimbursement of authorized official business travel expenses. Any over expenditure for travel may be the responsibility of the individual traveler.

Contact Information

Phone: 952-995-1617