Club Travel

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.

• Student Travel Process
• Preapproval for Travel
• Travel Information Form
• ST1 Emergency Info and Travel Contract
• ST2 Liability Waiver
• Student Vehicle User Agreement Form

Expense Reimbursement Form for Students

• Student/Non-Employee Expense Reimbursement Form

Travel Arrangements

Sheila Sylvander
Student Affairs Division Coordinator
Email: Sheila.Sylvander@HennepinTech.edu
Phone: 952-995-1402
Office – F152 EPC

Minnesota State Policy and Procedure

5.19 - Travel Management

• System Procedure 5.19.3 - Travel Management
  • Operating Instruction 5.19.3.1 - Driver's License Record Check

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.

• Student/Non-Employee Expense Reimbursement Form

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.

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.