UNDERGRADUATE STUDENT TRAVEL APPLICATION INSTRUCTIONS

Greetings Students,

My name is Katie Morris and I am your current Student Body Vice President, as well as the chair of the Undergraduate Travel Committee. Being a student myself, I understand the rigorous process that is entailed in requesting approval for traveling with a student organization or simply for your own personal development. However, the Travel Committee is striving to alleviate the difficulty of requesting funds and to make this process as smooth and timely as possible. Therefore, I want to encourage you to travel and represent our University in the best way possible way and we appreciate the hard work and dedication that you have put into becoming the best student you can be at Florida Atlantic University. As always, Go Owls!

Sincerely,
Katie Morris
Student Body Vice President
Florida Atlantic University


1. What expenses can a traveler apply for on their request to travel application?

Airfare & Baggage Fees

Hotel Costs

Conference Registration Fees - but not for membership fees or needs.

AVIS Rental Car - reimbursement not provided, but one can request a voucher to pay AVIS directly if you qualify.

Gas, if driving a pre-approved AVIS rental car - subject to conditions.

Parking, if driving a pre-approved AVIS rental car - subject to conditions.

Local transportation within destination city (taxi, subway, shuttle, etc.)

 

2. What expenses are not eligible for reimbursement?

Any expenses not paid directly out of your pocket

Any expenses paid by faculty p-card, your department, spouse, or anyone else.

Any travel expenses purchased through any travel agency including but not limited to Expedia, Travelocity, Orbitz, Hotwire.com, Hotels.com, etc.

Other traveler's expenses, even if they are part of your group application.

Expenses where the receipt does not indicate the vendor was paid by you directly.

Expenses where the receipt is not provided on the vendor's letter head.

Hotel expenses if the receipt does not include a daily break down of expenses including room rate and all taxes.

Expenses paid by reward points, miles, and any other means other than in U.S. currency.

Any expenses not requested on your request to travel application. 

Any expenses not listed under 1, see above.

 

3. What do I include in my travel application package?

A. First you must read the STUDENT TRAVEL POLICY

B. Complete one of the following packets:

    1. REQUEST TO TRAVEL PACKET (for those seekers a student travel award)
    2. NOTIFICATION TO TRAVEL PACKET (for those only seeking to notify of their intent to travel to represent FAU.)  

 

4. When do I turn in my travel application?

At least 4 weeks prior to your planned departure date, you must submit your travel application packet to the appropriate office on your respective campus listed below. 

5. Where do I turn in my travel application?

Student/Student Group

Appropriate Office

Academic Student Organizations Special Interest Student Organizations Fraternities and Sororities

 

Student Involvement & Leadership

Boca Raton: Student Union, room 218
Broward: Davie Student Union, room 203
Jupiter: Burrow Student Union, SR Bldg. Room 151, MC03

 

Multicultural Student Organizations

 

Multicultural Affairs

Boca Raton: SS-8, room 224
Broward: Davie Student Union, room 203
Jupiter: Burrow Student Union, SR Bldg. Room 151, MC03

 

Graduate and Professional Student
Organizations

 

Graduate and Professional Student Association (GPSA)

Boca Raton: Student Union, room 234

 

Sport Clubs

 

Campus Recreation

Boca Raton: Recreation & Fitness Center, room 103
Jupiter: Burrow Student Union, SR Bldg. Room 151, MC03

 

SG Programs

 

Appropriate SG Program Advisor

 

Individual Graduate Student

 

Graduate and Professional Student Association (GPSA) 

Boca Raton: Student Union, room 234

 

Individual Undergraduate Student

 

Student Government Accounting and Budgeting Office

Boca Raton: Student Union, room 221
Broward: Davie Student Union, room 203
Jupiter: Burrow Student Union, SR Bldg. Room 151, MC03

 

 

 

7. How am I reimbursed?

If you are approved for a Student Travel Award, immediately upon returning from your trip, you must make an appointment to submit all reimbursement documentation, related travel documents, and your signed Expense Justification Form within 10 business days of your return.

 

    • Graduate Student Organizations and Individual Graduate Students who are approved as an individual traveler, must contact the GPSA office located in room 234 in the Boca Raton Student Union Building, at gpsatravel@fau.edu or 561-297-1170 to make the appointment.

    • All other Student Organizations and Students must contact the SGAB office located in room 221 in the Boca Raton Student Union at sgtravel@fau.edu or call 561-297-4346 to make the appointment.

    • If you are registered as a Broward Campus or Jupiter Campus Student only, you may scan and email your reimbursement documentation as an attachment to your reply of the student travel award approval email you received.

A. EXPENSE JUSTIFICATION FORM

 

Revised 5.2.2014 


 Last Modified 5/2/14