Forms and Processes for College Sponsored Student Travel
TR1 and TR2/TR3 must be submitted at least 6 weeks in advance to Student Life for approval. Forms must be originals with a physical signature from advisor/sponsor submitting the document.
If advisor/sponsor plans to drive a rental vehicle, please email the Vice President of Administrative Services (Dr. Wade) for approval to rent a vehicle for the trip. Please also ensure that you are on the approved drivers list.
Before the Trip - Advisors complete the following forms:
Request for Approval of College Sponsored Student Travel (TR1)
Trip Plan and Trip Roster (TR2)
Travel Requests will be submitted to the Manager of Student Life via the Formstack.
Important Notes
If you are using a Travel and Expense card, you must complete the following:
Travel Authorization in iStar
Send the email approval from Student Life Manager to your HR supervisor so that he/she may approve your TA
Before the Trip - Students complete the following forms:
Release and Indemnification Agreement (TR3)- Please have students who are 18 years and older complete this form.
Minor Release and Indemnification Agreement (TR3)- Please have students who are under 18 years complete this form.
Student Travel Waiver and Hold Harmless Agreement (TR4)- Please have students who are 18 years and older complete this form. Students who are under 18 years must have a guardian signature.
Medical Form- All students traveling must fill out this medical form. This form will stay with the RSO advisor in case of an emergency.
After the Trip - Advisors submit the following (as needed):
Travel Expense Report in iStar (for employee reimbursement after travel)
Incident Report (TR5) - Form A-12
Other Information Regarding Vehicle Usage and Student Travel
Anyone who wishes to rent a vehicle for school sponsored travel must first get permission from the Vice President of Administrative Services (Dr. Wade) via email. The approval email should be submitted to the Manager of Student Life (Destiny McGhee-Burgess).
Vehicle Use Guidelines (contains useful information for advisors planning to travel with students)
Request to Operate a Motor Vehicle
LSC-TE Card Tax Exemption Certificate
LSC-TX Hotel Tax Exemption
Make sure to print out important paperwork for out of town trips.
Be aware of all school rules and regulations.