Student Travel

Traveling with students can be complicated. Whenever you plan to leave campus with your student group you should check with Student Life to see if any paperwork will need to be completed. Completed travel paperwork, when required, is due 30 days prior to the first date of travel.

Generally speaking, you will NOT need travel paperwork when:

• Travel is less than 25 miles from the RSOs home location
• Travel is not required
• No college funds are being spent
• No transportation is being provided by the college

Most other travel will require travel paperwork, so be prepared and start planning weeks in advance. The first step of the process is to submit a Student Life Logistics Request Form so that Student Life can determine whether or not travel paperwork will be required. All student travel must be approved by the Vice President of Student Success and may also need authorization from the Vice President of Finance & Strategy or the President (when college is arranging for transportation). No funds should be spent or committed for the travel until the travel has been authorized by the appropriate vice president(s) and/or President.

Useful links for student travel (available on the RSO Forms & Resources page):

• Student Travel Procedures
• Student Travel Forms
• Sample Statement of Commitment & Behavior
• Request to Use College Vehicle - LSC-CyFair

Please visit with Student Life personnel for assistance with Student Travel procedures or forms.

Hotels

If your travel includes a stay at a hotel in Texas, you should first call the hotel to find out if there are any rooms available at the state employee rate (for advisor rooms). These rates are sometimes lower than conference rates. LSC is also tax exempt for state hotel taxes, so you will need to take a Texas Hotel Tax Exemption Form with you when traveling. Advisors can find this form on the Employee Intranet or can get one from Student Life. Allowable charges to the hotel bill include the cost of the room, local taxes, parking, telephone, meals, and hotel business services (fax/copying/internet). Expenses that are not reimbursable include fitness, spa or treatment fees, room service, sundry purchases from hotel gift shop, WiFi service, and movies or other forms of entertainment.

Using LSC-CyFair Vans

LSC-CyFair has 2 vans that can be reserved for RSOs. Vans are administered through the Facilities Department. Requests begin with completion of theTR1 Student Travel Authorization Form and ensuring that the advisor who is driving is on the Approved Driver List. Once completed, the next step is to complete the Request to Use College Vehicle form. For details on using college vans, please visit with Student Life personnel. 

Car/Van/Bus Rentals

College employees can drive rental vehicles on behalf of the college but need to be authorized by the college and on the Approved Driver List to operate a college-owned or leased vehicle. This process includes a check of your driving record, so it is important to plan ahead. Only college employees (not including student workers or college employees are traveling in student mode) are authorized to drive rental vehicles, with a maximum of 12 passengers. LSC does not allow rental or usage of 15-passenger vans, regardless of how many passengers are riding. When a car, van, or charter bus is required for an event, approval must be granted by the Vice President of Finance & Strategy and/or the College President. Requests for vehicle rentals/charters should be included in your Student Life Logistics Request Form when requesting travel. 

Airfare

If your RSO is flying to an event, approval must be granted by the Vice President of Student Success and the Vice President of Finance & Strategy. Advisors may not book airfare on behalf of the college. This must be done through Student Life personnel. Economy pricing must be used when booking flights. Early Bird, Priority Boarding, and up-charged seating options are personal expenses. No airfare may be booked before the TR1 Authorization of Student Sponsored Travel has been signed by all parties.