Winona State University staff or students who will be using WSU funds for travel purposes must receive official travel approval prior to departure. Students must complete a Student Travel Request. This requirement helps the University provide travelers with strategies for health, safety, and security risks; provides a process for approval to use University funds; and ensures that the University is in compliance with the Clery Act, a federal law to promote campus safety.
Deadline for Submission
The Student Travel Request should be submitted at least seven (7) business days prior to departure date to allow adequate time for processing and approvals. Once you click “Submit,” your request will be automatically routed to the advisor you list in the form and the cost center owner for approval.
Any club requesting assistance with travel must be sure the budget or cash balance of the group account is sufficient to cover the expenses of the trip. Funds must be in the club account before the Business Office can assist with any reservations.
Information Needed for Approval
Before you start completing the request, gather the information listed below. When you start completing the online Student Travel Request you will be allowed to "Save and Continue Later."
Information About Your Trip
- What type of travel will it be? Options include:
- Student Clubs/Organizations
- Class field trip – travel that is connected to a course but not included as part of the class curriculum or syllabus, not mandatory. Examples: research projects, independent study, museum visits, musician performance, etc.
- UPAC bus trips
- OERC travel (Outdoor Education Recreation Center)
- Other – anything that doesn’t fit above (non-clubs, academic travel such as to a conference, or travel funded by a grant
- Name of the authorized approver for your travel. This will be the official advisor of your club or organization, or it may be your academic advisor or department chair in the case of individual academic travel.
- Event name. This is the name of the experience, concert, conference, or event that you will be traveling to. Examples include “AAPA Conference,” or “Tri Sigma Triennial Convention,” or “Exercise Science practicum,” or “UPAC bus trip to MN State Fair.”
- Rationale for Travel. Please provide a brief statement about the purpose for the travel. We want to know why you are using WSU funds and for what purpose.
- You will need to indicate a yes or no for staying overnight at the destination.
- Provide your departure date and time, your return date and time, the actual program/activity start date, and the program/activity end date. If the departure/return dates do not match the actual program/activity start/end dates, you’ll be asked for a justification for the discrepancy.
Information about Travel and Lodging
- You must list the specific accommodations you will be using for each destination in your travel itinerary, including in-transit cities (whether you are paying for accommodations with WSU funds or not). This information is required in compliance with the Clery Act.
- Please provide the check-in and check-out dates as well as the name, address, and phone number of each accommodation used throughout your travel.
- For each accommodation, you are asked to indicate Yes or No about whether your club/group/individual stayed there previously.
Information about Transportation
- How will you be traveling to and from your destination? You should check all that apply, and options include:
- WSU vehicle. Drivers must be at least 18 years old, have held a valid driver’s license for two years, and be approved as a WSU driver.
- Note: a WSU vehicle can only be used for State of Minnesota or WSU official business. It may only be driven to the event and back and forth to lodging and meals from the event location. It cannot be used for sightseeing, side trips, or extending the travel. If you plan to do non-event activities, you must provide a personal vehicle, or rent a vehicle at your destination.
- Rental vehicle. Students may rent from any rental agency and seek reimbursement. Personal vehicle. Note that you must have your own insurance coverage if you use your personal vehicle. WSU does not provide this.
- Airline, train, or charter bus. Research the options and obtain quotes. The Business Office can assist with purchasing group tickets or paying for bus service once you have obtained quotes. An approved 1400 Form For Student Club Account Purchases will be required for the Business Office to make this purchase. Contact the Travel Office at email@example.com for more information.
- Public transportation at destination.
Information about Funding
- Is the University funding the trip in whole or in part? If yes, you must provide the cost center number(s) and the amount to be charged to the cost center. If you are not sure which cost center(s) to list, ask the advisor of your club or organization.
- If you are receiving WSU financial assistance for travel, the budget or cash balance in the cost center account must be sufficient to cover the expenses of the trip. Funds must be in the account before the Business Office can assist with any reservations.
After Return From Travel
- Complete the WSU Clery Act Student Travel form with names of accommodations, their addresses, and the room numbers used by each member of your group. The completed form is due 7 days after you return from the trip.
- Reimbursement for approved expenses must be submitted within five business days of trip completion on the Student Reimbursement Form. Attached itemized paid receipts.