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Club Travel

Purpose

Clubs who are wanting to travel are able to do so through the prior approval process facilitated through Student Engagement.

Travel will need to be pre-approved for all official club travel, even if club members are paying for expenses up front or there are no expenses. 

Day Trip Approval

If a club is planning to take a day trip, with no overnight stays, and outside of a 100-mile radius, the club will need to submit a travel request.

Club field trips or day trips within a 100-mile radius that will require the use of CWI vans will need to submit an event request to gain pre-approval.

Through submitting this request Student Engagement can assist the club in the pre-approval process. Students and advisors traveling will be required to complete travel waivers prior to leaving on the trip and returning them to the designated person.

Requesting Overnight Club Travel

Overnight student club travel needs to be requested through the club advisor to the Office of Student Engagement at least 20 business days before the date that payment for the travel is required. A meeting between at least one of the traveling advisors and a student officer must be held either in person or virtually to review the requested travel plans and budget for accuracy. 

For consultation in planning upcoming travel ideas or plans, please schedule a time with the Coordinator of Student Engagement & Programs. 

When submitting the request for overnight travel, here are things that should be included in your budget requests:

  • Travel estimates must include mileage, airfares, ground transportation, tolls, parking, registration fees, hotel, meals, and cab/shuttle fares, as applicable.
    • You must submit documentation for quotes, i.e. registration pages, flight estimates, hotel pricing, etc.
  • The proposed budget submission is recommended include a 10% contingency (due to changes in rates, fares, etc.)
  • Travel for academic purposes can’t be paid through the club accounts. 

In planning for your travel, the following policies and guidelines must be followed:

  1. Eligible travel must be related directly to the club's purpose.
  2. A Prior Approval for Student Travel Form must be completed prior to any purchases being made for travel expenses or reservations.
  3. If any student traveling will be a minor at the start of travel, Risk Management must be notified at least 60 days prior to the start of travel, and the requirements of CW-050 Protection of Minors will apply.
  4. Only full-time CWI employees can accompany students on a trip and must follow the CWI Employee Travel policy. CWI or Club funds cannot be used to pay for the travel of persons, including spouses or family members, who are not students or employees.
    1. A ratio of 1 employee per 10 students is required for overnight travel.
    2. All employees must have completed Clery Act and Title IX training within one year of the start of travel.
  5. Students must completely fill out the required documents for approval before leaving for the trip. All paperwork must be pre-approved by the Dean of Students before making any arrangements.

​​​​​Additional guidelines for overnight student travel:

    1. A Student Travel Release form to include emergency contact information for the student is required.
    2. A parent or guardian’s signature is required if the student is under eighteen (18) years of age.
    3. Students traveling on behalf of CWI are responsible for their own health and injury insurance coverage.
    4. Students and employees traveling on behalf of CWI are required to depart and return as a group. Travelers are neither permitted to individually depart before the rest of the group nor stay behind after the majority of the group leave to return home. In cases where one or more participants are not physically located in the Boise Metro area, alternate travel plans may be necessary, but arrivals and departures should be timed as closely as possible. At no time should a student be left without an advisor while the rest of the group has departed to return home (i.e., leaving a student to catch a later bus, train, or flight) as any delays or travel issues may strand a student without resources for food, shelter, or alternate transportation.
  2. Per Diem for Student Travel
    1. Per Diem meal requests for students is the GSA rate for Idaho of $54.00 with the first and last day of travel calculated at 75% of the GSA rate. Please review the travel budget section for further detail.
    2. Students do not qualify for incidentals.
    3. Per Diem rate must reflect any meals provided at the event and will be prorated accordingly.
    4. No alcohol may be purchased with any college or club funds or consumed while traveling on behalf of the college without prior Presidential approval.
    5. Sales tax is not reimbursable except for sales tax on meals, rental cars and hotel rooms.
    6. Clubs that wish to include a student per diem must include this in their budget request and their travel request. Clubs are not required to provide student per diem during travel.
    7. Student per diem is provided in advance of travel and is the responsibility of the advisor traveling with the students.  The advisor is required to submit an approved payment request, along with supporting prior approval travel documentation, to Accounts Payable at least two weeks in advance of travel. 
      1. A check is processed to the advisor, and they disburse funds to the students accordingly.  Any monies not used are required to be returned to Accounts Payable along with the Per Diem Cash Advance Signature Sheet before the Advisor’s reimbursement is processed.
  3. Accommodations for Student Travel
    1. Employees and students are prohibited from sharing a room in any situation.
    2. Students will share a room with a minimum of two to a room. Notwithstanding this rule, students will not be required to share a room with students of another gender.
    3. Students and faculty will be expected to cover all expenses of a personal nature incurred solely for the convenience of the student or faculty member including, but not limited to, meals included in the cost of registration or provided by the event, room service, cancellation charges, alcoholic beverages, late or early check in/out fees, lost or stolen cash or property, etc.
  4. Early Return from Travel
    1. If a student is expelled or otherwise removed from an event or activity by the organizer, the student will be sent home immediately and will be responsible for any additional charges incurred.
    2. If a student’s behavior is inappropriate or disruptive, the advisor, in consultation with the Dean of Students, may require a student to return home immediately, and the student may be responsible for any additional charges, pending the outcome of Student Conduct proceedings.
    3. If a student chooses to leave the event or activity, or fails to appropriately participate or engage (i.e. leaves the event without permission, fails to attend sessions, does not attend required events, refuses to participate in competitions, etc.) the advisor, in consultation with the Dean of Students, may require a student to return home immediately, and the student may be responsible for any additional charges.
    4. If a student experiences an emergency which requires them to return home prior to the scheduled date of return, the student must communicate the emergency prior to leaving the event. The Dean of Students will determine if the student is responsible for any additional charges.
  5. Clubs must have funds available before making arrangements for the trip.
  6. If a trip is over two thousand dollars ($2,000) a purchase order must be completed and additional approvals may be necessary.
  7. must be completed by the lead advisor or faculty member within 5 days of returning from student travel.
  8. All relevant CWI policies and handbooks apply to students and employees for the duration of travel. 

Creating Your Travel Budget

  1. Clubs are responsible for putting together initial estimates for their travel requests prior to requesting funds or requesting travel approval through Student Engagement.
  2. Travel Prior approvals must be given before booking any flights, hotel reservations, registration fees, educational expenses etc. Student Engagement needs to verify that there are funds in the clubs account to support the travel request.
    1. Most conferences/competitions have food included in the registration fee; clubs should take advantage of this as much as possible.
  3. Breaking Down Travel Costs in Your Request. Prior approval must be given by the Office of Student Engagement for any expenses and the clubs advisor must submit an itinerary/outline for all expenses. Reimbursement will not be given for any expenses if approval is not given prior approval to travel. Club members are welcome to spend time outside of the competition and/or conference visiting points of interest, but these expenses must be paid by each individual or must come from fundraised funds. Clubs should be prepared to show evidence of how funds were raised and how club voted to spend funds. The following are a list of expenses that you will need to have provided information for when submitting your request to travel. If you would like assistance in researching these costs please reach out to Student Engagement at clubs@cwi.edu
    1. Per Diem: Per Diem is the allowance for meals and incidental expenses. 
      1. Faculty/Staff (Adviser) Per Diem. Advisors must be provided the full per diem amount.
        1. The General Services Administration (GSA) establishes per diem rates for destinations within the lower 48 Continental United States.
        2. On Travel Days will only receive 75% of the daily per diem rate
      2. Student Per Diem: Clubs may opt-out of paying per diem for students. Student per diem will be increased to the standard GSA rate for Idaho of $54.00 with first and last day of travel calculated at 75% of the GSA rate. Example of meals:
        1. $13 for breakfast 
        2. $15 for lunch
        3. $26 for dinner 
          1. Student per diem is provided in advance of travel and is the responsibility of the advisor traveling with the students.  The advisor is required to submit an approved payment request, along with supporting prior approval travel documentation, to Accounts Payable at least two weeks in advance of travel.  A check is processed to the advisor, and they disburse funds to the students accordingly.  Any monies not used are required to be returned to Accounts Payable along with the Per Diem Cash Advance Signature Sheet before the Advisor’s reimbursement is processed.
            1. No alcohol may be purchased with any college or club funds, including per diem funds, or consumed by any person engaging in student travel while traveling on behalf of the college without prior Presidential approval. 
    2. Hotel reservations are made through Student Engagement. If the competition you are attending has blocks of rooms reserved at a reduced rate, this is the hotel that should be used in your calculations. Otherwise, clubs are able to select their hotels based on their funds available.
      1. Rooms: The advisor(s) must have their own room. Students will share a room with a minimum of two to a room. Notwithstanding this rule, students will not be required to share a room with students of another gender. 
    3. Airline reservations are made in coordination with Student Engagement and the business office. When looking at airlines do not pick the cheapest ones for your estimate as those will likely not be available by the time we are able to move forward with booking. We recommend in selecting the mid-range price for flight estimates. 
    4. Reimbursement: A Payment Request Form is due from the advisor to Student Engagement for review five (5) business days after the club returns. The advisor must review and approve this form prior to submission. Student Engagement also reviews the form and accompanying receipts for accuracy and adherence to policy. The Payment Request Form will then be given to the Business Office for review and reimbursement. Checks will be mailed to you, so please make sure you have indicated your current address in the details box on the form. Reimbursement requests submitted to Business Office twenty (20) business days after returning from travel will not be accepted.
  4. Questions or Concerns: If the club officers or advisor(s) have any questions or concerns, they should speak with the Student Engagement Office.

Rental Cars

If the club is planning on traveling by car, clubs must use a CWI van if feasible. Vans are reserved through the CWI Event Request through 25 live. If a van is not feasible (i.e. not enough students, winter mountain travel, etc.) it is highly recommended that all clubs rent a vehicle through a rental car company, prior to using any personally owned vehicles. If the club wants to rent a car, work with the Office of Student Engagement to make the reservation.  The reservation must be made with a CWI P­ card.  Currently, Enterprise Rent a Car has the State of Idaho contract for discounted rentals.

Only CWI faculty and staff are allowed to drive CWI vans or cars rented under CWI. If advisors would like to be certified to drive the CWI vans they need to begin the process 10 business days prior to the date of travel. The steps to become certified are outlined in MyCwi under Employee Resources > Facilities Management > Motor Pool Procedures

Personal Vehicles

If your club is planning travel outside a 100-mile radius and members wish to use personal vehicles, please indicate this on your travel request. Members opting to drive must submit a copy of their valid driver's license and proof of insurance by completing the .

Important Considerations for Personal Vehicle Use:

  • Liability: Drivers of personal vehicles assume full liability for any incidents or accidents.
  • Expenses: All maintenance, repairs, fuel, and operating costs for personal vehicles are the responsibility of the owner.
  • Advisor/Student Transportation: To avoid conflicts of interest and ensure safety, advisors should not transport students in their personal vehicles, and students should not transport advisors.

Please carefully review these guidelines before deciding to use personal vehicles for club travel.

Travel Expectations – Students & Advisors

Those participating or traveling to an off-campus activity are representing Ä¢¹½ÊÓƵÍø (CWI). Thus, it is essential for their behavior to meet the highest standards of integrity and propriety. If your organization or club maybe traveling, it is best to get started by emailing clubs@cwi.edu. 

Club members are to uphold expectations in the Student Handbook at all times. If Student Handbook policies are violated on the trip, the club advisor is to report those violations to Student Engagement. The student(s) will be held accountable for those policy violations through the student conduct process. Please ensure you keep a detailed record of the incidents, who was involved, who witnessed the activity, and the alleged policy violation. 

General Travel Expectations

In addition to the below, advisors should consult CWI Travel Policy (ADMIN-060) for further guidance on travel expectations and information.

  • Eligible travel must be related directly to a club's purpose.
  • A Prior Approval for Student Travel Form must be completed prior to any reservations, registrations, or purchases being made.
  • If any student traveling will be a minor at the start of travel, Risk Management must be notified at least 60 days prior to the start of travel, and the requirements of CW-050 Protection of Minors will apply.
  • Only full-time CWI employees can accompany students on a trip and must follow the CWI Employee Travel policy. CWI or Club funds cannot be used to pay for the travel of persons, including spouses or family members, who are not students or employees.
    • A ratio of 1 employee per 10 students is required for overnight travel.
    • An emergency plan must be submitted with the prior approval forms.
    • All employees must have completed Clery Act and Title IX training within one year of the start of travel.
  • Students must completely fill out the required documents for approval before leaving for the trip.
    • All paperwork must be pre-approved by the appropriate Dean before making any arrangements.

Overnight Student Travel

The following additional guidelines apply to all overnight student travel: 

  • A Student Travel Release form to include emergency contact information for the student is required.
  • A parent or guardian’s signature is required if the student is under eighteen (18) years of age.
    • Students traveling on behalf of CWI are responsible for their own health and injury insurance coverage
    • Students and employees traveling on behalf of CWI are required to depart and return as a group. Travelers are neither permitted to individually depart before the rest of the group nor stay behind after the majority of the group leaves to return home. In cases where one or more participants are not physically located in the Boise Metro area, alternate travel plans may be necessary, but arrivals and departures should be timed as closely as possible. At no time should a student be left without an advisor while the rest of the group has departed to return home (i.e., leaving a student to catch a later bus, train, or flight) as any delays or travel issues may strand a student without resources for food, shelter, or alternate transportation.
  • Accommodations for Student Travel
    • Employees and students are prohibited from sharing a room in any situation.
    • Students will share a room with a minimum of two to a room. Notwithstanding this rule, students will not be required to share a room with students of another gender.
  • No alcohol may be purchased with any college or club funds or consumed while traveling on behalf of the college without prior Presidential approval.

Early Return from Travel

  • If a student is expelled or otherwise removed from an event or activity by the organizer, the student will be sent home immediately and will be responsible for any additional charges incurred.
  • If a student’s behavior is inappropriate or disruptive, the advisor, in consultation with the Dean of Students, may require a student to return home immediately, and the student may be responsible for any additional charges, pending the outcome of Student Conduct proceedings.
  • If a student chooses to leave the event or activity or fails to appropriately participate or engage (i.e. leaves the event without permission, fails to attend sessions, does not attend required events, refuses to participate in competitions, etc.) the advisor, in consultation with the Dean of Students, may require a student to return home immediately, and the student may be responsible for any additional charges.
  • If a student experiences an emergency that requires them to return home prior to the scheduled date of return, the student must communicate the emergency prior to leaving the event. The Dean of Students will determine if the student is responsible for any additional charges.