NWTC Virtual Student Organization Handbook Fall 2020 | Page 17

Travel Notes
o The advisor should make all travel arrangements including transportation and lodging as if
using your own money.
o Non-NWTC students may not benefit financially by participating in a club-sponsored event
(i.e. if a non-student attended a club event that required transportation, he/she would be
required to pay for the equal portion of all costs associated with the trip).
o When traveling, leave as a group (same time, same location) when at all possible.
o Student Involvement office has a credit card available for reservations and payments for
hotels.
o Advisor/NWTC staff is highly encouraged to go with student organization on all local
conference/field trips. Advisor/NWTC staff are required to attend out of state travel.
o Use of owned, rented, leased or hired fifteen passenger vans is compleely prohibited.
o Use of alcohol and/or drugs is prohibited during the official business of a field trip,
regardless of legal drinking age.
o Suggested vehicle rental capacities:
• Car- up to four people
• Minivan- 5 – 7 people
• Bus – 20 or more (with 30 rent a 37 passenger bus)
o Food Allowances:
• Meals will be as listed in guidelines for in-state meals and will not exceed the U.S
General Services Administration (GSA) rate for out-of-state meals unless
specifically approved by the President or the Chief Financial Officer. Please see
the following internet site for GSA meal allowance: www.gsa.gov and click on
the per diem rates. Official conference banquets are not subject to the GSA
individual limits. Meals in conjunction with conference/meeting (that are not
included in conference/meeting) and are a part of the conference/meeting will be
reimbursed. Alcoholic beverages are not reimbursable and should not be included
in restaurant receipts.
• In-state meal expenses, including gratuities, shall be reimbursed at actual cost
providing they do not exceed established maximums as follows:
17