when they already have funds in an agency account, a budget breakdown may be requested explaining the intended allocation of those funds.
Students should also cushion the budget to cover time-sensitive expenses, since booking costs for conference registration, transportation, and lodging increase as the travel date approaches.
Documents must be submitted two( 2) business days prior to the appropriate SGA meeting in order to be placed on the agenda.
302.3 Step 3: Present to SGA Once completed paperwork is submitted to the Student Life Coordinator, the travel request will be placed on the appropriate SGA agenda. Non-club affiliated requests will be presented at the SGA E- Board meeting. Clubs present their travel requests at the SGA Business meeting.
At least one( 1) student or club representative is required to present at the meeting to briefly describe the activity and answer questions as needed. The voting members have the right to ask for more information or for a revised request prior to conducting an official vote. If a representative is not present due to an unexcused absence, the activity may not be discussed for a vote.
If travel is not approved by the SGA E-Board and / or Student Life Coordinator, the decision may be appealed to the Associate Dean of Student Life. Important: Before Official Approval During the interim period before official approval has been granted, no registration, reservations or commitments of the College may take place.
302.4 Step 4: Administrative Review Upon receiving a vote of approval from the SGA, the Student Life Coordinator will review for signature. The Student Activities Request will then be returned to the travel sponsor to be uploaded to the online Student Travel & Reimbursement process. From there, the Associate Dean of Student Life, the Dean of Students, and College Vice Presidents will review the online submission for final authorization. International travel requires additional consent from the College President. The travel sponsor shall notify the Student Life Coordinator via email once the travel request is officially approved. From that time forward, planning may commence.
Once a travel request is approved, any increases in budget expenditures or travel participants must receive additional approval in front of the SGA and from all signing authorities. Any unexpended SGA funds remaining after completion of the travel return to the SGA.
302.5 Step 5: Planning Review Planning Travel( Section 303) for more information. A Travel Checklist is available for download with a helpful timeline for planning. All travel expenses should be tracked to ensure proper management of funds; the Budget Tracking form is available for use.
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