before travel.
• If driving, complete a Driver Eligibility Request Form through Human Resources.
• Maintain receipts of all travel expenditures, with hotel receipts that include the check-in and check-out dates and times for each room. Include other hotel rooms( e. g., conference rooms) that were provided by EFSC and used exclusively by EFSC students for Clery Act reporting.
• Report emergency incidents to the Associate Dean of Student Life and Dean of Students immediately, and non- emergency incidents( e. g., injury, violation of law, malfunction or accident involving College- approved vehicle) upon return.
• Upon return, complete the Student Travel & Reimbursement with actual travel expenses and copies of receipts within five( 5) business days.
• Track all travel expenses and submit them to the accounting department within five( 5) business days; the Budget Tracking form is available for use.
• Coordinate with students upon return to have them present their travel experiences at the next SGA meeting.
303.3 Permissible Expenditures College funds may only be used to pay travel costs for eligible students( see Student Eligibility Section 303.1) and approved EFSC faculty or staff travel sponsors. Permissible travel expenditure includes:
• Registration / entry fees with prior approval
• Transportation( airfare, rental vehicles, gas, tolls, parking fees, etc.)
• Meals
• Lodging
• Miscellaneous travel expenses( must be included in travel request for approval). Extra expenses not listed will not be considered.
Student Clubs seeking funds for travel will be asked to fundraise to support expenditures. Fundraising guidelines must be approved by EFSC’ S Foundation Office.
College funds may not be used to pay for individual certifications, or a minor student’ s parent / legal guardian’ s travel expenses.
303.4 Transportation When determining transportation methods, it is expected that students will use the least expensive, most reasonable form of transportation. Questions about what is most reasonable should be directed to the Student Life Coordinator. It is preferred that all travel begins and ends on an EFSC campus.
The travel sponsor will reserve vehicles for transportation in accordance with the EFSC Rental Vehicles Procedure( see EFSC Procedures Manual Section 306.1). Only pre-approved college employees 21 years of age or older may drive rental vehicles. Drivers of vehicles transporting more than fifteen( 15) people( including the driver) require a State of Florida Commercial Driver’ s License. All drivers must complete a Driver Eligibility Request Form through Human Resources.
During SGA sponsored trips, students not listed in the travel addendum and non-EFSC students may not participate in the travel activity in any form including participating in trip activities, staying in the hotel room, or using the approved vehicle intended for the trip. Travel sponsors may not transport anyone who is not involved in the student activity or has not been authorized to travel by the College. Drivers
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