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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