STUDENT ORGANIZATION TRAVEL
Definition of Student Travel In accordance with Section 51.950 of the Texas Education Code and Board policy CJ ( LEGAL ), student travel is defined as travel that is undertaken by one ( 1 ) or more students presently enrolled at Collin College to reach an activity or event that is located more than 25 miles from the Collin Higher Education Center that is organized and sponsored by Collin College
Event Request and Steps
Cougar Connect 1 . Ensure the Event Request is approved by Student Engagement in Cougar Connect . 2 . Complete the Trip and Participant ’ s Information Form o
Provide the original copies to the Dean of Student and Enrollment Services for the advisor ’ s home campus via inter-campus mail . o Carry a copy of all the paperwork with you throughout the trip . 3 . All participants , including the advisor , must review the Mandatory Student Travel Training and complete the Student Travel Training Liability Waiver and Acknowledgement Form . 4 . Track that each participant completed the necessary paperwork before travel .
Workday ( Finances for Travel ) A completed Spend Authorization ( for instructions , click here is required to authorize expenses associated with offcampus student travel , either funded by Collin College or an organization ’ s Agency Account . The Spend Authorization must be filled out for travel expenses requiring payment or reimbursement for the travel functions . After the event , the advisor must complete an expense report ( for instructions , click here ). Completing and Submitting Form To utilize student organization funds , SAFAC , and College Departmental funds to pay all or a portion of student travel , the following appropriate account number ( s ) and authorized approvals must be recorded on a Spend Authorization .
If using Agency Account Funds , the following is needed :
• Student Organization approval via meeting minutes
• Agency Cost Center
• Assistant Director of Student Engagement approval
• Associate Dean of Student and Enrollment Services approval
If using College Department Funds , the following is needed :
• Cost Center Number
• Assistant Director of Student Engagement approval
• Associate Dean of Student and Enrollment Services approval
If using SAFAC Funds , you will need the following : Maintain communication with the SAFAC Coordinator in Student Engagement if you are traveling with SAFAC funds .
• SAFAC Cost Center Number
• SAFAC Coordinator or SAFAC Administrative Liaison approval
• Associate Dean of Student and Enrollment Services approval
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