Domestic Travel with Students

Domestic Student Travel 

Step Faculty Completes Student Completes
Step 1:

Request Funding -

If no funding is being requested through the college, you can skip this step and move to step 2. 
Step. 2: 

Receive Funding Approval

  • Approval of college funding will be sent by email and will include cost estimate for student travelers
  • If funding is being provided outside CoJMC, work with that office to obtain approval
Step 3: 

Provide cost estimate to student

  • Faculty must clearly communicate to students what expenses are approved
  • It is recommended that you communicate via email and archive the communication for your records
Step 4: 

Complete Pre-travel Authorization & Code of Conduct 

  • Must be completed for each trip
  • Must be completed at least one week prior to travel
Step 5: 

Approve pre-travel authorization 

  • Also approved by Associate Dean & Operations Director
Step 6:  Receive approved authorization  Receive approved authorization 
Step 7: 

Complete Student Field Trip Insurance Form

  • Form to be completed online
  • Will be automatically routed to appropriate offices
  • Must be completed prior to each trip
  • Must be submitted at least 3 business days prior to travel
Step 8:  Work with the student to make travel arrangements Work with faculty to make travel arrangements
Step 9:  Complete Travel Emergency Plan (highly recommended)
Step 10: Review Title IX obligations
Step 11:  Travel
Step 12: 

Submit Reimbursement Request (for college funding only)

  • Must submit ITEMIZED (not credit card) receipts for all expenses
  • Must be submitted within 10 days of return
  • You will need all receipts scanned into ONE pdf before submitting
  • Make sure your receipts are in chronological order and right side up
  • Big Red Business Center will reach out to finish processing

* Please note that faculty must submit a pre-trip authorization and reimbursement through Firefly if they are also traveling. 

Guide to Student Travel Arrangements

Cars

  • Students cannot drive personal vehicles during university-sponsored travel
  • Cars can be rented through UNL Transportation Services 
    • University vehicles should be used whenever possible
    • Driver authorization is required prior to rental request
    • Use the cost center provided in funding approval for reservation, code is 0443
  • Students can rent cars through rental car agencies
    • If expenses is approved, students must pay and seek reimbursement upon return

Airfare

  • If airfare funding is approved, arrangements should be made through Fox Travel and charged to the University
  • Fox Travel can assist with student airfare arrangements (855-694-4287)
    • Charges will be billed directly to the University
    • Use the cost center provided in funding approval

Registration Fees

  • Registration fees are the only travel expense that can be charged to a PCard
  • Contact Tiffany Groteluschen to assist with registration payment
    • Registration payments will only be made after funding approval is received

Lodging

  • If loading funding is approved, arrangements can be made through Fox Travel (855-694-4287) and charged to the University
  • If Fox travel is unable to assist with lodging arrangements, students may book their own lodging and seek reimbursement after travel 

Meals

  • Students must pay for their meals during travel 
  • If funding is approved to cover meals, students may seek reimbursement after travel for actual expenses incurred up to the approved amount
  • Itemized receipts are required for reimbursement, credit card receipts are not sufficient 

Taxis & Fares

  • Students must pay for taxis and fares during travel 
  • If funding is approved to cover taxis and fares, students may seek reimbursement after travel 
  • Receipts are required

Other 

  • Students can seek reimbursement for other approved expenses.
  • Receipts are required for all expenses

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