Overnight Group Travel Timeline (CIE)

Obtain Group Travel Program Pre-Approval: 

• Complete the Purchasing Team Request Form to request Travel Pre-Approval
• Gain approval from your VP or Provost to hold the trip.  If requested, complete the Application for Overnight Group Travel form

Reserve Spaces (flights, hotels, etc.) for Program Purchases, using one of the following:

• If your group is 10 people or more, complete a Assure Travel Groups and Meetings Form  to request a group travel cost estimate.  A Concur agent will provide you with flight options, hotel bookings, transportation options, etc.
• If your group is under 10 people, reach out to an Assure Travel agent at [email protected] or 313-752-0313.

If the Program Charges a Student Fee, Arrange for Billing

• Submit this Faculty-Led Student Program Fee form to the Student Accounting Office.  They will apply the student fees to student accounts.

Make Program Purchases

• Finalize and pay for reservations with Albion’s Concur Travel Solutions, Travelosophy, Inc, and/or other providers.
• Submit Contracts Form (if contracting with any third party)
• Request a Cash Advance (if applicable)

Final Details:

• Send electronic risk and safety travel forms to students by completing the Off-Campus Group Travel Pre-departure Checklist.

Double-Check Trip Details

• Confirm fees have been assessed by the Student Accounting Office
• Confirm all students have completed their electronic risk and safety travel forms
• Conduct a pre-departure orientation
• Remind students on international programs about Albion’s free UnitedHealthCare Global Network Insurance. Coverage is free and automatic.

Faculty 

• Email Campus Safety ([email protected]) to confirm the group has arrived safely
• Contact Campus Safety at 517-629-1234 and your sponsoring department with any emergencies or itinerary changes
• Use the Concur Solutions App to take photos of any receipts for reimbursement