Overnight Group Travel Timeline (CIE)
Faculty/ Staff-Led Group Travel Policy
3-4 Months Prior
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
- Complete a Concur Travel Solutions Group Travel Request Form to request a group travel cost estimate. A Concur agent will provide you with flight options, hotel bookings, transportation options, etc.
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)
1 Month Prior
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.
During Travel
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