Organizational Travel

Organizational Travel

Club Travel requires planning ahead! There are required forms and processes that must be completed before your club is approved to travel. Do not wait until the last minute!

*IMPORTANT: Failure to follow HSU Policies regarding Travel can result in club sanctions and disciplinary action upon individuals and the organization. *

Clubs Travel Policy

Travel Request for Authorization form must be submitted (through OrgSync) at least two (2) weeks prior to travel and is required when club travel involves:

  • Traveling outside of Humboldt County

  • Any time club travel involves an overnight stay

  • Reimbursement for any costs associated with travel within Humboldt County, such as:

    • Conference / Registration Fees

    • Lodging Fees

    • Fuel Costs (Only approved drivers may be reimbursed for fuel)

IMPORTANT: For travel to be sanctioned by the University, clubs must follow these steps:

  1. Submit Travel Request for Authorization via OrgSync: https://orgsync.com/158827/forms/263153

  2. Each traveler must Complete Pre-Travel Release of Liability form. Link to form: https://orgsync.com/158827/forms/263131

  3. All drivers must have valid CA Driver’s License; and complete the following steps:

  • If driving a personal vehicle, drivers must bring valid Driver’s License and Proof of Insurance to the clubs office; and must also complete:

    • Driver Authorization Form

    • “Authorization to Use Privately Owned Vehicles” if driving personal vehicle

  • If Driving Enterprise Rental Vehicle, drivers must bring valid Driver’s License to the clubs office; and must also complete:

    • Driver Authorization Form

  • Driving Record Report via Accurate Background Check (sent to all drivers email after Orgsync form is submitted)

  • Defensive Driving Training (sent to all drivers email after Orgsync form is submitted)

  • Additional steps are required for:

    • Non-HSU students who travel with clubs

    • Student drivers with out-of-state licenses

    ALL required forms must be submitted five (5) working days prior to travel. Clubs who fail to complete these steps will NOT be reimbursed for travel expenses and may be subject to disciplinary action for violation of university policy

     

    NOTE: The following states with discriminatory laws are currently subject to California’s ban on state-funded and state-sponsored travel. Clubs cannot be reimbursed from state funds for travel expenses to these states:

    1. Alabama

    2. Kansas

    3. Kentucky

    4. Mississippi
    5. North Carolina

    6. South Carolina
    7. Oklahoma

    8. South Dakota
    9. Tennessee

    10. Texas

    11. Iowa

    International Travel

    International travel requires additional steps to ensure safety of the travelers. The Clubs and Activities Office will help in navigating through these processes after you complete the “Authorization to Travel”. You can find the state policies and procedures at: https://procurement.humboldt.edu/international-travel

    Clubs Travel Grants

    The Club Coordinating Council [CCC] facilitates funding for club travel. This funding comes from the Associated Students and provides the means for clubs to attend conferences and education-centered events. Travel funds may be used for conference/activity fees; lodging; and transportation costs. The amount available for 2019-20 will be announced in August 2019. 

    There are stipulations in order to receive funding:

    • Funding must be requested at least three (3) weeks before the dates of travel via online applications through OrgSync (Sooner the better!)

    • All necessary forms, for travel to be sanctioned by HSU,  must be completed five (5) business days before travel occurs.

    • Travel funds are only available for travel within the continental United States.

    • Reimbursement occurs after the travel takes place and requires submitting OrgSync forms, along with proper receipts

    • Failure to follow HSU travel procedures, can result in loss of grant funding and inability to reimburse from the club account

    • Clubs who travel without submitting required travel paperwork may be subject to sanctions and/or disciplinary action

    • Applications are accepted until funding is exhausted; remaining funding is advertised weekly through the Clubs Newsletter

    • ***Non-Student travelers cannot receive grant funds but may still be required to complete the pre-travel paperwork

    Tips on How to Receive Funding
    1. CCC assesses clubs’ need to determine funding for club travel grants. Club members are asked questions about the trip’s purpose, how it will better attendees, what will be shared with HSU community post-travel, etc.

    2. It’s important for clubs to come prepared to the CCC meetings, and are knowledgeable about their travel.

    3. Clubs are more likely to receive funding if they are putting in an effort to raise money from other sources, such as fundraising, donations, department letters, etc.

    4. Clubs are more likely to receive desired funding if possible expenses are well-researched and calculated (gas prices, hotel room rates, etc.).

    5. Travel funding is for a club activity. Unless costs are unusually expensive, we discourage solo traveling. In a given unusual circumstance, a solo club member may apply for a grant if he/she has proof of substantial club member support.

    6. Applications for Travel Grants that are incomplete will not be accepted.  You must list all of the students who will be traveling, along with their HSU ID#s. This can be edited after the meeting, but it could affect your grant allocation.

    7. We will only provide reimbursement for HSU students who have registered as club members on OrgSync. Calculate your expenses accordingly.

    8. CCC meetings are held weekly and grant applications are awarded meetings times on a 1st come 1st serve basis. Please turn in your travel funding applications as early as possible so that they may be reviewed prior to the trip.

    Travel Grant amounts will be determined in August 2019. Grant applications are available via OrgSync at: https://orgsync.com/158827/forms/265341

    For questions call the Clubs & Activities Office at (707) 826-3776, or email the staff at clubs@humboldt.edu.

    Once the Club Advisor has approved the Travel Grant Application in OrgSync, the Clubs office will notify club members of these required steps:

    1. All students on the travel roster must register as club members on the Club’sOrgSync page by clicking “Join Now”.

    2. All travelers must submit the Pre-Travel Release and Hold Harmless Form at least five (5) working days prior to the date of the trip:

  • All drivers must have valid CA Driver’s License; and complete the following steps:

    • If driving a personal vehicle, drivers must bring valid Driver’s License and Proof of Insurance to the clubs office; and must also complete:

      • Driver Authorization Form

      • “Authorization to Use Privately Owned Vehicles” if driving personal vehicle

    • If Driving Enterprise Rental Vehicle, drivers must bring valid Driver’s License to the clubs office; and must also complete:

      • Driver Authorization Form

    • Driving Record Report via Accurate Background Check (sent to all drivers email after Orgsync form is submitted)

    • Defensive Driving Training (sent to all drivers email after Orgsync form is submitted)

  • Additional steps are required for:

    • Non-HSU students who travel with clubs

    • Student drivers with out-of-state licenses

     

    Students may use rental vehicles for club travel. HSU is contracted with Enterprise Rentals. Contact the Clubs and Activities Office for more information.

     

    IT IS THE RESPONSIBILITY OF THE CLUB MEMBERS TO ENSURE ALL NECESSARY STEPS ARE COMPLETED PRIOR TO TRAVEL. ANY CLUBS THAT TRAVEL WITHOUT APPROVAL ARE SUBJECT TO DISCIPLINARY ACTION.