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

    AS Travel Grants

    All AS grants are processed through the Associated Students office. For more information, visit: https://associatedstudents.humboldt.edu/