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 Procedures

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 Student Club or Organization Travel can result in club sanctions and disciplinary action upon individuals and the organization. We suggest reviewing this policy prior to signing agreements involving all travel, but especially out of state or international travel.

Clubs Travel Policy

Clubs must submit the “Authorization to Travel” form (through OrgSync) at least fifteen (15) business days prior to date of departure. This form 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 “Authorization to Travel” form through OrgSync minimum of fifteen (15) business days in advance: https://orgsync.com/158827/forms/263153

  2. Club Advisor must approve request to initiate process for travel authorization. [They will be notified electronically when “Authorization to Travel” form is submitted.]

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

DRIVERS: Any student driving during the trip must have a valid *CA Driver’s License [*Students with out-of-state licenses are eligible to drive but extra time is needed to process approval] and complete the following steps:

  1. Submit a clear Driving Record Report via Accurate Background Check (link is sent to all drivers via email after OrgSync form is submitted) This is what it will look like in your inbox:

 

 

  1. Complete a Defensive Driving Training (link is sent to all drivers via email after OrgSync form is submitted)

  2. Driving a personal vehicle: 

  • Drivers must bring the following documents to the Clubs & Activities office:

    • Valid Driver’s License 

    • Proof of Current Insurance, with minimum coverage of:

  1. $15,000 per personal injury to, or death of, one person

  2. $30,000 for personal injury to two or more persons in one accident.

  3. $5,000 for property damage

  • Drivers must complete the following documents, provided by the clubs office:

    •  Authorization Form (Addendum A)

    • Form STD261-“Authorization to Use Privately Owned Vehicles”  (Addendum B)

  • Driving Enterprise Rental Vehicle: 

    • Drivers must bring the following to the Clubs & Activities office: 

      • Valid Driver’s License 

    • Drivers must complete the following documents, provided by the clubs office:

      • Driver Authorization Form (Addendum A)

      • NOTE: 

    1. Enterprise is the only approved rental car company for club travel due to insurance requirements. 

    2. Clubs will require a code to receive corporate rate

    3. Information about how to book a rental, can be found: https://procurement.humboldt.edu/car-rental-exhibit-fg

    4. Assistance in booking rental vehicles is available at the Clubs & Activities Office.

    NOTE: Please be aware that extra time for processing will be needed for:

      • Non-HSU students who travel with clubs
      • Student drivers with out-of-state licenses

     

    DEADLINE: ALL required forms must be received by the Clubs office five (5) working days prior to travel to allow for processing. Club members who fail to complete these steps, and still travel, will NOT be reimbursed for travel expenses and may be subject to disciplinary action for violation of university policy.

     

    ADDITIONAL REQUIREMENTS:

    Mandatory Travel Packet [provided by the clubs office] is required for all club travel 

    • “Travel Packet” must be kept in the vehicle(s) [or with the Travel Leader] during the entire trip. 

    • The packet contains:

      • Final roster

      • Emergency Contact Information (HSU contacts)

      • Travel Envelope for receipts [if club is seeking reimbursement]

    • It is the responsibility of the Travel Leader to pick up the packet from the clubs office [during normal hours of operation] within two (2) business days prior to travel. 

    Know Before You Go: 

    Travel to the following states [with discriminatory laws] is currently subject to California’s ban on state-funded and state-sponsored travel, per the “Prohibition on State-Funded and State-Sponsored travel to States with Discriminatory laws” (AB 1887). 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. Oklahoma

    7. South Carolina

    8. South Dakota

    9. Tennessee

    10. Texas

    Additional States may be added to the list at any time; before committing to any travel out of state, check in with the Clubs & Activities office for guidance. For more information on the limited exceptions to AB 1887, please visit the California Department of Justice webpage: https://oag.ca.gov/ab1887

    Expectations for travelers:

    Traveling as a sanctioned HSU club is not a right, it is an earned privilege. Along with that privilege comes the responsibility that you will follow all traffic and state laws, and most importantly that you will represent Humboldt State University in an honorable manner at all times.

    RULES OF THE ROAD: 

    • NO alcoholic beverages are allowed in vehicles at any time.

    • Drivers must refrain from ingesting alcohol at least 12 hours before driving for the organization

    • Vehicles may not be overloaded; there must be one seat belt per person

    • Clubs may not depart after 4:00 p.m. for trips exceeding eight (8) hours. 

    • Prior to departure, club Travel Leader is required to check road conditions at: https://roads.dot.ca.gov/ to determine if there are travel advisories. 

    • NOTE: HSU reserves the right to cancel club travel if  there are travel advisories, severe weather, or road conditions are deemed unsafe. 

    RECOMMENDATIONS FOR SAFE DRIVING: 

    • Clubs may not drive for more than 14 hours in any given 24 hour period. The majority of driving should be during daylight hours.

    • It is best to have two or more drivers for all trips exceeding four hours or 200 miles. 

    • To avoid fatigue, drivers should switch every four hours or 200 miles

    • Drivers should take a minimum 20 minute break every two hours

    • If towing a trailer or using a cargo rack, vehicle speeds must be reduced

    • Vehicles must be in good working order; driver should check all lights and hitches prior to departure

    • Make frequent stops for snacks and exercise

    SPECIAL PRECAUTIONS FOR DRIVING AT NIGHT: Fatigue is the biggest danger to driving at night. Plan ahead! Do not stay up all night packing for a trip after a long day of classes! We urge students to use common sense and also, follow these tips: 

    • Clean all exterior lights to make the illuminate to their potential

    • Reduce speed and increase following distance

    • Do not “over drive” your headlights. You should be able to stop within the illuminated area. 

    • Recognize when you become too tired to drive. Let someone else take a turn or pull over to a safe spot to rest. 

    In case of a MAJOR EMERGENCY or a LIFE THREATENING ACCIDENT the following people should be contacted IN THE ORDER LISTED:

    1. Local Police: Call 911

    2. Humboldt State University Police (UPD): 707-826-5555

    If you are involved in a motor vehicle collision, it is always best to avoid assigning or admitting fault. It is recommended you cooperate fully with law enforcement officers on the scene and contact your insurance provider or rental car company,  as soon as possible.  

    Additionally, you must contact the Clubs Office at 707-702-1762 if you are involved in any type of collision.

    After You Return:
    • Reimbursement for travel expenses occurs after travel has been completed and will be processed through Student Financial Services. For more information about the steps and requirements, go to: 

    • Return travel plastic travel packet envelope to Clubs & Activities Office within five [5] business days after travel.

    International Travel

    International travel requires additional steps to ensure the safety of the travelers and therefore, clubs must plan ahead. For international travel we require paperwork to be submitted at least 45 days [8 weeks] in advance of the proposed travel. 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

    Clubs who are interested in applying for a travel grant will have that option when they complete the “Authorization to Travel” form on OrgSync.

    Funding for Travel Grants comes from YOUR Student Fee money and is allocated each year by the Associated Students Governing Board. Clubs may be eligible for grants for travel, conferences, activities that support the mission of the club. Students must comply with all travel policy rules and follow specific stipulations for reimbursement.

    For more information about Travel Grants, including stipulations and deadlines, see the A.S Grant Addendum in the “Clubs Handbook” found at: (https://orgsync.com/158827/files/1607436/show)

    Addendum B1- Driver Authorization Form (Subject to Content Change)

    Addendum B2- Authorization to use Privately Owned Vehicles (STD 261)