Travel Policies Regarding Campus                                  UPPS No. 05.06.02

Representative Organizations                                           Issue No. 6

Effective Date: 11/22/2013

Review: April 1 E4Y

Attachment I

 

 

 

01.       POLICY STATEMENTS

 

01.01   The purpose of this UPPS is to provide guidelines for major campus organizations’ travel to events or activities at which they represent the university. This UPPS does not apply to internally generated trips or events approved and funded in the budget process.

 

01.02  This policy applies to campus representative organizations regardless of the source of funds used to pay travel costs.

 

02.       DEFINITION OF MAJOR CAMPUS REPRESENTATIVE ORGANIZATIONS

 

02.01  For the purpose of this UPPS a campus representative organization is defined as a student group that travels as representatives of Texas State to perform for entertainment or educational purposes. This includes, but is not limited to, the following:

 

a.    Music Instrumental Ensembles

 

b.    Choral Groups and Vocal Ensembles

 

c.    Strutters and Cheerleaders

 

d.    Dance Groups

 

e.    Theatre Productions

 

f.     Debate Team

 

03.       CRITERIA FOR ACCEPTING INVITATIONS INVOLVING TRAVEL TO PERFORM AS REPRESENTATIVES OF THE UNIVERSITY

 

03.01  A campus representative organization must meet the following criteria in order for it to receive consideration for approval to travel under this policy:

 

a.    The activity must enhance the image of the university.

 

b.    Most group members must find the travel costs economically feasible.

 

c.    The university will give priority for travel to events that are held during non-class time or that involve a minimum amount of time away from academic endeavors.

 

d.    The university will give priority for travel to events that are held within its recruiting area.

 

e.    Travel outside of the continental U. S. must meet all of the above criteria except Section 03.01 d. It must also provide a distinctive learning opportunity for students and a significant publicity opportunity for the university.

 

04.       OPERATING PROCEDURES

 

04.01  When a trip is proposed for a representative organization, the group’s sponsor must route the travel proposal, as shown on the Request to Travel Off Campus (Attachment I), through the approved reporting channels. Clubs and organizations originating in an academic unit (i.e., music ensembles, choral groups, debate team, theatre and dance groups) need the approval of the department chair or school director. Athletic clubs and organizations, such as Strutters or cheer teams, need the approval of their director or coach. Organizations that report to the Deans of Students office need the approval of the dean of Students.

 

04.02  The campus representative organization must route its travel proposal for approval at least one month in advance of the trip’s departure date. The appropriate vice president, as determined by the division that the organization originated in (see Section 04.01), may approve travel proposals with less lead time.

 

04.03  The appropriate vice president must approve all out-of-state travel. Upon approval or disapproval, the vice president’s office will inform the sponsor of the group with supporting rationale or instructions.

 

04.04   Out-of-country travel requires completion of FormT-4, Release of Liability and Assumption of Risk for Foreign Travel, in accordance with Chapter III, section 6.(12)3, of the Board of Regents' Rules and Regulations for students and sponsors and any other individuals traveling with the group. The president must approve all foreign travel by state employees on state business. Sponsors must allow 45 days prior to the trip for the president’s approval for their travel. Refer to the Texas State Travel policy or log on to the Travel Office’s website.

 

04.05  Texas State’s Budgeted Accounts – If an organization's travel to an event is funded through that group's operating budget, the account manager will follow normal university accounting procedures (refer to Texas State Travel Office’s website) in order to handle payment of expenses. Each individual account should reflect travel expenses shared by multiple Texas State accounts. The account manager may charge multiple accounts against a single travel voucher but should not commingle donated or personal funds with funds in a university account.

 

04.06  Donated Funds – Donated funds may pay a portion or all of the travel costs. University policy allows the deposit of such gifts in a Texas State account with these funds accounted for in the restricted fund group. If a new account is needed, the sponsor of the organization should contact the General Accounting Office and process an account request in accordance with standard university procedures.

 

04.07  If the campus representative organization will use personal funds from its members for travel expenses, it must deposit these funds in a club account.

 

04.08  The Texas State travel policy, as posted on the Travel Office’s website, establishes policies for persons not traveling in an official capacity.

 

05.         PURCHASING PROCEDURES

 

05.01  Campus representative organizations must follow state purchasing procedures for trips funded in whole or in part from university funds or donated funds. This includes bidding requirements as established by the state. Trips funded in total from group members’ personal funds are exempt from state purchasing requirements.

 

06.       REVIEWERS OF THIS UPPS

 

06.01  Reviewers of this UPPS include the following:

 

Position                                                         Date

 

Dean, College of Fine Arts &                     April 1 E4Y

Communication

 

Associate Athletic Director                         April 1 E4Y

 

Director of Accounting                                April 1 E4Y

                                                                                                           

07.       CERTIFICATION STATEMENT

 

This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

 

Dean, Fine Arts and Communication; senior reviewer of this UPPS

 

Provost and Vice President for Academic Affairs

 

President