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 PERFORMING 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 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 which 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 the continental United States, Mexico or Canada 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.
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 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 a liability release 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
adequate time 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