Review:
April 1 E4Y
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 groups that travels as
representatives of Texas State to perform for entertainment or educational
purposes. This includes the following:
a. University Band and Stage Bands
b. Choral Groups and Vocal Ensembles
c. Strutters and Cheerleaders
d. Dance Groups
e. Theatre Productions
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.
Travel costs must be
economically feasible for most members of the group.
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 sponsor of the group
must route through his or her approved reporting channels the travel proposal
as shown on Attachment
I.
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 paragraph 6. (12) 3, Chapter III 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 Website) in order to handle
payment of expenses. Each individual account should reflect travel expenses
shared by multiple Texas State accounts. Multiple accounts may be charged
against a single travel voucher. Donated or personal funds should not be
commingled with funds in a University account.
04.06 Donated
Funds – A portion or all of the travel costs may be paid from donated funds.
Such gifts must be deposited to a Texas State account, in accordance with
university policy. These generally will be 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 hole
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
Dr. Richard Cheatham, Dean April 1 E4Y
Fine Arts & Communication
TBN April
1 E4Y
Associate Athletic Director
Ms. Pam Gulley, Interim April 1 E4Y
Director of Accounting
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.
Dr.
Richard Cheatham, Dean, Fine Arts and Communication; senior reviewer of this
UPPS
Dr.
Perry Moore, Provost and Vice President for Academic Affairs
Dr.
Denise Trauth, President