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Travel Policy - Student Group Travel Update

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Please note the following update to the Travel Policy regarding group travel. HSU procedures will not change as we were already practicing these travel guidelines. In short, cash distributed to students by the group leader must be acknowledged in writing by the students at the time of receipt and this acknowledgement must be attached to the travel claim filed by the recipient for the cash advance.

Whereas prior to this announcement, it was not recognized by the Chancellor’s Office to allow cash to be distributed to students with their documented acknowledgment, it is now observed in the CSU Travel Policy. Please see below for more details.

3601.01   Travel Policy

This revision to the Travel Policy – CSU Travel Procedures, allows, as an exception to other payment methods, cash advances to be issued to faculty and/or staff to pay for student meals related to group student travel, similar to language included in ICSUAM 1205.00 – Group Travel (student athletes).  The following is the language added to the Travel Procedures:

Section V – Subsistence Expenses, Part D Payment of Group Subsistence Expenses

When negotiated agreements are not feasible or where a university-issued charge card cannot be used, similar to ICSUAM 1205.00 - Group Travel (for student athletes), the University may issue cash advances to Faculty and/or Staff to pay for student meals related to group student travel.  Cash distributed to students by the group leader must be acknowledged in writing by the students at the time of receipt and this acknowledgement must be attached to the travel claim filed by the recipient for the cash advance.   This acknowledgement will also serve as substantiation of the expenditure, in lieu of actual receipts.   The cash distribution is to the students only and does not apply to those individuals employed by the University.

 

Humboldt State University