Guidelines

To obtain advanced funds for student team travel:

1. At least 10 days prior to travel submit a voucher (payable to the group advisor) to Procurement and Payment Services for a team travel advance. List the travelers (students and advisors), the purpose of the trip, the itinerary and the budget. The advance should be enough to cover all anticipated expenditures. A check will be prepared for you.
2. Within 10 days after completion of the trip submit a detailed reconciliation (expense report) with authorized signature to Procurement and Payment Services. This should include itemized receipts for all expenditures. Follow the University's guidelines for expenditure limits.
   For team travel only, you may choose to give students a cash meal allowance rather than submit receipts for individual meals. In such cases, students must sign a verification that they have received the funds.
   If the advisor pays for meals for the group, attach appropriate receipts.
   Lodging and transportation follow standard University policies.
3. Procurement and Payment Services will review your trip reconciliation and receipts. If you spent less than the amount advanced, you will be told how much money to deposit with Student Financial Services. If you spent more than the advance, a travel voucher for the difference should be sent with the reconciliation.

AU funds can be used for student field trips only if:

1. the trip is an integral part of the lesson plan in a course for academic credit -or-
2. the student is paying a fee (above and beyond normal tuition fees) to participate in the trip (ex. SGA sponsored spring break trip where student pays trip expenses through the SGA.)

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